You must map (link) general ledger accounts in
Vantagepoint with the same accounts entered in QuickBooks so that one set of accounts is used by both QuickBooks Online and
Vantagepoint for transaction processing.
Warning: If you create transactions using general ledger
accounts that are
not mapped between
Vantagepoint 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.
Prerequisites:
- Enable the QuickBooks integration and connect QuickBooks Online to
Vantagepoint.
- Run the initialization process using the
Initialize
Vantagepoint button on the Integration Setup tab of the QuickBooks integration utility.
This copies general ledger accounts and other records from QuickBooks Online to
Vantagepoint.
To map the general ledger accounts between
Vantagepoint and QuickBooks Online for the first time:
-
In the Navigation pane in
Vantagepoint, select
.
You can access this utility when you log in to
Vantagepoint using your setup credentials during the initial
Vantagepoint setup or when you log in to
Vantagepoint without your setup credentials after the initial setup.
-
On the QuickBooks form, click the Accounts Mapping tab.
-
Review the accounts in the accounts grid.
The
Account column in the grid displays the
account number of each general ledger
account that is entered in
Vantagepoint in
, which includes the following:
- The accounts that come standard with
Vantagepoint.
- Any accounts that you added in
Vantagepoint Chart of Accounts.
- The accounts from QuickBooks Online that were copied to
Vantagepoint during the initialization process if the accounts were not already entered in
Vantagepoint (based on account name).
-
Review the QuickBooks Online accounts in the
QuickBooks Online Reference field in the grid that are now mapped to the
Vantagepoint accounts to be sure that they are as you expect.
During the initialization process, a general ledger account in QuickBooks Online with the same name as an account in
Vantagepoint was automatically mapped to the
Vantagepoint account and displays in the
QuickBooks Online Reference field.
-
For any
Vantagepoint account in the grid that has no QuickBooks Online account mapped to it in the
QuickBooks Online Reference field, determine if you need to use the account with QuickBooks Online.
- If you do not need to use the
account with QuickBooks Online, you can delete the account from
Vantagepoint or leave it in
Vantagepoint without a QuickBooks Online account mapped to it.
To delete the account from
Vantagepoint, open the account in
, and select
Delete from the
Other Actions menu. This deletes the account from the
Vantagepoint chart of accounts and from the accounts grid on the Accounts Mapping tab in the QuickBooks integration utility.
- If you need to use the
Vantagepoint account with QuickBooks Online, complete the following to map it to a QuickBooks Online account:
Click anywhere in the row for the
Vantagepoint account, and click
in the
QuickBooks Online Reference field to select a QuickBooks Online account to map to the
Vantagepoint account.
If the QuickBooks Online account that you want to map does not display in the drop-down list, enter it in QuickBooks Online, and either click the
Process Changes Now button on the Integration Setup tab of the QuickBooks integration utility or wait until the automatic update occurs between the two products. This adds the
account from QuickBooks Online to the drop-down list in the
QuickBooks Online Reference field.
- When you set up a liability account to use for employee expense reports, you must map the liability account in
Vantagepoint to a specific QuickBooks Online account whose type is Accounts Payable (A/P). If you fail to do this, expense reports entered in
Vantagepoint will not be added to QuickBooks Online.
- A subcontractor accrual account 213.00 comes standard with
Vantagepoint. It is used for offsetting transactions for consultant accruals in
Vantagepoint. You must
not link this account to a valid accounts payable account in QuickBooks Online. If you do, consultant accruals will not be processed correctly between
Vantagepoint and QuickBooks Online. You can link the subcontractor accrual account 213.00 to a miscellaneous account in QuickBooks Online.
- If you include taxes on billing invoices, accounts payable vouchers, or both, QuickBooks Online tax rates get mapped to
Vantagepoint tax codes.
Vantagepoint 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
Vantagepoint with any tax accounts in QuickBooks Online.
-
Click
Save.