Quickbooks™ Integration Module

Integrating QuickBooks™ with Gnosis Pro

The Gnosis Pro QuickBooks™ Integration package is an add-on module to Gnosis Pro and is purchased separately.

Once an organization makes this purchase, the  button will be activated on the “Transaction Batch Management Center” page.

Contents

• Installing the Gnosis Pro - QuickBooks™ Integration package
• Setting up Gnosis to Quickbooks Account & Transaction Mapping
• Using the Gnosis - QuickBooks™ Integration – Posting to QuickBooks™

1. Installing the Gnosis Pro -  QuickBooks™ Integration package

1. NOTE: You must have administrator access to Quickbooks to initially set up authorization for Gnosis to access the Quickbooks™ file. If you do not have administrator access, you will not be able to set up the connection between the two systems.
2. Ensure that QuickBooks™ and Gnosis Pro reside on the same computer.
3. Install QuickBooks™ Integration support (qbfc.exe) ( download from the Connect4 website using this link, or, copy/paste http://www.connect4.net/dl/qbfc.exe into your browser) NOTE: If your browser will not allow you to download an executable file, you will need to use this link ( http://www.connect4.net/dl/qbfc.zip ) and extract the executable from the zip file.

2. Setting up QuickBooks™ and Gnosis Pro Integration

1. Open both QuickBooks™ and Gnosis Pro (login to Quickbooks as Administrator).
    
2. In Gnosis, navigate to the Transaction Batch Management Center
   1. Click on the “Process” navigator in the top left area of the Gnosis Window. 
   2. Click on “Transaction Batch Management” in the main window, displaying the “Process Navigator”. The Transaction Batch Management Center will display. 
       
3. Ensure the Post to QuickBooks™ button has been enabled.
   1. If the Post to QuickBooks button is not enabled, contact Connect4 Support to have the button enabled (note: Purchase of Quickbooks Interface required).
       
4. Click the down arrow split area on the button and choose “Manage Gnosis to QuickBooks™ Mappings”
    
5. You will be prompted to ensure QuickBooks is running. This is necessary to allow Gnosis to automatically identify the Quickbooks Company File to be posted to.  If you do not want to run Quickbooks every time you post from Gnosis (or if you will be posting to multiple Quickbooks Company Files), you may ignore this message and set up your Quickbooks Company File information on the "Book Setup" tab of the next screen, however, if you do wish to open Quickbooks before posting, you should open it now. Click “OK” when are ready to proceed.
6. The "Quickbooks Posting Options" dialog window will be shown by Gnosis.  If you have multiple Quickbooks books that you need to post to, or if you don't want to open your Quickbooks file whenever you post from Gnosis, you must choose the "Book Setup" tab and set up the Quickbooks Company File(s) information.

 For your first book (already inserted and called "default"), you may rename the book and specify options by clicking on the Wrench Icon to the right of the book entry.  For new books, click on "Add Book".  Both actions will take you to the Add/Edit Book Dialog box.  For each book you wish to post to, choose the file names and name each book.  If you have only one file, you may choose to require that your QuickBooks company file is open prior to posting from Gnosis (Choose the "only if book is open" option), or, if you do not wish to open QuickBooks first, you need to specify the "Use Transparently" option and enter the location of your QuickBooks file in the book file field. 
 

7. On the Book Setup Tab, click on the Blue "Up Arrow" to the right of the Quickbooks book name and location that you are connecting to.  This is the "Refresh Quickbooks Account List” button – QuickBooks™ will then prompt you to approve Gnosis integration.  

1. Follow the multiple prompts that appear in QuickBooks™.
2. If you want to open Quickbooks before allowing Gnosis to post to it (ensures that the user has QB posting rights), you should choose the option “Allow Integration when QuickBooks File is Open”.
3. If you do not want to open Quickbooks prior to each Gnosis posting, choose the "Yes, always allow access..." option.  You will then also need to approve connecting Gnosis to Quickbooks in the warning dialogs that follow.

8. Once all of the Quickbooks prompts are answered, you will return to the Gnosis book setup tab.  To obtain a list of Quickbooks accounts and posting options, click on the "Upward Pointing Arrow" icon at the right-hand end of the book definition. Gnosis will then obtain a list of accounts and other information from your QuickBooks Company File. Once you have the Quickbooks information loaded, you may proceed to the next section to setup Gnosis to Quickbooks Mappings on the other two tabs.
 

