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Help Topic: QuickBooks Desktop


This lesson explains how to link your QuickBooks Desktop account to TrackerRMS using Web Connector.

 

To link your QuickBooks Desktop account to TrackerRMS, please follow these simple instructions:

  1. Click My Settings at the top right of TrackerRMS to open your settings page
  2. Click the PlugIns link on the right hand menu to scroll down to the PlugIns section
  3. Find the QuickBooks Desktop PlugIn and switch it on

             4.  Click Download to get the TrackerRMS web connector file (qwc)

             5.  Save the downloaded file

 

Add TrackerRMS application to QuickBooks web connector

Please follow these instructions:

  1. Make sure QuickBooks Desktop is open
  2. Open QuickBooks Web Connector
  3. Select File à Add an Application from the Web connector menu

  4. Select the downloaded qwc

  5. Accept the Authorize New Web Service


  6. Click the option box next to TrackerRMS to QuickBooks Connector
  7. Enter your TrackerRMS password for the user which downloaded the qwc file

 

Updating Account System settings

The web connector will create missing companies or invoice items based on the settings:

  1. Click Tools & Settings at the top right of TrackerRMS to open the setting page
  2. Click Financial and then Invoice Settings on the left menu
  3. Click the Accounts System to scroll down to the Accounts System Section
  4. Update your settings. If these options are left as “No” then invoices could be rejected if the company does not exist in quickbooks.

  5. Click Save

 

Releasing TrackerRMS Invoices to be picked up by the QuickBooks Web Connector

Please follow these instructions:

  1. From the Invoice List or Individual click Release to Account System from the Action menu

  2. Selecting Batch Status (Icon) from the Columns menu with display the status of the Account System

 

Instruct QuickBooks web connector to Pickup TrackerRMS Invoices

Please follow these instructions:

  1. Make sure QuickBooks Desktop is open
  2. Open QuickBooks Web Connector
  3. Select the TrackerRMS to Quickbooks option and click Update Selected
  4. Once completed the Application Progress should show 100% and Last result: OK


  5. Then a TrackerRMS ASP Invoice Batch report email will then be sent to the users email address

  6. The status of the Invoice will also show on the Invoice list.

 

Correct Rejected Invoices and Re-Release to Account System

If an invoice has been rejected because the company name does not exist in QuickBooks or the Invoice Item Name does not exist then you can either:

  1. Manually add these missing names/items in Quickbooks

Or

  1. Update the Account System Settings to auto-create missing companies and item names.

Then

  1. Release to Accounts System once again

Status will change from rejected to queued

  1. Rerun the Web connector to pick up the queued invoices.
  2. A New Batch Report email will be sent.

  3. If this is successful the status of the invoice will now appear as processed

  1. And the invoice will be visible in QuickBooks Desktop