Configuring QuickBooks Online Exporter Estimated Reading Time: 14 Minutes The QuickBooks Online Exporter plugin is a one-way sync from Ubersmith to QuickBooks Online, mapping Ubersmith data to its respective QuickBooks Online data by linking both of their IDs. For example, when exporting an invoice for the Ubersmith client ID 1001, it needs to be associated to the corresponding QuickBooks Online customer ID. Every five minutes, any new or updated data in Ubersmith is exported to QuickBooks Online. During the initial integration, data-related or mapping errors may occur that will require manual intervention. There are several types of manual exports and logging to help you troubleshoot and correct the data. These instructions contain the recommended order of steps, in order to test and troubleshoot any errors for the initial integration. It is assumed you already have an established QuickBooks Online company. Updates made in QuickBooks will not be transmitted to Ubersmith. The following data is exported: Clients Service plans Invoices Refunds Payments Credits Taxes In order to begin exporting your data from Ubersmith from Ubersmith to QuickBooks Online, you need to configure Ubersmith and QuickBooks Online. Once all the necessary pieces have been configured, any new or updated data can be exported. The configuration steps are as follows: Configure your QuickBooks Online account. The Automatically Apply Credits setting needs to be disabled. Enable the QuickBooks Online Exporter plugin. This activates the plugin in Ubersmith. Configure the QuickBooks Online Exporter plugin. This sets the baseline configurations for exporting data to QuickBooks Online. Connect the QuickBooks Online Exporter plugin to your QuickBooks Online account. This establishes the connection between Ubersmith and your QuickBooks Online company. Set up the QuickBook accounts. This connects Ubersmith’s exports to the specific QuickBooks Online services, payments and refunds accounts. Perform preliminary exports. This exports your clients, service plans, and tax information to populate the baseline to build your mapping foundation. You can repeat this export as many times as needed, until you get the expected results. Adjust mappings. This tells Ubersmith which IDs to use for exports when there is more than one option. This step should be performed whenever there are mapping errors at any point in the export. Perform a complete export. This exports all the data from Ubersmith to QuickBooks Online. You can repeat this export as many times as needed Automate the export. This automatically runs the export every five minutes, exporting any updated or new information. Perform a manual partial client export, if needed. This exports client-related data and is a tool to use to update the client’s you intent to. Troubleshoot errors with the Logs tab. This lists all the information you configured in the Login page. It’s listed as the last step, but the logs will help you identify the export issue so you can resolve them at any time. Configure Your QuickBooks Online Account QuickBooks Online has the Automatically Apply Credits setting enabled by default. Having this setting enabled causes duplicated payments since the plugin is not aware of any automatic payments made in QuickBooks Online. If the setting is enabled after you connection to QuickBooks Online, an error displays. When the setting is disabled, account credits made in Ubersmith are linked to the correct QuickBooks Online credit memo. Log into your QuickBooks Online account. Click the Gear icon. Select Account and Settings. Go to the Advanced tab, click the pencil icon in the Automation row. Uncheck Automatically apply credits. Click Save, then Done. Configuring the QuickBooks Online Exporter Plugin Access the Plugins page Click QuickBooks Online Exporters plugin. The QuickBooks Online Exporter page appears. In the Modules section, click add new instance. The Associated Components section appears. Click in the Brands field to display brand options and select the current brand you are logged into, to export that brand. In the Mode field, select Sandbox to connect to a test QuickBooks Online account, or select Production to connect to your actual QuickBooks Online account. Ensure Production is selected when you are ready to begin exporting. In the Plugin log level field, select the level of granularity for the logs to save. Errors are always saved, but you can choose to include more information. Select Error to save only errors received during the exports, select Warning to save errors and exporting warnings, select Info to save errors, warnings and general exporting information, select Debug to save errors, warnings, info and debugging data In the Max number of log files to keep field, select the quantity of logs to keep at one time. One log file is created per day, and older logs are deleted as more logs are added. In the Log requests and the responses to QuickBooks Online field, select Yes to log the requests and responses and select Debug in the Plugin log level field. Selecting Yes will create a lot of log data. In the Display name format when merging with existing customers field, enter the name format, enclosed in brackets, to use for Ubersmith to determine if a client already exists. In the Title format when merging with existing plans field, enter the service plan format, enclosed in brackets, to use for Ubersmith to determine if a service plan already exists. In the QBO customer display name export format field, enter the format , enclosed in brackets, to use for exporting