QuickBooks Desktop Link > Use it


QuickBooks Link - Use it

[AFTER THE QUICKBOOKS LINK IS INITIALIZED AT YOUR COMPUTER]

This topic covers:

        Periodically perform an exchange

        If the Amicus administrator changes their password

        If a new firm member or file type is added in Amicus

        If taxes are turned on for the first time in Amicus

        If a file or client is deleted in Amicus

        If a file is closed (or marked dormant or special) in Amicus

        If new active customers (on active jobs), or new active jobs are manually added in QuickBooks

        If the Link has stopped working properly and needs to be reset


Before running the QuickBooks Mapping Service or QuickBooks Exchange Service from the QuickBooks Web Connector, ensure that QuickBooks is running at the computer, with a QuickBooks billing supervisor logged in.

Periodically perform an exchange

Send over new Amicus clients and files, payment transactions, and optionally trust transactions.

1.     From the QuickBooks Web Connector at the computer, run the QuickBooks Exchange Service. (Select its checkbox and click Update Selected.)


2.     Consult the "Summary of the Latest Exchange" section, shown on the first page of the QuickBooks Link wizard.


3.     Consult the QuickBooks Posting Log, available from the first page of the QuickBooks Link wizard.

4.     For a report of billing transactions over both transaction and posting date ranges, optionally including transactions that haven't been posted to QuickBooks, consult the QuickBooks Transactions Report, available from the first page of the QuickBooks Link wizard.

If the Amicus Administrator changes their password

        In the QuickBooks Web Connector, enter that new password for the QuickBooks Mapping Service and QuickBooks Exchange Service.

If a new firm member or file type is added in Amicus

Perform the following steps if the new firm member will be the responsible lawyer on any non-closed billable files, or if the new file type will be assigned to any non-closed billable files.

1.     From the QuickBooks Link Wizard, click Step 4 and map all Amicus file types to QuickBooks job types, or map all Amicus firm members to Quickbooks sales reps.

If corresponding sales reps or job types in QuickBooks aren't already listed in the mapping screens, you must first manually add them in QuickBooks. Then from the QuickBooks Web Connector, run the QuickBooks Mapping Service.

2.     From the QuickBooks Web Connector, run the QuickBooks Exchange Service.

If taxes are turned on for the first time in Amicus

If taxes are turned on for the first time in Amicus

Perform the following steps if Tax 1 or Tax 2 is turned on for the first time in Amicus (on any of the non-closed billable files).

1.     From the QuickBooks Link Wizard, click Step 4 and on the third screen, map all Amicus accounts to QuickBooks General Ledger accounts.

If corresponding GL Tax Liability accounts in QuickBooks aren't already listed in the mapping screen, you must first manually add them in QuickBooks. Then from the QuickBooks Web Connector, run the QuickBooks Mapping Service.

2.     From the QuickBooks Web Connector, run the QuickBooks Exchange Service.

If a file or client is deleted in Amicus

Deletions of Files or Clients in Amicus are not propagated to QuickBooks by the Link. The following steps are not required but they may help prevent any subsequent confusion.

1.     Manually delete the corresponding job or customer in QuickBooks.

2.     If you like, run the QuickBooks Mapping Service from the QuickBooks Web Connector to remove the job or customer from the QuickBooks Link Wizard's mapping screens.

If a file is closed (or marked dormant or special) in Amicus

File status is not exchanged by the Link. The file will be unlinked from the corresponding job in QuickBooks during the next exchange. The following steps are not required but they may help prevent any subsequent confusion.

1.     Manually change the status of the corresponding job in QuickBooks to something other than active.

2.     If you like, run the QuickBooks Mapping Service from the QuickBooks Web Connector to remove the job from the QuickBooks Link Wizard's mapping screens.

If new active customers (on active jobs), or new active jobs are manually added in QuickBooks

This should not generally occur—after the QuickBooks Link is initialized, users should add clients and files only in Amicus and then exchange them to QuickBooks via the Link.

1.     Manually add the same customers and jobs in Amicus.

2.     From the QuickBooks Web Connector, run the QuickBooks Mapping Service.

3.     From the QuickBooks Link Wizard, click Step 5 and map the new QuickBooks customers/jobs to Amicus files/clients.

4.     From the QuickBooks Web Connector, run the QuickBooks Exchange Service.

If the Link has stopped working properly and needs to be reset

In the rare case that Amicus and QuickBooks databases have gotten out of sync and an Amicus Support technician has advised that the Link needs to be reset (reinitialized), perform the following steps.

1.     In the QuickBooks Link Wizard, click Step 3, go to the third screen, and click Reset Link. This removes the links between Amicus files and QuickBooks jobs, and the links between Amicus primary clients and QuickBooks customers. Some options and mappings are also removed.

2.     From the QuickBooks Web Connector, run the QuickBooks Mapping Service.

3.     From the QuickBooks Link Wizard, redo the options and mappings that were removed:

o        Click Step 3 and on the first screen, choose a posting start date for Amicus payment (and optionally trust) transactions to be exchanged to QuickBooks.

o        Click Step 4 and map all Amicus file types to QuickBooks job types, map all Amicus firm members to Quickbooks sales reps, and map all Amicus accounts to QuickBooks General Ledger accounts.

o        Click Step 5 and map Amicus contacts to QuickBooks customers, and map Amicus files to QuickBooks jobs.

4.     From the QuickBooks Web Connector, run the QuickBooks Exchange Service.

        QuickBooks Link - What is it?

        QuickBooks Link - Initialize it

        QuickBooks Link - What does it exchange?


Amicus Cloud (July 2023)

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