Overview

This article covers the process of planning for and having a First Sync Meeting for Full Sync to QuickBooks Desktop.

The goal of a sync meeting is to get a customer's financial data from CoreBridge to QuickBooks. If the sync is successful with no errors we will have accomplished the task.


Once the sync is successful the customer may have questions that are more or less accounting-related than sync-related. We can offer basic support if the accounting question is related to the sync but the customer should rely on their CPA for accounting-related questions. 


There are sync requirements noted in the setup articles that must be met before a customer gets sent the meeting scheduling link. Unless there is some exception, their system should have the following so that there is meaningful financial data to sync, to discuss, and to be sure that the accounts are working as expected.

  • One or more Completed orders.
  • One or more payments.
  • One or more Reconciliations that contain payments. 


Bank Feed

Definition: A service inside of QuickBooks where you log in to your bank and QuickBooks pulls in bank transactions. 


It's like getting your bank statement daily instead of at the end of the month. People like bank feeds because it allows you to have your bank account(s) in QuickBooks up to date on a daily basis which is more current than once per month. Manually recording transactions against your bank account will provide the same results but the bank feed makes that task easier. Since CoreBridge payments will be syncing along with the bank transactions, the same payment will be in QuickBooks twice. The customer needs to know how to properly use the bank feed feature so they don't end up with duplicate money showing in their bank account.


Deposits made from CoreBridge payments will appear in the bank feed but they can't just be added to QuickBooks. Recording a bank feed deposit without matching it to the corresponding synced payment(s) will give you duplicate numbers in QuickBooks. The deposit should either be (1) matched to the CoreBridge payment(s) or (2) excluded from the list if you can't get a match. 


Since the bank feed is a service provided by QuickBooks the customer should learn how to use it by getting help from QuickBooks support or their CPA. If the customer needs help with bank feeds on a sync meeting, it should be saved until the end of meeting after the sync is completely successful with no errors. Since a sync meeting should be no more than one hour you may need to end the meeting and suggest they contact QuickBooks support or their CPA. If they still have questions after contacting QuickBooks support or their CPA a CoreBridge Accounting Specialist can meet with them.


Table of Contents

  • A. Before the meeting
  • B. At the start of the meeting - Introduction and meeting setup
  • C. After the introduction and meeting setup - sync preparation
  • D. Sync Setup
  • E. Sync
  • F. Sync time left
  • G. After the sync - going into QuickBooks
  • H. BANK FEEDS

Instructions

A. Before the meeting

  1. Make meeting notes.
    The accounting specialist assigned to the sync ticket will work with the customer as much as possible before a meeting is scheduled to ensure that the sync is 100% successful with no sync errors and to make the meeting as simple as possible. There are instances where the time spent emailing back and forth to get everything perfect is time better spent at the beginning of a meeting to get every sync issue addressed. That's where meeting notes come in.

    The accounting specialist assigned to the ticket will usually create meeting notes. If there are no notes be sure to make them so nothing is forgotten that would give the customer bad sync results. That only creates headaches for them and more tickets for us. We are primarily concerned with things that would specifically affect the sync. If there are other things that don't affect the sync specifically but may affect their books in a bad way, it's a good idea to be helpful and bring those things up.

    Over the course of the ticket, it's possible that answers to the sync questions change over time, esp. if a customer takes several months. When making notes, always look for the most recent answers.

