Note: QuickBooks integration only works with the installed version of QuickBooks, it will not work with their cloud version.
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.
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.
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
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.
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.
You are now ready to post your information to QuickBooks. To post to QuickBooks:
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.
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