Quickbooks Desktop Integration

Created by Alex Savchuk, Modified on Fri, 15 Mar 2024 at 06:55 PM by Alex Savchuk

Introduction
Compatibility
Connecting to QuickBooks Desktop
- Download Connector Application/Web Connector
- Connect Your innRoad Account
Mapping
- Map a Property to a QuickBooks Company
- Map innCenter Ledger Accounts to QuickBooks Accounts
Journal Entries
FAQs

Introduction

innRoad is pleased to announce an integration with QuickBooks Desktop.

The QuickBooks integration, allows you to post day-wise journal entries to QuickBooks.

Once you review the generated Journal entry in innRoad, a click of a button sends the information to QuickBooks.

This entry is the Net value of the day's recorded transactions for each innRoad ledger account. So if you have 3 reservations with “room charge” of $100 each, then 1 entry is made in QuickBooks for $300.

To post Journal Entries, we will connect your innRoad property to your QuickBooks account.

Here is a short demo video on what to expect: https://vimeo.com/568960912/dea777ce3f

Provided in the document, are details on how you can:

Connect your innRoad Property to a QuickBooks Company.
Map your innCenter Ledger Accounts to your QuickBooks Accounts.
Post Journal Entries directly from innCenter.
View previously posted Journal Entries.

For more information on this, contact our support team at 855.INN.ROAD or support@innroad.com

Compatibility

innRoad uses the intuit SDK to interact with QuickBooks Desktop installed on a Windows PC only.

This integration is supported for:

QuickBooks Desktop 2002 and later
QuickBooks 2018(R16 and above)
QuickBooks 2019(R14 and above)
QuickBooks 2020(R10 and above)
QuickBooks 2021(R4 and above)
QuickBooks Desktop Enterprise Solutions

Connecting to QuickBooks Desktop

Download Connector Application/Web Connector

Navigate to QuickBooks from the Reports Menu and click on QuickBooks Desktop.

For Reports V1:

For Reports V2:

Only users that have any one of the below entitlements can see this tab.

Click on “QuickBooks Desktop” and proceed to download the innRoad Connector Application.

The innRoad connector application is called “innRoad Sync for QuickBooks” and needs to be downloaded on the same computer where QuickBooks Desktop is installed.

This Connector Application is needed so that innRoad (a web-based application), can communicate with QuickBooks Desktop that is locally installed on the computer.

Once the download is complete, a Setup Wizard guides you through the below process to complete the installation:

Step 1: Click “Next” to start the Setup Wizard.

Step 2: Read the License Agreement and Click on “Next” after agreeing to its terms.

Step 3: Click “Next” to install the file to the default folder or change the destination folder and proceed.

Step 4: Click “Install” to begin the installation.

Step 5: Click “Finish” to exit the Setup Wizard.

Once the installation is complete, an icon appears on the desktop for the innRoad Connector Application.

Connect Your innRoad Account

Mentioned below are the steps to connect your innRoad account to the connector application.

Step 1: Click on the desktop icon, to launch the innRoad Connector Application.

Note: If your computer does not have .Net 6.0 then the system will prompt you to install it. Here select Windows x86 for desktop installation.

Step 2: After the installation is complete, open the "innRoad Sync for QuickBooks" application on the desktop again and login with your innRoad credentials.

Only users that have any one of the below permissions in Admin>Roles, can successfully login.

Mapping

Map a Property to a QuickBooks Company.

One of the most important steps in creating Journal Entries from innRoad is to map the QuickBooks Company with the innRoad Property.

To complete the property mapping, the innRoad Connector Application needs to be connected to the desired QuickBooks Company.

Below are the steps to connect a company:

Step 1: Log into QuickBooks and open the QuickBooks Company that needs to be connected.

Step 2: Click on “Connect to a New Company” in the innRoad Connector Application.

Step 3: Select option “Yes, always allow access even if QuickBooks is not running.”

Step 4: Then click on “Yes” in the Authorization pop-up.

Step 6: Click on “Continue” on the Application certificate pop-up.

Step 7: Click on “Done” on the Access confirmation to provide innRoad Access to that QuickBooks company.

Once the innRoad Connector Application is connected to the QuickBooks company, you can map the QuickBooks company to the desired property in innCenter.

