GlasPacLX Integration To Quickbooks: The Setup Guide Follow

Make sure the company file is in a supported version of QB (2010 forward)

Make sure your chart of accounts includes the following accounts:

Undeposited Funds – This account is created by QuickBooks automatically. If it is not there a quick and easy way to create it is to go to Edit>Preferences>Payments>Company Preferences. Make sure the box is checked for Use Undeposited Funds as a default deposit to account. Click [OK].

Now go to Customers>Receive Payments. Once the Payment window is open, close it by using your escape [Esc] key. Now you should see Undeposited Funds in your chart of accounts.

Accounts Receivable  - Look at your chart of accounts. Make sure there is not an asterisk * or a misspelling on the name. If you don’t have this account, you can create it by going to Customers>Create Invoices. Then close the invoice window by using your escape [Esc] key.

Sales Tax – Sales Tax IDs and Agency names will need to match for all Sales Tax IDs. Sales Tax ID’s set up in GlasPacLX will be pulled over to Quickbooks but they will create new ID’s in Quickbooks unless they match exactly to the ones already there. Note: If your company file in Quickbooks is new and you do not have any sales tax id’s set up there yet, create at least one manually – use your most common one - and make sure it matches its counterpart in GlasPacLX.  Go to Edit>Preferences>Sales Tax>Company Preferences

 

Click Yes to the question ‘Do you charge sales tax?’

Click [Add sales tax item…]

 

 

 

In the New Item window enter the Sales Tax Name in the field labeled as such (remember, exactly like you have it in GlasPacLX).

Enter a description. 

Enter the same rate as reflected in GlasPacLX. 

Enter the Tax Agency exactly as it is entered in GlasPacLX. Note: You may need to create the Tax Agency. A quick way to do that is to type the name in the Tax Agency field and then use your tab key. This will prompt you with a [Quick Add] button.

In the little window labeled Updating Sales Tax that pops up, uncheck both boxes. You don’t want this updating anything else right now. And then click [OK].

If you have multiple branches in GlasPacLX and you want to track them individually, you will need to have a separate Class for each branch. To set up class tracking in Quickbooks: 

Go to Edit>Preferences

Accounting>Company Preferences

 

Check the box for Use class tracking for transactions

 

Click [OK] 

Now go to Lists>Class List

 

In the Class List window click the [Class] button and select New from the dropdown.

Enter the Class Name. This name needs to match the Branch ID in GlasPacLX.

Click [OK]

If Tracking Inventory in GlasPacLX you will need the following accounts: 

But first an important note regarding inventory. You will need to decide if you are importing item receipts and other inventory data from GlasPacLX to QuickBooks. This includes item receipts, purchase orders, inventory transfers and adjustments. The information appears as journal entries or bills in QuickBooks and is for tracking the financial impact of these transactions, you would still refer to GlasPacLX for inventory information such as stock on hand. If you have used the inventory module in QuickBooks in the past or are currently using QuickBooks inventory, please be aware that GlasPacLX does not integrate with the inventory module in QuickBooks. We recommend you do not activate this function in QuickBooks.

LX Non-Inventory – should be a Cost of Goods sold account. It is used for items that you do not track stock on hand but have used on purchase orders and item receipts. 

Materials Cost of Goods Sold 

Inventory Offset Account: should be an Other Current Asset account, you may already have one in QuickBooks. This account is used for inventory adjustments and transfers. 

Inventory Account – Should be an Other Current Asset account, there may already be one in QuickBooks. If there isn’t, enter one manually, don’t activate the Quickbooks Inventory and Purchase Orders.

Note: Changing any accounts later will affect the integration from GlasPacLX and will require a change in GlasPacLX as well. That includes renaming the accounts, editing the spelling or altering parent/child relationships.

Verify the Customer Type List in QuickBooks includes the customer type IDs found in GlasPacLX. Add any missing customer types until the two applications match. 

To view the Customer Type list in GlasPacLX click on Customers at the top of GlasPacLX and select Customer Types from the menu.

To view the Customer Type List in QuickBooks click on List at the top of QuickBooks, select Customer & Vendor Profile Lists from the menu and click on Customer Type list from the second menu.

One other important thing to check/note at this time is the character limitation for fields in Quickbooks. In some cases GlasPacLX allows for longer names than Quickbooks does. Names that are too long can lead to errors in the API transfer. This guide can be found on the Intuit Quickbooks support site.

http://support.quickbooks.intuit.com/Support/Articles/INF12402

Setting up the LX to QB API Tool

Put QuickBooks in multi-user mode

Now use File Explorer and navigate the following filepath: Computer\Local Disk (C:)\GTS\glaspacLX. In the glaspacLX folder scroll down to find the executable file for the API tool and a shortcut file.

