SETUP GUIDE. Follow step-by-step, and check off the tasks in order to connect LMN with QuickBooks Desktop. QB SYNC GUIDE

Transcription

1 Fllw step-by-step, and check ff the tasks in rder t cnnect LMN with QuickBks Desktp. QB SYNC GUIDE 1

2 Fllw step-by-step, and check ff the tasks in rder t cnnect LMN with QuickBks Desktp. STEP #1: INITIAL SETUP [ESTIMATES] The first step t syncing LMN with QB is t enter yur cst cdes in LMN. Yu d this by clicking estimate > cst cdes in yur LMN menu. Yur cst cdes match t yur incme service items in QB, s if yu are unsure n that setup please refer t ur sample chart f accunts in ur help center (search setup my QuickBks ) [TIP: ur help center is lcated in the Learn LMN tab in yur main LMN menu]. In yur item catalg, click taxes. Yu need t have taxes set up and assigned t estimates in rder fr them t imprt int QB. If yu d nt charge tax fr certain types f wrk, yu will need t create a tax exempt cde call it EXMT and set it t 0%. Nw that yu have yur taxes setup click setup defaults in the tp right crner s that yu dn t need t set frequent taxes every time yu create an estimate [TIP: cpy yur sales tax items in QB]. Next click QuickBks in yur LMN menu, then click setup. Yu will need t make sure these ptins are all set r else the sync t QuickBks will nt be pssible. The default status view, and the estimate status update are based n hw yu set up yur estimate statuses prcedures at yur cmpany (different at every cmpany). The default exprt frmat is related t hw yur estimates mve ver t QB. If yu want all f yur line items t mve ver, chse detailed. If yu nly want yur wrk area ttals t mve ver, then chse summary [mst ppular]. Yu can always change this ptin later in the sync tl n a per estimate basis. We suggest sending a test estimate ver in each frmat, and analysing the imprted frmat. Dwnlad the LMN QB Sync Desktp App in QuickBks > Setup. 2

3 Fllw step-by-step, and check ff the tasks in rder t cnnect LMN with QuickBks Desktp. STEP #2: INITIAL SETUP [LMN TIME] In LMN Time click settings (at the tp). Then click payrll cdes (n the left). Click +payrll cde in the bttm right hand crner. Set up yur payrll cdes in LMN Time t match yur QuickBks payrll items because yu will match these in the LMN QB Sync Tl fr payrll purpses. Next click payrll in yur settings menu and adjust these settings t match yur wn cmpany payrll setup (cnsult yur accuntant if needed). Then set yur default payrll cdes. These will autmatically be applied t yur LMN Time jbs unless yu manually verride them in a jb. Yu can als set default payrll cdes fr each jb type (just a deeper frm f rganizatin). These will verride yur default payrll cdes that yu set in yur general payrll setup. Yu can set these in jb types which is in yur side menu when yu are in settings [we recmmend setting each jb t an accurate jb type fr better rganizatin f yur jbs]. When yu set up yur jbs in LMN Time make sure that yu click payrll in the left side menu and duble check that the payrll cdes are set apprpriately [nte: if yu have already set up jbs at this pint and haven t imprted t QB yet, duble check thse t make sure they were set up crrect in the first place]. LMN Time autmatically uses the cst cdes frm the LMN Estimating side f things. Every task has an assciated cst cde. This will pull ver frm the estimate when yu imprt it as a jb int LMN Time, but if yu set the jb up manually yu will want t make sure the cst cde is crrect fr each task. In bth f these cases, always duble check the cst cde f each task r else yur emplyee time will nt imprt int QB [TIP: it s als the best place t start lking if yu get errrs n the LMN Time QB imprt]. 3

4 Fllw step-by-step, and check ff the tasks in rder t cnnect LMN with QuickBks Desktp. STEP #3: LMN QB SYNC DESKTOP APP [ESTIMATES] At the tp f the sync app yu will see LMN Estimating and LMN Time. Make sure that yu are n LMN Estimating fr this step. Click step 1 Cnnect t yur LMN accunt. Sign in. If yu get an errr chances are yu d nt have accunting security permissins in yur user setup. In that case ask smene at yur cmpany wh has the ability t edit user security settings t give yu that ability t sync with QB (accunting). Click step 2 Cnnect t yur QB cmpany file. Befre yu prceed make sure that yu have yur QB cmpany file pen and that yu are in an admin accunt. Als, make sure that it is in single-user mde. If yu see multi-user mde at the tp, click file and then click switch t single-user mde. Methd A: Click chse and find the cmpany file in yur cmputer directry. In mst cases, peple find this mre difficult than Methd B. Methd B: In yur pen QB cmpany file press F2 t pen yur QB cmpany file inf. Highlight the file lcatin then right click and cpy. In the LMN Sync App right click in the file lcatin bx and click paste [nte: yu will need t clse that F2 bx in QB with the cmpany file lcatin befre yu sync r it will thrw an errr]. If yu have yur QB cmpany file set up n a server, r in the clud, make sure that yu have administrative access t that file. If yu run int any issues cnnecting with yur file, yu may need t restart yur server as well as yur cmputer t make the cnnectin. When yu make that cnnectin it will pen a dialg bx in QB. It will say d yu want t allw this applicatin t read and mdify this cmpany file, click yes (up t yu which ne, but the easiest ne is the ne that says allw even when QB is nt running ). There is n need t click the bx that says allw this applicatin t access persnal data. Next yu will be prmpted with anther digital certificate cnfirmatin. Click yes t prceed. 4