3. Setting up QuickBooks™ and Gnosis Pro Integration 
 

1. Entering Mapping Setup
   1. If you are not already in the  “Manage Gnosis to QuickBooks™  Mappings” area, you may do so by entering the Transaction Batch Management screen and clicking the down arrow split area on the  button and then choose “Manage Gnosis to QuickBooks™  Mappings” option.
   2. If your Quickbooks chart of accounts has changed since your last mapping, or if this is your first time mapping accounts, you will want to download your new version of the chart of accounts mapping into Gnosis.  To do this, switch to the "Book" tab and click on the "up pointing blue arrow" next to the book for which you wish to obtain a new Chart of Accounts.  Gnosis will download your chart of accounts from Quickbooks to facilitate the mapping process.
       
2. Account Mappings
   
   
   1. Under Account Mappings, all Gnosis income accounts must be mapped to the appropriate QuickBooks™ Income Account.
      1. If you have multiple Quickbooks Books configured and enabled in the "Book Setup" tab, for each Gnosis account you will need to choose the "Book Name" to be used to receive the posting from that Gnosis account.
   2. Next, you will choose the appropriate QuickBooks™ income account in the drop-down box for each Gnosis account.
   3. If there is a Gnosis account that should not be posted to QuickBooks™, uncheck the Post checkbox.
   4. If you also have “Class Mapping” enabled (Gnosis Support can enable this for you), you may also choose a Quickbooks™ class to be associated with all transactions posted from the selected Gnosis account to the selected Quickbooks Account.
       
3. Transaction Type Mapping
   
   
   1. You must map transaction types for each Quickbooks Company Book that you have configured and enabled.  Choose the book Name to map all the transaction types in that book.
       
   2. For each transaction type listed, choose the following:
      1. Post: Determines whether the transaction type is (a) not posted, (b) posted as a journal entry, (c) posted as a deposit.
      2. QuickBooks Account: assign the QB asset account to which the transaction will be posted – generally a bank account.
      3. Pay Method: choose the QB payment method that is the equivalent to the Gnosis payment method listed in the Transaction Type. This is only available for deposit mappings.
          
4. Click the “Save Mappings” button upon completion.
   NOTE: If the QuickBooks™ posting accounts change at a later date and you wish to update your mapping,  go into "Manage Gnosis to Quickbooks Mappings" again, switch to the "Book Setup" tab and then click on the “upward pointing blue arrow” at the end of each book you wish to refresh in order to get an up-to-date list of Quickbooks accounts imported into Gnosis for that book. Then, alter the mapping as needed on the other two tabs and press “Save Mappings” to save your changes.
   
   

Click “Close” to complete the process. 

4. Posting to QuickBooks™

1. Only closed batches may be posted to QuickBooks™.  
    
2. Follow these steps to Post: 
    
   1.  In the Transaction Batch Management Center, select the closed batch to post.
       
   2. Click  
       
   3. Review  the Quickbooks Posting Preview screen
      
      
      1. Any line item that will not post is highlighted in red in the area marked with the (2) above and the corresponding amount is shown in the Not Posting column. If this is not the desired state, click "View Mappings" to review and update mappings as appropriate.
   4. To post to Quickbooks:
      1. If necessary, change the posting date – date defaults to current date
      2. Choose the Book that you want to post in the Book Column (1) above.
      3. Print if desired
      4. To complete the process, click . Gnosis will create either journal entries, deposits, or both, depending upon the selected mappings and the transactions that were present in the batch.
   5. Posted deposits and Journal entries will contain the notation “Gnosis Batch XXXX” in the note or reference area to identify the originating batch number in Gnosis.
   6. Batches may only be posted once, however, you may review the posting information for any batch, Open, Closed or Posted by selecting the “Post to Quickbooks” option for that batch.  Only closed, non-posted batches will actually allow you to post.
   7. The only exception to the above restrictions is for persons designated with "Administrative" rights for "Financial systems Access" in the user access control area of Gnosis.  These users may re-open a batch and may re-post a batch already posted to Quickbooks.  Before doing so, one should ensure that the previously posted batch of transactions is deleted from QuickBooks.  This is made easy as Gnosis places the batch number in the memo field of all transactions posted.

See also,

Restoring Access to QuickBooks Posting

Updating QuickBooks Postings