General Ledger Accounts and QuickBooks Integration
When you use QuickBooks Online with DPS, you set up general ledger accounts in QuickBooks Online and map them to corresponding accounts in DPS.
Transactions Created with General Ledger Accounts that Are Not Mapped
If you create transactions that are shared between DPS and QuickBooks Online using general ledger accounts that are not mapped between DPS and QuickBooks Online, the transactions are not added to the other product when updating occurs between the two products. For more information, see Failed Transactions Due to Missing Account or Tax Code Mapping.
Initial Mapping of General Ledger Accounts
After you run the initialization process during the initial QuickBooks integration setup, general ledger accounts from QuickBooks Online are automatically mapped (linked) to general ledger accounts in DPS if a match is found based on account name. You see the mapping in DPS on the Accounts Mapping tab in . Also, accounts from QuickBooks Online are added to DPS during the initialization process if the accounts are not already entered in DPS (based on account name). The accounts are added to the chart of accounts in DPS in , and in the accounts grid on the Accounts Mapping tab in the QuickBooks integration utility. On the Accounts Mapping tab, you manually map any accounts that did not get automatically mapped.
For instructions on mapping general ledger accounts, see Map General Ledger Accounts Between DPS and QuickBooks Online for the First Time.
Mapping the Employee Expense Report Accounts
When you set up a liability account to use for employee expense reports, you must map the liability account in DPS to a specific QuickBooks Online account whose type is Accounts Payable (A/P). If you fail to do this, expense reports entered in DPS will not be added to QuickBooks Online.
Subcontractor Accrual Account 213.00
A subcontractor accrual account 213.00 comes standard with DPS. It is used for offsetting transactions for consultant accruals in DPS. You must not map this account to a valid accounts payable account in QuickBooks Online. If you do, consultant accruals will not be processed correctly between DPS and QuickBooks Online.
You can link the subcontractor accrual account 213.00 to a miscellaneous account in QuickBooks Online.
Mapping Accounts for Taxes Used for Billing Invoices and AP Vouchers
If you include taxes on billing invoices, accounts payable vouchers, or both, QuickBooks Online tax rates get mapped to DPS tax codes. DPS associates tax codes with general ledger accounts for tracking purposes, but QuickBooks Online does not. Therefore, you do not need to map the general ledger tax accounts in DPS with any tax accounts in QuickBooks Online.
Adding New General Ledger Accounts
After the initial setup of general ledger accounts, when you need to add a new account, you add the account in QuickBooks Online in . The new account is added to DPS the next time the automatic or manual updating occurs between QuickBooks Online and DPS.
The account from QuickBooks Online is added to DPS in and to the accounts grid on the Accounts Mapping tab in . In the grid, you must map the QuickBooks Online account to the DPS account by selecting the corresponding QuickBooks Online account in the QuickBooks Online Reference field.
For instructions, see Map New General Ledger Accounts Between DPS and QuickBooks.
Making Changes to General Ledger Accounts
In DPS, you cannot edit any of the general ledger fields that are shared with QuickBooks Online. The fields are read-only in DPS. Make any changes in QuickBooks Online. The changes are updated in DPS the next time the automatic or manual updating occurs between QuickBooks Online and DPS.
The following are the general ledger account fields that are shared in DPS and QuickBooks Online.
- Number
- Name
- Type
- Status