5 Fllw step-by-step, and check ff the tasks in rder t cnnect LMN with QuickBks Desktp. Click step 3 We recmmend leaving the estimate imprt settings n mark the existing estimate as inactive. The tax setting depends n yur lcatin and tax setup, s ask yur accuntant if yu are unsure. This tax setting needs t match yur setting in QB. If yu have sales tax turned n in QB turn this n in the LMN QB Sync App if it is ff in QB, then leave it ff in the App. Click step 4 Drag yur taxes frm QB ver t the taxes that yu set up in LMN Estimating. Then click next. Drag yur incme service items frm QB ver t yur cst cdes in LMN. Yu are nt matching yur COGS items t yur cst cdes, s d nt drag thse ver [nte: If yu need help with this part refer back t the sample chart f accunts (back in STEP #1: INITIAL SETUP), r ask us]. STEP #4: LMN QB SYNC DESKTOP APP [TIME] At the tp f the sync app yu will see LMN Estimating and LMN Time. Make sure yu are n LMN Time fr this step. The prcess is the same fr the LMN Time cnnectin. Up t step 3. We recmmend leaving step 3 as detailed unless yu d nt have any jbs that are T&M tasks (tasks set t: track hurs and rates fr billing-by-the-hur). In that case yu may cnsider the ther tw ptins. In step 4 yu will als need t match yur staff, and yur payrll cdes. Yu set up yur payrll cdes in step #2 f this guide. If yu need clarificatin n setting up staff, please refer t the LMN Time Setup Guide befre prceeding further in this QB Setup Guide. This is a simple drag and drp similar t matching yur cst cdes in step #3 f this guide [nte: yu d nt need t match all emplyees in rder t prceed as yu may have emplyees in QB that yu d nt have in LMN Time. Just prceed past the warning that pps up]. 5

6 Fllw step-by-step, and check ff the tasks in rder t cnnect LMN with QuickBks Desktp. Yu will receive a cnfirmatin t allw dialg in QB when matching staff. Just click yes t allw the cnnectin r else yu will nt be able t prceed. Click step 5 Link yur jbs t QuickBks jbs. This is anther simple match like previus steps, althugh it may take yu the mst time. Keep in mind that nce yu match all f yur jbs yu wn t need t d it again. Then yu can just use the filter t shw yu yur unmatched jbs next time arund. STEP #5: IMPORT ESTIMATES In rder t imprt an estimate int QB yu need t mark the estimate fr QB exprt. There are tw methds t cmplete this task: Methd A: While in an estimate click custmer inf in the tabs at the tp. At the bttm yu will see many buttns but yu will click mark fr QB exprt. It will nw be in yur QB exprt queue. Methd B: In yur LMN menu click QuickBks then exprt. This is yur where yu can als search fr estimates t add t yur exprt queue. If yu click the exprt queue tab at the tp, yu will see all f estimates that are available t imprt int QB when using the QB Sync App. This is als where estimates g when yu click mark fr QB exprt while in an actual estimate. Nw that yu have an estimate queued fr exprt, head back t the LMN QB Sync App. Click imprt. This will bring up all f yur estimates that are in yur QB exprt queue. There are tw separate sectins in the imprt list. Standard estimates and service estimates. It is als very imprtant t scrll t the right befre yu imprt. This is where yu can match t custmer that is already in QB. If yu d nt match it will create a new prject in QB fr yu under a new custmer. Cngratulatins! Yu ve imprted yur estimate int QB and nw yu knw that all f yur csts are recvered and yu are building yur desired prfit int all f yur pricing. 6

7 Fllw step-by-step, and check ff the tasks in rder t cnnect LMN with QuickBks Desktp. STEP #6: IMPORT EMPLOYEE TIME In rder t imprt yur emplyee s timesheets int QB fr payrll and jb-csting, yu will need t ensure that yur timesheets fr that pay perid are all apprved. T d this, g int LMN Time and click timesheets. Then click apprve time. This is where yu want t be n a daily basis, apprving yur supervisr timesheets. In the QB sync app click imprt time. Yu are able t imprt timesheets frm the past 1 r 2 weeks, and als chse a start day fr that perid. If yu are planning n imprting the time f all emplyees leave it as is with all emplyees checked ff. In certain cases, yu may be imprting the time fr nly a select number f yur emplyees. In thse cases, click the select emplyees ptin at the tp, then either uncheck the emplyees that are nt included in the imprt, r click deselect all and then check ff the emplyees that are ging t be included in the imprt. Then click next. The QB Sync App will nw put all f the hurs int yur emplyee timesheets in QB fr yu. If an errr des ccur, it is typically an easy fix and due t nly a few different reasns. Yu shuld pen the lg and g back t thse specific timesheets t pin pint the issue: The time fr the task being imprted desn t have a task assciated with it. Assign a cst cde in yur task setup fr that specific jb. A payrll cde isn t set crrectly. Refer back t step #2 in this guide. TIP: if yu get errrs yu may need t re-match yur items in yur QB Sync App. Yu must have made a change in LMN Time r QB and need t re-establish that cnnectin. 7