  2. Things to look for / notes to add:
    Copy and paste any of the questions that may impact the sync.
    1. Sync Type
      1. e.g. Desktop Full
    2. Windows or MAC
      1. The sync tool only works on WINDOWS
    3. Hosted QuickBooks
      1. The sync tool is not supported on hosted environments. If it doesn't work during the sync, customer will need to move QuickBooks to a local computer or use IIF export which is Lump Sync
    4. Bank Feed
      1. If they answered yes
      2. We need to let customer know that the bank feed needs to be handled properly so that don't get duplicate data in QuickBooks
    5. Manually entered data into QuickBooks
      1. If they entered data that they will be getting from the sync they will need to delete the manually entered data
    6. Existing system
      1. If customer took over an existing system, they need to provide the date where transactions are theirs are not from the prior owner. That will be the sync start date.
    7. Multiple locations/systems
      1. if they answered yes
      2. need to discuss what happens
    8. Exporting so single or multiple companies
      1. They would have been reviewed up front to address any concerns
      2. We want to discuss it again on the meeting so be sure customer is aware of the results
    9. Integrations
      1. They would have been reviewed up front to address any concerns
      2. We want to discuss it again on the meeting so be sure customer is aware of the results
    10. Accounts that need to be addressed
      1. Part of the sync process is reviewing customer's Chart of Accounts. After a review, if any accounts have issues, the agent will highlight accounts on a spreadsheet and send the spreadsheet to the customer. The highlighted accounts should also be added as a ticket note. 
      2. If there are no accounts with issues, we tell the customer that and there will be no notes to add to the ticket. Since no accounts have issues there is nothing to add about accounts to meeting notes.
      3. If there are accounts with issues, they must be added to the ticket notes. If they were not added prior, open the spreadsheet that was send to the customer and add only the accounts with issues to the meeting notes.

        e.g.: This is what should be part of the meeting notes. 
        ACCNUMNAMEACCNTTYPEEXTRAHIDDENnotes
        6600Bad debtEXEXP
        NThis will fail. The account type needs to be EXPENSE instead of OTHER EXPENSE
    11. Sync Start Date
      1. If it's a new system, find the date of the earliest order. 
      2. If it's an existing system, customer will need to provide the date.
      3. If they won't be starting on either of those dates, they need to provide the date. Some customers wait a while for the sync and have already manually entered data into QuickBooks.

  3. Review the meeting notes prior to the meeting.

  4. Join the meeting about 2-3 minutes prior to the start time in case the customer is early.

  5. If the customer does not show up at the specified time, email the meeting information right away. 
    • The information can be copied directly from the goto meeting app while it's running.


B. At the start of the meeting - Introduction and meeting setup

  1. "Hi, this is _ _ _ _ _"  /  "Thank you for scheduling a sync meeting", etc...  /  "The other agents in the meeting are _ _ _ _ _"
    • State your name, do some sort of introduction.

  2. "Will anyone else be joining us?"
    • Usually the sync meeting is with one person. Could be the owner or maybe the center's CPA that isn't located onsite in the store.
    • Sometimes it's two or more people, one of which will probably be the center's CPA.
    • You may need to wait for additional meeting participants if the person there doesn't need to know the details you will be sharing. Just ask if they want to wait.

  3. "To share your screen I will send you 2 buttons to click."
    • There is no need to send an audio pin unless customer is having problems.

    • "The first one will allow me to view your screen. Just click Share My Screen."
    • Send the presenter button.

    • "The second one will let me control the mouse."
    • Send the mouse control button (but don't start yet)

  4. "We can't see the GOTO MEETING app on our side. If you can see it please click the arrows to minimize it since it will get in the way during the meeting. Or if you have multiple monitors you can move it to a different monitor."

  5. Look for CoreBridge being open and for QuickBooks being open. (They are asked to be ready when we send the scheduling link but that doesn't always happen)
    • CoreBridge not open: 
      • "Please open CoreBridge and sign in."
    • QuickBooks Desktop not open: 
      • "Please open the QuickBooks company you are syncing to and log in as an ADMIN user."

  6. QuickBooks Confirmation:
    • "To confirm, is this the QuickBooks company you will be syncing to?"
    • "And are you signed in to QuickBooks as an ADMIN user?"

C. After the introduction and meeting setup - sync preparation

We want to have all this stuff taken care of before the sync actually happens.

From this point forward, all actions should be performed on the presenter's computer that is being shared so they understand why and how adjustments are made. (You may need to do some things on your computer if the meeting is slow or the meeting just gets in the way.)

It's faster if we fix things but better if you can you walk the customer through any adjustments so they learn instead of just watching.


  1. "Before we actually run the sync, we need go over some information."

  2. MEETING NOTES
    We only need to discuss questions with specific answers. Those answered are noted below along with the questions. If they gave a different answer than is noted, just skip that part.

