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QuickBooks Integration

Note: QuickBooks integration only works with the installed version of QuickBooks, it will not work with their cloud version.

Preparing QuickBooks #

First, you will need to be logged into QuickBooks and have it running, with your company information file open, and in Multi-user mode.
To switch to multi-user mode, select File -> Switch to Multi-user Mode from the menu. Connecting From Insight

Next, in Insight go to Setup > Setup Areas > Quickbooks Integration. Insight will remind you that you need to select a QuickBooks Company file. Click on the “Edit” button. Now click on the Ellipse (…) button and navigate to where your Company file is saved. In most cases this will be “C:\Users\Public\Documents\Intuit\QuickBooks 200?\Your_Company_File.QBW”. Click the “OK” button and Insight will then try to connect to QuickBooks.

Granting Permission to Insight #

If Insight is successful in connecting to QuickBooks, you will be prompted by QuickBooks to either accept or deny Insight’s request to connect. There are four different choices that you can pick from.

  1. No – this option will not allow Insight to connect to QuickBooks. Answering this way defeats the idea of QuickBooks Integration in Insight
  2. Yes, prompt each time – this option gives you the most control over if and when Insight can connect to QuickBooks. However, you will likely be prompted many times depending on what you are doing. This option requires you to be running QuickBooks when you do anything in Insight that requires QuickBooks Integration
  3. Yes, whenever this QuickBooks company file is open – this option gives you some control, but also lets Insight do what it needs to do without asking permission for each step it needs to do. This option requires that you have QuickBooks open and have this Company file open when you use the QuickBooks Integration areas of Insight.
  4. Yes, always; allow access even if QuickBooks is not running – this is the option that we most recommend. If you are concerned about certain areas or information being accessed, you can set up a login and give it permission to do only the things you are comfortable with it doing. However, if any of these areas are needed by Insight to post your Daily Sales information, QuickBooks Integration may not be able to work properly. You do not need to have QuickBooks running when you use the QuickBooks Integration areas of Insight. Depending on the option that you choose you may not have to do this section again.

QuickBooks Canadian Editions #

If you are using QuickBooks Canadian Edition, especially an earlier version than 2006, you may need to grant Insight access to log into QuickBooks when QuickBooks is not running. To do this:

1) Open the company file in Single User Mode.

2) Select Edit -> Preferences from the Menu

3) Choose “Integrated Applications” from the list on the left

4) Go to the Company Preference tab

5) Select Insight from the list and click on the Properties button.

6) Check mark the “Allow this application to login automatically” checkbox and select the account that it should use when logging in.

7) Click on the Save button and close the preferences

Choosing QuickBooks Accounts #

For the QuickBooks Integration to work properly Insight needs to be told what information belongs in which accounts. Most of these accounts that Insight is looking for will be familiar to you from the section on Setting Up Accounts in QuickBooks. To set up accounts, go to Setup > Setup Areas > QuickBooks Integration.

When you are in a field, a hint will be displayed on the right hand side to give you some information on which account to select. To select an account, simply click on the Ellipse (…) button on the field and a list of your QuickBooks accounts will come up. Select the account you want by either double clicking on it or searching for it and clicking on the “OK” button.

Special Considerations #

Cash Payouts #

An account is needed in which to record Cash Payouts by default. When actually posting your Daily Sales information, another account may be selected for each Cash Payout so that you can more accurately track where the money is going. However, since not everyone will want to track the information to this degree, Insight needs to know to which account Cash Payouts will go. This account should be a general “Expense” account from QuickBooks.

Posting to QuickBooks #

You are now ready to post your information to QuickBooks. To post to QuickBooks:

  1. Click on Utilities (may be under More), then Management, then Post To QuickBooks.
  2. Select the Sales Date for the information that you want to post and click “OK”.
  3. Review the figures that Insight will post. If the Total Credits and Total Debits are not equal, Insight will not be able to post to QuickBooks. If this is the case, there may be one or more Problem Invoices. After checking for Problem Invoices (Reports > Management Reports > Problem Invoices), if they are still not balanced, call Insight Technical Support at 1-800-805-4532 (ext 1) and a Service Representative will assist you.
  4. If you would like to change the account that your Cash Payouts are being posted to, click on the “Actions” button and choose “Allocate Cash Payouts”.
  5. Click on the “Post to QB” button to post these values to QuickBooks.
  6. If the Sales Date you selected has already been posted, you can either re-post the information or have Insight delete the posting from QuickBooks.
  7. Click on the “Close” button.

    Note: If you make changes to an Invoice or Cash Drawer from a Sales Date that has already been posted to QuickBooks, the posted figures do not automatically update and you will have to re-post the information to QuickBooks for it to balance to Insight.

Troubleshooting #

Insight can’t connect to company file, and randomly shuts down #

  1. Run as admin, switch QB to single user mode
  2. Edit > Preferences > Integrated Applications
  3. Delete the Insight allow permission
  4. Re-open QB in multi-user mode
  5. Run Insight as admin, Setup > Setup Areas > QB Integration
  6. Re-set the path, re-allow QB to connect
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