Step 8: In innCenter, open the property > Night Audit > QuickBooks > Select the QuickBooks Company from the drop down and click on “Save Mapping” to complete the property mapping.

Map innCenter Ledger Accounts to QuickBooks Accounts

The Ledger Accounts in innCenter need to be mapped to the respective account in QuickBooks so that the entry for that account gets posted to the corresponding Account in QuickBooks.

innCenter displays all the active Ledger Accounts for a property that can be mapped to the QuickBooks Accounts and QuickBooks Classes (if used in QuickBooks).

To make the mapping easier, we pull the chart of accounts available for the quickBooks Company and display them in the field for QuickBooks Account names.

We recommend you to speak to your accountant to check which accounts in innCenter correspond to the QuickBooks accounts.

Mentioned below are tips on how these accounts could be mapped:

Guest Advance Deposits - These are deposits received from guests ahead of the services being rendered. This is a liability account and needs to mapped to a liability account in QuickBooks for guest advance payments. The account in QuickBooks needs to be a Other Current liability account only.
Account Advance Deposits - This account in innCenter needs to be mapped to the liability account that you have set up in QuickBooks that needs to reflect the advance deposits that are collected on Accounts. The account in QuickBooks needs to be a Other Current liability account only.
Guest ledger - This is an Account Receivable account(money guests owe the property) but do not map this to an A/R account in QuickBooks as the journal entry will not pass to QuickBooks due to limitations from QuickBooks. Instead map this to Other Current Assets as an alternative.
City Ledger - This is an Account Receivable account(money accounts owe the property) but do not map this to an A/R account in QuickBooks as the journal entry will not pass to QuickBooks due to limitations from QuickBooks. Instead map this to Other Current Assets as an alternative.
Room Charge- These are revenue ledger accounts and generally get mapped to revenue accounts on QuickBooks.
Incidentals/Fee- These are revenue ledger accounts and are generally mapped to revenue accounts on QuickBooks.
Tax - These are the taxes that are collected from the guests that are later on remitted to the government. The general practice for properties is to create a corresponding tax account on QuickBooks for each tax type.
Payment method - Most properties map the payments from MC, Amex, Visa and other card payments to "Undeposited Funds" on QuickBooks. These are card payments made by the guest that are recorded in the innRoad system.
- Cash - Most commonly properties map this innRoad account to the QuickBooks "cash drawer/Petty cash" account

To map the Ledger Accounts:

Step 1: Start typing the QuickBooks Account name and select the desired account from a list of suggestions.

Step 2: Click “Save Changes” to save the mapping.

If any Ledger accounts that are in use are not mapped, then the below warning is displayed.

Click on “Proceed”, to continue the save without mapping those Accounts.
Click on “Cancel”, to map the accounts that have recent activity.

Journal Entries

A Journal Entry can be posted directly to QuickBooks from innCenter for a desired date.

The Journal Entry created, is the net value for all room classes as 1 entry to the mapped accounts in innCenter for that date.

Note: The integration does not support room class specific mapping of accounts.

New Journal Entry

Below are the steps to create a new Journal Entry:

Step 1: Navigate to the Journal Entry Tab and click on the “New Journal Entry” button.

Step 2: Select the date that the Journal Entry needs to be created and click on “Preview Journal Entry”.

The preview displays the below information for the selected date:

The Journal Entry #: The Journal Entry# gets generated as “IR” + “the selected date”. For example, the Journal Entry # for June 17, 2021, shows as “IR061721”.
Amount: The amount in the header displays only if the Debit and Credit column have the same total.
QuickBooks Account Name: These are the corresponding QuickBooks accounts that are mapped to the ledger account with a non-zero balance.
Memo: The name of the Ledger Account of the property.
Class: Displays the QuickBooks class (if set) that is mapped to that ledger account.
Debit/Credit: The Debit or Credit value for the respective ledger account.

Posting a Journal Entry to QuickBooks.

The button “Post to QuickBooks” is enabled only if the Debit and Credit totals are the same.

Clicking on this button creates the Journal Entry in QuickBooks via the innRoad Connector application.

This could take only a few seconds provided the innRoad Connector application is logged in and running.

Once a Journal Entry is successfully posted, the status of the Journal Entry displays as “Success” in innCenter.

QuickBooks also displays the Journal Entry.

View Previously posted Journal Entries.

The Journal Entry tab displays the previously posted Journal Entries with the below information.