customer display names in QuickBooks Online. Ensure ([clientid]) is appended to create unique names. For example, [first] [last] ([clientid]) could generate John Smith (1001). Click Save. Click Show Instances to display your configurations settings or Hide Instances to close your configurations settings. Click Go to Plugin Home to access the rest of the QuickBooks Online plugin configuration pages. Connecting to QuickBooks Online This section describes how to establish an initial and subsequent connections between your Ubersmith instance and your QuickBooks Online account. Click Connect. The QuickBooks Online login page appears. Enter your QuickBooks Online username and password, as well as any additional two-factor authentication questions, as necessary, and click Continue. The Select Company page appears. From the Search for company field, select your company. Click Next. The Connecting Ubersmith page appears. Click Connect. The QuickBooks Online Exporter page appears with the Accounts tab active. Setting up QuickBook Accounts The Accounts tab specifies where services, payments and refunds from Ubersmith are exported to QuickBooks Online. Your existing Bank and Other Current Asset accounts are pulled from QuickBooks Online so you can select the one you need. You can also choose to have Ubersmith create an account automatically, which will be named Other Current Asset. QuickBooks Online account names are unique. If you create a new account multiple times, Ubersmith checks to ensure the name is unique. If not, Ubersmith appends a number to the name, such as Undeposited Funds 1, Undeposited Funds 2, etc. The default payment and refund account in QuickBooks Online is the Undeposited Funds account. You can keep the QuickBooks Online Undeposited Funds account for both or you can create separate accounts. If you create a new payments account, you can still use the same refunds account by selecting the Use same account as payments option in the Refunds account field. Ensure the Accounts tab is active. In the Services account field, select either Automatically create new account to have Ubersmith create the Ubersmith service account to export your services to, or select another QuickBooks Online sales of product income type account. In the Payments account field, select either Automatically create new account to have Ubersmith create the Ubersmith payment account to export your payments to, or select another QuickBooks Online other current asset or bank type account. In the Refunds account field, select either Use same account as payments to use the same payments account, Automatically create new account to have Ubersmith create the Ubersmith refund account to export your refunds to, or select another QuickBooks Online other current asset or bank type account. Click Save. A success confirmation message appears. Click OK. Performing Preliminary Exports Begin integrating Ubersmith with QuickBooks Online by first exporting your clients, service plans, and tax information to begin build your mapping foundation. A table displays that lists the success and failures of the export. Any failures can be found in the Logs tab. Identify the errors, go back and update Ubersmith, then run another preliminary export. Repeat these steps as many times as needed, until the results are as expected. Once the preliminary export succeeds, all subsequent exports are easier to troubleshoot and correct. Ensure the Export tab is active. When Ubersmith is connected to QuickBooks Online and your accounts are correctly setup, the Export tab becomes enabled. In the Preliminary Export section, toggle Schedule a Preliminary Export on. A confirmation message appears. Click Proceed. A success message appears. Click Ok. Review the successes and failures, consulting the Logs tab to identify export issues. Adjusting Mappings Mapping Ubersmith data to QuickBook Online data happens during any export. When there are multiple likely choices to use during an export, a mapping error displays on the Export tab asking you to go to the Mapping tab to fix it. When Ubersmith can not determine the correct data to export, you need to select the correct on to use. The Mapping tab manages these data associations allowing you to change, add or delete any associations, where you have an error to fix or not. Changes are carried over to QuickBooks Online during the Mapping tabs export function, which automatically runs the last export performed. This section’s steps use Ubersmith as the starting map ID, but QuickBooks Online IDs can be used as well. Changing Maps Ensure the Mapping tab is active. In the table row for the data you want to update, click the Edit icon. That data’s mappin g page appears with a list of mapping errors. In the mapping errors section, click search in the error’s row. The mapped matches display in the QBO Matches section. From the correct map ID, click Select.The Edit Mapping page appears. Click Proceed. The mapped IDs from Ubersmith to QBO appears. Click Continue. The Mapping tab appears with a check in the Has Edits row. Click Schedule Export to apply changes. A confirmation message appears. Click Proceed. Adding New Maps Ensure the Mapping tab is active. In the table row for the data you want to update, click the Edit icon. That data’s mapping page appears with a list of mapping errors. In the Search section, select either Ubersmith or QBO to find the mapped data ID in that system, then enter the ID. Click off of the Entity ID field to begin the search. The data ID appears in the search results section. Click the plus action. The