    "First, we will review the questions that were answered previously."
    1. If your accounting application is a desktop version, is it installed on Windows or Mac? Windows
      1. If it isn't obvious, confirm that QuickBooks is running on Windows
      2. "To confirm, is QuickBooks running on Windows or Mac?"

    2. If your accounting application is a desktop version, is it installed on a local computer or do you use a hosting service? Hosted
      1. "Our software that controls the sync isn't supported on a hosted computer. We can try to sync and see what happens. We have seen success before but if the sync software won't work we won't be able to move forward."

    3. Are bank transactions being entered into your accounting application? YES
      1. "You noted that bank transactions are being entered into QuickBooks. Are those your CoreBridge payments?"

      2. YES - "The sync will be giving you CoreBridge payments in QuickBooks so the ones that have been entered will need to be addressed so that you don't get duplicate data in QuickBooks."

      3. NO - "As long as they aren't from CoreBridge they won't be an issue. We just want to be sure you won't get duplicated in QuickBooks."

    4. Has any CoreBridge data been manually entered in your accounting application? (anything related to CoreBridge such as invoices or payments)
      1. "Since the sync will be creating CoreBridge transactions in QuickBooks, whatever has been entered manually will need to be address so that you don't get duplicate data in QuickBooks."

    5. Is your CoreBridge system new or have you taken over an existing system? EXISTING
      1. "Since you took over an existing system, we will need to know the exact data where transactions entered in CoreBridge belong to the new owner. That date will be used to tell the sync which transactions to start with based on date."

    6. Do you have multiple locations, multiple CoreBridge systems or plan to? YES
      1. Yes doesn't matter greatly unless they want to sync multiple systems to a single QuickBooks company. Just need to deal with the CLASS setting.
      2. ONE SYSTEM, MULTIPLE LOCATIONS
        1. "Since you have multiple locations, we separate them in QuickBooks by CLASS. There was a step in the setup instructions to enable the CLASS feature in QuickBooks. Was that feature enabled?"
      3. MULTIPLE SYSTEMS
        1. That is addressed on the next question.
    7. If your answer to question 11 was Yes, will you be exporting CoreBridge data to a single company or multiple companies? SINGLE COMPANY
      1. SYNCING MULTIPLE SYSTEMS TO A SINGLE COMPANY (doesn't matter the number of locations in each system.)
        1. This should have been brought up right after the question was answered. If not, we must bring it up now. Syncing multiple systems to a single QuickBooks company is not suggested.
        2. "The sync is designed to sync a single CoreBridge system to a single QuickBooks company. Syncing multiple systems to a single company can be successful but it requires detailed oversight of each individual system to keep from getting sync errors and duplicate data in QuickBooks. Do you want to proceed with syncing to a single company?"
        3. YES - "These are the things to keep in mind."
          1. "Invoices numbers have to be unique on each system. Has that been addressed?"
          2. "CoreBridge payments ID's and Purchase Order numbers can never replicate between or among systems. We would need to manually advance the numbers of those ID's in CoreBridge so that they will always be completely unique in QuickBooks. The first system would get no changes. We may need to advance additional systems by 10,000 or some other number so that they never get duplicated. Has that been addressed?"
          3. "Customer names, vendor names, part names, modifier names, and GL accounts, should always be either the same in all systems or different in all systems."
          4. "If they start off being the same but there is a change in only one system, the sync will update QuickBooks with the change. But when a record needs to sync from another system, the sync will fail for the other system because the that system is looking for what the record was before it was changed on the first system. To get past the error, you will need to determine how to address the failing record in both systems as well as in QuickBooks."
          5. If they start off being different but there is a change in one system that makes them the same, the sync will either fail or send data to the wrong record in QuickBooks. If it fails, to get past the error you will need to address the systems involved as well as QuickBooks to know how to move forward."
        4. "Based on the information, would you still like to sync to a single QuickBooks company?"

