Configuring Griot Syncing with QuickBooks
Griot can only be configured to synchronize data with QuickBooks desktop editions on PC. Griot is compatible with QuickBooks 2011 onward. Synchronization is handled via the QuickBooks Web Connector which allows your QuickBooks instance to connect to Griot and transfer data back and forth.
You will need to be logged into Griot as a user with the Site Owner role. This provides you with an extra tab on the Global menu bar called "Configuration". On the Configuration page you will find a section for QuickBooks that allows you to set up the connection and configure some basic settings.
Setting Up the First Connection
To set up the first connection between QuickBooks and Griot we need to generate a QWC file that tells QuickBooks Web Connector how to reach your Griot instance. To do this, follow these steps:
- Select the “Configuration” tab on the Global menu bar.
- Select “QuickBooks” from the left-hand menu.
- Select “Enable QuickBooks Integration”.
- Supply a username and password for QuickBooks and Griot will authenticate. These credentials are used by QuickBooks when accessing your Griot instance. Set them to something different than you use to access Griot or QuickBooks as a user.
- Provide the full path to your local machine’s QuickBooks company file. This will be something like “C:\Quickbooks\MyCompany.qwb”. This setting allows the QuickBooks Web Connector to run and access your QuickBooks file without it being open on your desktop.
- Set up how often to run the connection. This is your preference and can be changed at any time.
- Select “Download QWC File” and transfer the QWC file to your QuickBooks machine.
After downloading the QWC file, log into QuickBooks Desktop to complete the first connection:
- Select “File” > “Update Web Services” > “Web Connector”
- Select “Add an Application” > select the qwc file
- Select Griot's check box, and then enter the password selected in the Griot Configuration.
- Select “Auto Run” to run connection automatically. To run connections manually select “Update Selected”
Testing the First Sync
After initiating and completing the first sync, the next step is to check whether the sync was successful. In Griot, under the Financials menu, you will find a QuickBooks submenu, which provides options to configure and monitor the QuickBooks synchronization setup.
The first step in checking the initial sync is to check that your QuickBooks chart of accounts has been populated in Griot. The imported chart of accounts should match your QuickBooks setup exactly if the sync was successful.
Griot maintains a history of any sync errors. This can be accessed via the Sync History option on the QuickBooks menu. Each sync is listed separately, and any errors encountered during the sync are listed along with a description of the error encountered.
Finalizing the QuickBooks Configuration
Once the first sync has completed successfully, and the chart of accounts has been successfully imported, we need to go back into the Configuration page to tell Griot which accounts to use for some common operations.
Mapping Griot Projects to QuickBooks Customers
The next step is to configure the mapping between the projects you have configured in Griot and the associated Customer/Job records in QuickBooks.
Select the associated Customer/Job for each Griot project, then click Update Records to save the mapping.
Exporting Rate Books to QuickBooks
In order to generate invoices from Griot that are reflected in QuickBooks, Griot exports your rates and rate books to QuickBooks, mapping them to Items, viewable in the Items List.
You don’t have to export all your rate books to QuickBooks, but you will not be able to invoice Time and Materials projects if the associated rate book has not been exported.
You can control and monitor the syncing of your rate books via the Manage Rate Books option on the QuickBooks menu.
Within each rate book you will see a checkbox allowing you to indicate whether the rate book should be synced to QuickBooks. If it has been marked for export, then the table of the rates within the rate book will show the sync status of each rate. If an error was encountered when syncing a rate, this will be shown in the table.