Full synchronization

Initial configuration

  • Login to blubilling using your blubilling account and navigate to [Billing Cycles >> Accounting  Integration] in the main menu. 

  • Now click on the "Integration Settings" button.


Fig 1. Navigating to the Accounting Integration Settings

  • On this "Edit Integration Settings" screen (see Fig. 2), set the following field values:

    1. Set Integration Mode as “Full Synchronization”
    2. ERP/Account Integration - select “QuickBooks Online” from the list
    3. The Master Customer Name and ID are only used for "Summarized Journal Entry" mode and may be ignored.
    4. Now click on the "Connect to QuickBooks" button with the logo on it. You will then be redirected to your Intuit/QuickBooks login page and prompted to authorize the BluSynergy application.


Fig 2. Edit Integration Settings


  • Now authorize the BluSynergy app to connect to your QuickBooks account
                           


Fig 3. Authorize QuickBooks to connect with BluSynergy 

There may be additional steps such as clicking on a "Connect" button depending on your edition and version of the Intuit products. See Fig 4. below





Fig 4. Authorize QuickBooks to connect with BluSynergy - step 2



Once this step is complete, you will be redirected to Integration Configuration page with appropriate status message as shown below

Fig 5. Success message after authorizing QuickBooks to connect with BluSynergy


Importing and Export Data

  • Click on [Billing Cycles > Accounting / ERP Integration] in the main menu
Fig 6. Navigating to the Accounting Integration Settings

Step 1 - Import Customers

  • Click on Import Customers

  • Enter the Start Date and End Dates (Dates when these customers were created in QuickBooks). We suggest using 1/1/2000 for the start date and today's date for the End Date in order to import all active customers.

  • click on Start Import

  • Status of the operation will be displayed under “Previous History” in “Accounting / ERP Integration” page [Refer picture at the bottom]

Step 2 - Import Invoices

  • A plan should be created with plan code QuickBook_INVOICE_IMPORT

  • Add an line item charge to the plan created above

  • Note: Import Invoices will work only if the above mentioned plan is present

  • Follow remaining steps as mentioned in Import Customers



Step 3 - Import Payments

  •   Same steps should be followed as mentioned in Import Customers

Step 4 - Import Items

  • Click onItems

  • Click on Import Items from ERP

  • Select Start Date and End Date (Date when Items were created in QuickBooks)

  • Status of the operation will be displayed under “Previous History” in “Accounting / ERP Integration” page [Refer picture at the bottom]

  • This also imports taxes from QuickBooks

  • Taxes Imported should be mapped before exporting Invoices


Step 5 - Mapping Taxes

  • There are two types of taxes: Individual Tax, Group Tax

  • Tax Rate name in QuickBooks

  •  should match with Price Code of all corresponding plan in blubilling

  • Mapping Individual Tax:

    • Example:

    • [Refer picture] Tax Rate Name in QuickBooks – California

    • [Refer picture at the bottom] Price Code in blubilling should be of form Tax Rate Name – California



  • Mapping Group Tax:

    • Example:

    • [Refer picture] Tax Rate Name in QuickBooks – component name - AZ State Tax, Tax Name: Tucson


    • [Refer picture at the bottom] Price Code in blubilling should be of form Group Name: Tax Rate Name – Tucson:AZ State Tax

Export Customers / Export Invoices / Export Payments

  • NOTE: Taxes Imported should be mapped before exporting Invoices

  • Go to “Accounting / ERP Integration” page

  • Select Start Date and End Date under “Select a date range to Export”

  • Check options from (Export Customers, Export Invoices, Export Payments/Credits) which need to be exported

  • Status of the operation will be displayed under “Previous History” in “Accounting / ERP Integration” page [Refer picture at the bottom]

NOTE: All Imports and Exports happen in queue (Asynchronous mode). The status of the queue will be updated and displayed under “Previous History” in “Accounting / ERP Integration” page


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