    8. Are you currently using, or do you plan to use in the future, these CoreBridge integrations? Pressero, XMPie, Avalara, or TaxJar
      1. "There was a step in the setup instructions instructing what to do in QuickBooks to accommodate the integration. That has to be done so that Sales Tax is recorded properly in QuickBooks. Has anyone performed the actions needed in QuickBooks? "
    9. Accounts that need to be addressed
      1. Part of the sync process is reviewing customer's Chart of Accounts. After a review, if any accounts have issues, the agent will highlight accounts on a spreadsheet and send the spreadsheet to the customer. The highlighted accounts should also be added as a ticket note. 
      2. If there are no accounts with issues, we tell the customer that and there will be no notes to add to the ticket. Since no accounts have issues there is nothing to add about accounts to meeting notes.
      3. If there are accounts with issues, they must be added to the ticket notes. If they were not added prior, open the spreadsheet that was send to the customer and add only the accounts with issues to the meeting notes.
  3. GL ACCOUNTS
    Skip this step if there are no accounts to address
    1. "Now lets address the accounts that were noted earlier."

  4. CUSTOMER, VENDOR, EMPLOYEE RECORDS
    "Are there any existing Customers, Vendors, or Employees in QuickBooks?
    1. YES - customers:
      1. "If there is a customer in CoreBridge and in QuickBooks, but the names don't match exactly, the sync will create a duplicate customer in QuickBooks. Do you have any questions about how that works?"
      2. "If there is a customer in CoreBridge, and there is a Vendor or Employee in QuickBooks with the same name, the sync will fail. Customers, Vendors, and Employees all need to have unique names. Do you think that will be an issue?"
    2. YES - vendors:
      1. "Vendors have the same issue as Customers. If there is a vendor in CoreBridge and in QuickBooks, but the names don't match exactly, the sync will create a duplicate Vendor in QuickBooks. Do you think that will be an issue?"
    3. YES - employees:
      1. "If you sell to an employee, you will need to add the employee as a Customer in CoreBridge. When that Customer syncs, if the customer name is the same name as the existing Employee name the sync will fail. Customer and Employee names in QuickBooks must be unique. Do you think that will be an issue?"
    4. NO - next step

  5. QUICKBOOKS SETTINGS
    "Have all settings in QuickBooks been addressed?

  6. INVOICE NUMBERS
    "Are there existing invoices in QuickBooks"
    1. YES
      1. "If invoice numbers used in QuickBooks are the same as CoreBridge, the invoices won't sync. Did you confirm they they are different?"
    2. NO - step 5

  7. ITEMS
    "Are there existing items in QuickBooks?"
    1. NO - go to next step
    2. YES
      1. "Items are the trickiest part of the sync if you have existing items in QuickBooks so lets talk about what can happen."
      2. "If there is an item in CoreBridge and the same item in QuickBooks, but the name isn't exactly the same, the sync will create a new item in QuickBooks. If you don't care about duplicate items, then there is nothing to worry about."
      3. To not get duplicate items, the name in QuickBooks and the name in CoreBridge must be exactly the same. In addition to the name, the item Type must also be the same. There are 3 item types in CoreBridge and QuickBooks: Inventory, non-inventory, and service. If the item name is the same but the type isn't, the sync will try to change the item type in QuickBooks. Since QuickBooks doesn't typically allow the type to be changed, the sync will fail for that item. To get past the error, the item name can be changed in either CoreBridge or QuickBooks. When that happens, the sync will create a new item in QuickBooks which will give you duplicates. 
      4. Are there items in QuickBooks and CoreBridge where the name is the same but the type isn't?

        1. NO - "Then there shouldn't be any issues."
        2. YES  - "The only way to fix the issue and not get duplicates is for both the name and type to be the same in CoreBridge and in QuickBooks. The problem you can have with that is the type can't be changed in CoreBridge. We can change it behind the scenes but that has to done by the programmers. That would need to happen before you sync which would require the sync meeting to be re-scheduled. We can continue with everything as-is but there may be items that fail. Keep in mind that if items fails, the related invoices will also fail. Would you like to continue?"
          1. YES
          2. NO - "If you need us to change the item type in CoreBridge for you, we will need to know what the type needs to be. The easiest way to make changes is for us to change all parts and modifiers to the same type, such as Service. If you need individual items to be changed, we would need the part report from CoreBridge along with the new type so the report can be given to the programmers. Which of those two options works best for you?"