Add New Mapping page appears. Ensure both the Ubersmith and QBO IDs are entered and click Proceed. Click Continue. The Mapping tab appears with a check in the Has Edits row. Click Schedule Export to apply changes. A confirmation message appears. Click Proceed. Deleting Maps Ensure the Mapping tab is active. In the table row for the data you want to update, click the Edit icon. That data’s mapping page appears with a list of mapping errors. In the Search section, select either Ubersmith or QBO to find the mapped data ID in that system, then enter the ID. The data ID appears in the search results section. Click the delete action. A confirmation message appears. Click Continue. The Mapping tab appears with a check in the Has Edits row. Click Schedule Export to apply changes. A confirmation message appears. Click Proceed. Performing a Complete Export The Complete Export brings all the data from Ubersmith to QuickBooks Online. This export requires you to specify a date from which to start the export. This ensures you export data after you have troubleshot and reached the expected results achieved from prior exports or from a date beyond a Close the Books date was set in QuickBooks Online. A table displays that lists the success and failures of the export. Any failures can be found in the Logs tab. Identify the errors, go back and update Ubersmith, then run another complete export. Repeat these steps as many times as needed, until the results are as expected. Also ensure there are no mapping errors that need to be correct as a result of an export. Ensure the Export tab is active. When Ubersmith is connected to QuickBooks Online and your accounts are correctly setup, the Export tab becomes enabled. In the Complete Export section, select a date you want to start the export at and click Submit. Toggle Schedule a Complete Export starting from on and click Proceed. A success message appears. Click Ok. Review the successes and failures, consulting the Logs tab to identify export issues. Automating the Export The export sync runs every five minutes, updating any changed or new data made in Ubersmith to QuickBooks Online. Once you have fixed any mapping errors and have successful preliminary and complete exports, you environment can begin automatic exports. It does enable automatically after either a complete or partial client export runs. Each time an export sync completes, the count of successes and failures increases. You can clear the count to reset these numbers, by clicking the Reset results button. Ensure the Export tab is active. When Ubersmith is connected to QuickBooks Online and your accounts are correctly setup, the Export tab becomes enabled. Ensure the Export Sync status is enabled. A confirmation message appears. Click Proceed. A success message appears. Click Ok. Review the successes and failures, consulting the Logs tab to identify export issues. Performing a Partial Client Export The Partial Client Export exports all data related to clients only, which is client information, invoices, payments, refunds, and credits. No taxes or service plans are included in this export. If anything related to this data is incorrect or not exported, you will be able to export all the data again. You can enter as many client IDs as necessary or us the Auto Populate option to retrieve all clients linked to an error during the last manual export. This export requires you to specify a date from which to start the export. This ensures you export data after you have troubleshot and reached the expected results achieved from prior exports or from a date beyond a Close the Books date was set in QuickBooks Online. For example, when adding a new client to Ubersmith, you forget the last name. This client would fail to export to QuickBooks Online, since the last name is required, but missing. When the invoice for this client is exported, it also fails, because the client failed. To fix this, you need to first add the missing last name in Ubersmith and then run a partial client export. The client’s name is then updated as well as the missing invoice. Ensure the Export tab is active. When Ubersmith is connected to QuickBooks Online and your accounts are correctly setup, the Export tab becomes enabled. In the Partial Client Export section, select a date you want to start the export at and click Submit. In the Add a Client ID field, enter you ID. Click to add more or Auto Populate to add all client IDs that have errors from the last export. Toggle Schedule a Partial Client Export starting from on and click Proceed. A success message appears. Click Ok. Review the successes and failures, consulting the Logs tab to identify export issues. Troubleshooting Using the Logs Tab All activity for the QuickBooks Online Export plugin is recorded in the Logs tab. You can select multiple types of information to search for, show or hide. You can also download entire log files and copy JSON code relating to the exported data. Click an entry in the Filename row. A search dialog appears. In the Log Levels section, select one or more type of log information you want to see. In the limit number of log records field, adjust the number of lines you want to return in the search. In the Starting from time field, toggle it on, and set the time frame for the logs you want to see. Click edit to change the time. Click Search. The Search Results page appears. Click the down arrow in the JSON column to display the code. The JSON code displays. Select Raw to copy the raw code or Pretty Print to copy the alternate view of the JSON code, then click Copy Code.