Performing Financial Functions > Using the QuickBooks Software Integration > Setting Up the Integration

Setting Up the Integration

To set up the QuickBooks integration:

1. Ensure that the QuickBooks software is open on the machine at which you are performing the configuration.

2. Click Maintenance/Set-up > QuickBooks Export Maintenance. The QuickBooks Export Configuration window is displayed.

3. In the QuickBooks Company File section, click the ellipsis button and browse to the location of the company file (.qbw or .qba extension) you want to use, and click Open. A QuickBooks window is displayed, asking if you want to allow another application to read and modify the company file. Select Yes, always; allow access even if QuickBooks is not running, and click OK.

4. In the second section, select Configure All Locations or Configure Locations Individually. If you select the Configure Locations Individually option, click the drop-down arrow and select the location from the list.

5. Select Enable QuickBooks Export for all locations or the specific location you selected.

6. In the Refund Export Settings section, click the drop-down arrows next to the fields to specify the following information:

• Bank Account:

  Select the account that is used in the Bank Account field of your QuickBooks Write Checks window.

• Expense Account:

  Select the expense account that is used in the Expenses section of your QuickBooks Write Checks window.

• Class:

  Select the class QuickBooks will use to classify the refund checks.

7. In the Deposit Export Settings section, click the drop-down arrow in the Deposit to Account field to select the account that is used in the Deposit to field of your QuickBooks Make Deposits window.

8. Select Cash from the category list, and click the drop-down arrows next to the fields in the Deposit Category Settings section to specify the following information:

9. Export Settings:

   Select whether to export aggregate cash items, aggregate cash and checks, or to exclude cash. This selection determines how the deposit record is generated in QuickBooks.

10. Deposit From Account:

    Select the account from which the money is being transferred. This is the account listed in the From Account column of your QuickBooks Make Deposits window.

11. Class:

    Optional, if classes are set up for this account.

Indicate the types of deposit transactions to be assigned to the Cash deposit category by selecting a transaction in the Available Deposit Transactions window and clicking the left arrow button to move the transaction to the Transactions Included in This Category section.

9. Select Checks from the category list, and click the drop-down arrows next to the fields in the Deposit Category Settings section to specify the following information:

• Export Settings:

  Select whether to itemize by patient, to use the aggregate amount, or to exclude checks. This selection determines how the deposit record is generated in QuickBooks.

• Deposit From Account:

  Select the account from which the money is being transferred. This is the account listed in the From Account column of your QuickBooks Make Deposits window.

• Class:

  Optional, if classes are set up for this account.

Indicate the types of deposit transactions to be associated with the Checks deposit category by selecting a transaction in the Available Deposit Transactions window and clicking the left arrow button to move the transaction to the Transactions Included in This Category section.

10. Select Credit Cards from the category list, and click the drop-down arrows next to the fields in the Deposit Category Settings section to specify the following information:

• Export Settings:

  Select whether to itemize by patient or by credit card type, to use the aggregate amount, or to exclude credit cards. This selection determines how the deposit record is generated in QuickBooks.

• Deposit From Account:

  Select the account from which the money is being transferred. This is the account listed in the From Account column of your QuickBooks Make Deposits window.

• Class:

  Optional, if classes are set up for this account.

Indicate the types of deposit transactions to be associated with the Credit Cards deposit category by selecting a transaction in the Available Deposit Transactions window and clicking the left arrow button to move the transaction to the Transactions Included in This Category section.

11. Select Electronic Deposits from the category list, and click the drop-down arrows next to the fields in the Deposit Category Settings section to specify the following information:

• Export Settings:

  Select whether to export the aggregate electronic deposit total or to exclude electronic deposits. This selection determines how the deposit record is generated in QuickBooks.

• Deposit From Account:

  Select the account from which the money is being transferred. This is the account listed in the From Account column of your QuickBooks Make Deposits window.

• Class:

  Optional, if classes are set up for this account.

Indicate the types of deposit transactions to be associated with the Electronic Deposits category by selecting a transaction in the Available Deposit Transactions window and clicking the left arrow button to move the transaction to the Transactions Included in This Category section.

12. Click Add New Category to add additional categories to the list, if desired.

13. Click Apply.

14. Click OK.

Related Topics

Setting Up the QuickBooks Software Integration

Setting Security Permissions