D. Sync Setup

  1. "The software that controls the sync is referred to as the "sync tool". It must be installed on the computer where the sync will be run. That computer must also have QuickBooks installed. Has the sync tool been downloaded to the appropriate computer?"
    • YES - go to SYNC TOOL OVERVIEW

    • NO - download and install it
      • "Let's download it now."

        SYNC TOOL DOWNLOAD AND INSTALLATION
    • Download: Accounting Module > Accounting Export > Setup
    • Install
      "If Windows User Account Control is enabled, I won't be able to see the popup window. Please click YES if you see the popup."

  2. SYNC TOOL OVERVIEW
    1. "Let's review how the Sync Tool works."
    2. "It doesn't start with Windows so when the computer is rebooted you will need to use the desktop shortcut to open it."
      POINT TO SHORTCUT
    3. "Once it's running, and you close it, it will run in the background."
    4. "When it's running in the background you can't use the desktop shortcut to open it. You will need to open it from the Windows System Tray instead."
      SHOW WHERE THAT IS
    5. "To sync data to QuickBooks, the sync needs to be started manually."
    6. "Do you have any questions?"

  3. SYNC TOOL SETUP / GENERAL TAB
    1. USERNAME and PASSWORD
      1. "A CoreBridge user account with permission to run the sync is needed."
      2. "Please enter that Username and Password. The password needs to be entered in the CONFIRM box as well."
      3. "If the CoreBridge password for this account changes, the password will need to be updated manually on the sync tool."
    2. API TAG and URL
      1. Copy and paste the TAG and URL
      2. "The TAG and URL should never be changed. They tell the sync tool how to access your system."
    3. DEFAULT BANK ACCOUNT
      1. Click Refresh List
      2. "Refunds will post to the bank account set here."
      3. If you see more than one bank account: "Which account is your operating account?"
    4. SYNC START DATE
      1. "The Sync Start Date is the date that tells the sync tool which record to start with based on date."
      2. FIRST TRANSACTION DATE
        1. Use date noted earlier
        2. "Since you are syncing from day one, the date of your first transaction will be used."

      3. CUSTOMER PROVIDED DATE
        1. "The date we discussed earlier will go here"
      4. "The date should never be changed. You don't need to change it each time the sync is run."
    5. SAVE AND VALIDATE SETTINGS NOW BEFORE PROCEEDING
      1. "We will now save the settings. If the sync tool is changed in the future, such as when updating the password, the settings need to be saved again. The first save will also authorize the sync tool with QuickBooks."
      2. "When you save, you need to wait for the save process to finish before moving forward. You will know it finished by seeing the green message and by seeing the activity icon on the mouse pointer go away."
        1. Click Save & Validate
        2. Authorize QuickBooks
          1. If they haven't done the setup already, the QuickBooks authorization window will pop up
          2. Choose YES, WHENEVER THIS QUICKBOOKS COMPANY FILE IS OPEN
          3. CONTINUE
          4. YES
          5. DONE
        3. "Before running a sync, QuickBooks must be open and the company must be signed into."
        4. "A message in Green means that the username and password are correct."


        5. "A message in Red means that the username and password are not correct OR that the account doesn't have permission to sync."
        6. Wait for save process to finish.
    6. CLOSE AND OPEN THE SYNC TOOL BEFORE PROCEEDING
      1. "I need to close the sync tool then re-open it."
    7. SKIP QB PREFERENCE CHECK
      1. "The Skip QB Preference Step should never be selected. It's only for troubleshooting."
    8. SKIP PO STEP
      1. If their system doesn't have the purchasing module, skip to next step
      2. "If your system has purchase orders, they will sync to QuickBooks if the Skip PO step is not checked. Do you want your CoreBridge purchase orders to sync to QuickBooks?"
  4. SYNC TOOL SETUP / AR ACCOUNTS TAB
    1. IF MULTIPLE LOCATIONS: Set A/R account for each location.
    2. AFB is the only franchise that uses a separate A/R account for deposits and credits. For anyone else use the same A/R account in both fields. 
    3. "This tab is where your A/R account in QuickBooks is mapped. Clicking the Refresh Accounts link will pull in any A/R account from QuickBooks."
  5. SYNC TOOL SETUP / SETTINGS ACCOUNTS TAB
    1. The only thing to address here is "Sync Tax as Line Item".
    2. That is a requirement only if they are using one of the integrations noted.
    3. "Since you are using an integration that requires syncing tax as line items, this box must be checked."
    4. "We can now pull in the Tax Group from QuickBooks that was created during setup."
  6. SAVE AND VALIDATE SETTINGS NOW BEFORE PROCEEDING
    1. "Since changes were made we need to save again."
  7. CHECK ALL TABS TO CONFIRM THAT EVERYTHING IS CORRECT
    1. "I'll check to be sure everything was saved."
  8. "Do you have any questions before we perform the sync?"