Journal Entry #: The Journal Entry # generated by innCenter.
Journal Date: The date effective of the Journal Entry
Posted Date: The date and time that the Journal Entry was posted.
User: The first and last name of the user that posted the Journal Entry.
Amount: The amount of the Debit/Credit column.
Status: In progress/ Success/Failed

To open a Journal Entry and view more information, click on the Journal Entry # that is hyperlinked.

FAQs

How can I change the QuickBooks Company that is mapped to my property?

Answer: If the property is mapped to an incorrect QuickBooks Company, then make sure that the innRoad connector application is connected to the property and then click on the pencil icon to change the mapping.

Can the innRoad Connector Application connect to more than 1 QuickBooks Company?

Answer: Yes, the connector application can connect to more than 1 QuickBooks company.

What would the value of the credit card journal entries look like?

Answer: The Journal Entry posted for credit cards to QuickBooks would be inclusive of the processing fee for the desired date. This means that the amount that is posted is what is collected from the guest and not what is credited to your bank account.

Does QuickBooks need to be open to post Journal entries from innCenter to it?

Answer: QuickBooks does not need to be open to post Journal Entries from innCenter. If QuickBooks is open then, Only the company file you want to post journal entries should be open.

Can I post entries to Account Receivable/Payable QuickBooks Accounts?

Answer: QuickBooks expects the customer details for all Account Receivable and payable accounts. You can map A/R and A/P in inncenter but QuickBooks would not accept the journal entry. The Journal Entry will fail for this case, and you would see the reason for failure as "A/R detail line must have customer" . In this case speak to your accountant and find out if you could instead use any other type of account in QuickBooks for this corresponding entry.

In the past some properties have used the account type Other asset/liabilities for setting up these accounts in QuickBooks.

The Journal Entry I posted is still in “In Progress” status. What should I do?

Answer: When a Journal Entry is in “In Progress” for more than a few seconds then try refreshing the page that displays the previously posted Journal Entries.

If the status stays unchanged then check for the below:

The innRoad Connector application is still installed.
The innRoad Connector application is logged in.
Log out and log in the installed connector application.

The Journal Entry I posted shows as “Failed”. What should I do?

Answer: The Journal Entry that “Failed” can be posted again to QuickBooks. Open the Journal Entry and click on “Post Again to QuickBooks”

Note that the Journal Entry # gets appended with a version for every subsequent Journal Entry for the same date and property combination. For example if the previous entry for 17^th June 21 was IR061721 then the next Journal Entry would be IR061721-1.

Can multiple users post Journal Entries from innCenter to QuickBooks at the same time?

Answer: The Journal entry fails if multiple users have the QuickBooks software open. For Journal entries to get posted the below is important:

QuickBooks is closed or
QuickBooks is open only with the Company file that the Journal entry needs to be posted to.
The same Company file is not open by multiple users. To prevent multiple users from using the same company file Switch to single use mode in the QuickBooks application.

How can I override a Journal Entry in QuickBooks with latest values?

Answer: There could be instances where a Journal Entry was posted and then data was updated in the folios. Creating a new Journal Entry for the same date, overrides the previously posted Journal Entry with the latest information.

In this case follow the below steps:

Step 1: Go to the Journal Entry tab and Click on the “New Journal Entry” button.

Step 2: Select the date and click on “Preview Journal Entry”.

Step 3: Click on “Post To QuickBooks”

The Journal Entry # gets created with a version to indicate that it was overridden. For example, a Journal Entry was already posted for June 17, 2021 with Journal Entry # as IR061721 then the second Journal Entry # would be IR061721-1.

The Debit and Credit column values do not match. How can I correct it?

Answer: The most common reason for the values not matching is because the account mapping is incorrect. In this case innRoad prompts you the problematic accounts.

Update the mapping for the indicated accounts and try posting the Journal Entry again.

There could also be instances where a ledger account that has transactions is made inactive that result in a discrepancy.

Which accounting method does the integration support?

Answer: innRoad currently supports the Accrual method of accounting. Accrual accounting is an accounting method where revenue or expenses are recorded when a transaction occurs versus when payment is received or made. The method follows the matching principle, which says that revenues and expenses should be recognized in the same period. Cash accounting is the other accounting method, which recognizes transactions only when payment is exchanged. Cash Accounting method is not supported at the moment.