E. Sync

  1. "Before we sync lets discuss the sync process."
  2. "The sync isn't automatic. It has to be run manually."
  3. "There are 2 groups of records that sync."
    1. "Invoices sync once they are marked COMPLETED."
    2. "Payments sync only after they have been reconciled in CoreBridge"
  4. "The Completed Date will be the Invoice date in QuickBooks."
  5. "The sync should be performed at the end of each business day. That will create any new transactions in QuickBooks and update any records that have been changed. If the sync is not performed on a regular basis, the records that change in CoreBridge won't be changed in QuickBooks and that can cause sync errors. Sync errors cause data not to be transmitted to QuickBooks. 
  6. "We recommend performing a reconciliation at the end of each business day then running a sync after the reconciliation has been completed."
  7. "Do you have any questions before we run the sync?"

  8. "Since this is your first sync, it can take quite a while for it to finish. Every active customer, active item, active vendor, completed order, and payment will sync."

  9. "Please take mouse control and open QuickBooks."
  10. "Before syncing, QuickBooks needs to be in single-user mode, and all windows inside of QuickBooks need to be closed."
  11. "Accountant's copy restrictions can cause the sync to fail. The only way past those errors is to remove the restriction or wait until the restriction is removed."
  12. "A closing date can also cause the sync to fail. The only way past those errors is to remove the closing date password."

  13. "Please open the sync tool"
  14. "From the HOME tab, click SYNC DATA TO QUICKBOOKS."

  15. "It will run through each of these processes every time."
  16. "The sync is either CREATING or UPDATING records in QuickBooks.
  17. "Check QuickBooks preferences will happen every time."
  18. "When a record in CoreBridge is changed or added, the sync will attempt to change or add the record in QuickBooks."
  19. "If it is successful, it will show as a SUCCESSFUL ITEM. You can click the link to show what was processed."
  20. "Now that you are syncing, if a change needs to be made, the change should be made in CoreBridge and the sync will update QuickBooks on the following sync."
  21. "If a change is made in QuickBooks, the same change must be made in CoreBridge to match or that record will fail on the following sync."

  22. "Do you any questions."

  23. "If everything syncs successfully, FINISH will be displayed."

    FAILED ITEMS
  24. "If a record can't be changed or added to QuickBooks successfully, it will show as a FAILED ITEM."
  25. "We refer to that as a SYNC ERROR."
  26. "If something fails, you won't get all of your data in QuickBooks so those Failed Items will need to be addressed."

  27. "Failed Items will display in a column next to SUCCESSFUL ITEMS."
  28. "In addition to displaying the Failed Item, a button named TROUBLESHOOT PROBLEMS will appear on the bottom left."
  29. "When you get a failed item, click the FAILED ITEM link to open the details window. If the error makes sense and you know how to fix the problem, go ahead and fix the problem then run the sync again. If the fix was correct the Failed Item will become a Successful Item and the sync will finish successfully."
  30. "If the error doesn't make sense or you aren't sure how to fix the problem, a ticket will need to be opened so that support can troubleshoot the problem. Support will either fix the problem or let you know how to fix the problem depending on the error message. Once the problem is fixed, run the sync again and the sync will finish successfully."

  31. "Do you have any questions"

  32. "For Failed Items, there are 2 ways to open a ticket."
  33. -- #1 --
    • "Open a ticket the same way you do now."
    • "Click the Failed Item link to open the error window."
    • "Take a screenshot of just the error window and not the entire desktop."
    • "Attach the screenshot to your ticket then submit it."
  34. -- #2 --
    • "Click the Troubleshoot Problems button."
    • "A window will open."
    • "Enter your email address then click Submit."
    • "That process will automatically submit a ticket for you."
    • "It will also record the error on your system on the back end."
    • "When the ticket is received by support, we log in to your system to view the failed item."
  35. "Support will troubleshoot the problem and reply back on the ticket. We will either fix the problem or let you know how to fix it depending on the error."
  36. "Once the problem is fixed, you should run the sync again so that the Failed Item is successful allowing the sync to finish successfully."


F. Sync time left

  • If time is running out and there are many records to sync, offer a followup meeting.

  • "Since it could take an hour or more for the sync to finish, would it be OK to close the meeting and schedule a brief followup meeting?"
  • "For the sync to finish, QuickBooks should remain open and untouched."
  • "When the sync finishes, please run it again before reporting any errors. For the first sync, sometimes everything doesn't sync the first time."
  • "After it finishes the second time, that's when any errors can be reported. Do you have any questions about how to report sync errors?"
  • "Before closing the meeting, let's discuss a Hard Fail. That doesn't happen often but I still want you to be prepared. A hard fail is where the sync just stops in it's tracks and doesn't keep going to the next step. Hard Fail errors are not reported the same way we talked about earlier. If you get a hard fail, you will need to go to the Sync Activity tab. That's where a Hard Fail error is displayed. We will need a screenshot of any errors from that window in order to troubleshoot."
  • "When the sync finishes, just close the sync tool by clicking the X in the top-right corner just like any other software"

  • "Do you have any final questions before the meeting is closed?"


G. After the sync - going into QuickBooks

  1. "Now that the sync is finished let's see the results in QuickBooks."

  2. UNDEPOSITED FUNDS
    • "First, I would like to check the payments."
    • Open the Chart of Accounts and go to Undeposited Funds
    • There may be 2 Undeposited Funds accounts. If the sync created one, it will be "00001" but probably won't be the one that will be used. 
    • Confirm that the sync payments posted to the built-in account.
  3. "Once the sync finishes, the next thing to do is record deposits."
  4. "Deposits need to be recorded to move your payments from the Undeposited Funds account to a bank account."
    1. "In the menu bar select BANKING, then select MAKE DEPOSITS."
    2. "This is the selection window."
    3. "What shows here are the payments that have posted to the Undeposited Funds account but have not yet been deposited."
    4. "Please keep in mind that Refunds post directly to a bank account."
    5. "Once a payment has been deposited it won't show up again in the selection window."
    6. "Once all payments have been deposited, your Undeposited Funds account should have a $0 balance."
  5. "Before we make deposits, please keep the following things in mind."
    1. "The goal in QuickBooks is to be sure that all payments have been deposited."
    2. "And the goal when recording deposits is to have the deposit match what will appear on a bank statement. That will make it easier to perform a monthly bank reconciliation."

    3. "Any questions?"
  6. Go through at least one deposit with the customer then let them finish.
    At this point, the selection window should still be open.
    1. "Are you familiar with making deposits or would you like help to get started?"
    2. "Let's do the first one together."
    3. "You will need to determine which payments to select to match what is deposited."
    4. "When the correct payments have been selected, click OK."
    5. "That brings the payments to the Deposit window."
    6. "Before recording a deposit, you need to select the appropriate Bank account and give the deposit an appropriate date."

    7. ONLY IF THEIR CREDIT CARD MERCHANT TAKES OUT THE FEE FROM EACH DEPOSIT
      1. "Since your merchant takes out their fee on each deposit, you should record the fee with the deposit so that the deposit matches your bank statement."
      2. "To do that, you will enter the fee in the deposit window on it's own line."
      3. "You will select the appropriate expense account, then enter the fee as a negative value."

    8. "Once everything is set correctly, choose the appropriate button."
      1. "SAVE & CLOSE will record the deposit and close the window."
      2. "SAVE & NEW will record the deposit and bring up the selection window for the next deposit."
    9. "Do you have any questions?"

H. BANK FEEDS

  • This is a function in QuickBooks so we shouldn't spend a lot of time of teaching someone. We can recommend that they contact QuickBooks support or their CPA. Or they can schedule a meeting with the accounting specialist.