Drag the shortcut file to your desktop. If you don’t see a shortcut file for some reason, just create one by right-clicking on the executable (.exe). But just make sure you leave the executable file here.

Go to the shortcut that is now on the desktop and launch it. Once the integration tool is open go to Settings>Connections.

Click [Test Connection]

You should see this message:

Click [OK]

Now you are going to enter the filepath of your Quickbooks company file. Bring up Quickbooks and press the [F2] key on your keyboard (or CTL-1 will work also). This will bring up the Product Information screen. About a third of the way down you will see the FILE INFORMATION section.

Select and highlight the filepath shown there.

Right click and copy this path. (or fastkey it with ctrl-c). Close the Product Information page.

Go to the QB/LX Integration tool. Settings>Connections.

Right-click in the File Path field and past the path (or ctrl-v). Make sure the whole path is copied all the way through the .qbw extention.

Click once within the path so see if this is the case.

Click [Register Company File]

 

Click [OK] on the following warning:

If you see this screen, possibly showing in the background, click the radio button for Yes, always; allow access even if Quickbooks is not running. And click [Continue]

Click [Yes] in the Confirm to Proceed window. Also, if you have more than one Quickbooks user, you will select which user from the dropdown that you will want the API tool to login with.

And click [Done]

Does the API tool show “Multiple company Files” and there is only one QuickBooks company file?

Locate the LXQBconfig XML file in GlasPacLX folder (Computer\Local Disk (C:)\GTS\glaspacLX) on the server.

Right-click and select Edit. This will open the file in Notepad.

Remove the section referencing a second DataFile. See below. Then save and close.

Close and reopen the API tool

Now you will see the QB Company File show the path.

Go to Settings>Options>General Settings

Set Service Delay to 3 seconds. This is how long the integration tool will wait after completing a full export to QuickBooks before starting again automatically. If you have multiple branches, check Export Branch as Class.

In the API tool, Settings>Options>Task settings: Turn off Synch Vendors. Skip this step and see below if importing item receipts.

If Importing Item Receipts

In the API too, go to Settings>Options>Task settings.  Make sure these are checked:

Importing the Chart of Accounts

Make sure Quickbooks is open. In the integration tool go to Settings>Options>Setup Procedures>Import To LX.

Click [Import Chart of Accounts]

It will notify you when finished.

If you bring forward the log window you will see the record of the import.

Close the Integration tool windows.

Now it’s time to go into GlasPacLX and set your GL codes.

Accounting>GlasPacLX GL Codes

You will see some GL Codes already in here. But you can make changes to them as well as add or delete. For example, if you don’t do any flat glass you can remove the Flat related ones and the Retainage one. You will want to set them by product type.

If you click the ellipse button next to the External GL  

item you will open the External GL Account Finder. The accounts found here are the ones you just imported. Select the appropriate GL account from here.

Important Note: You need to select these from the finder. If you type them in it will appear to work but the API tool will not see them as valid.

Addendum to Important Note: If you are going to use the same External GL for several types, once you have selected one time from the finder you can copy and paste to the rest.

You will want to set the External GL to match which sales accounts you want them to go to in Quickbooks. If you don’t have and don’t need a variety of sales accounts in your Quickbooks Chart of Accounts you can set the External GL to Sales for all or most of them.

If you are using GlasPacLX for inventory you will also want to set your Inventory/COGS/Offset GLs.

Verify that your Special Line Account Codes are set to the correct Account Code.

If you used the sample branch provided in your new software this will likely already be filled in. If not click on each Account Code line and select from the dropdown.

Now go to your Payment Terms.

You can use any already set up or set up more of your own. But one important thing to note is that the Due Date cannot be set to None. Instead of None make sure the Due Date is set to Net Days and 0.

Now go to your Payment Settings. Company>Settings>Payment Settings.

Make sure only the Credit Cards that you actually take are checked. Pay particular attention to Diners Club. If you don’t take Diners Club uncheck the box. If you do, make sure you add it to your Payment Method list in Quickbooks. Your Quickbooks company file does not automatically include Diners Club.

Go to your Payment Methods List in Quickbooks. Lists>Customers & Vendor Profile Lists>Payment Method List.

 

Add a new payment method type. Click [Payment Method] and select New.

Create a new payment method called Other.

This is because that payment method exists in GlasPacLX but not Quickbooks.

Also, for the same reason, create one called Other Credit Card.

Now open the GlasPacLX/Quickbooks Integration tool. And go to Settings>Options>Export To QB and click [Export Terms Codes].

Then do the same with the Tax Codes. 

Click [Yes] to export ALL tax codes to Quickbooks.

And [OK].

In GlasPacLX go to Company>Branch Setup. Select and edit your branch.

Go to the Advanced tab and make sure your Default Cash account in the Accounting section is set to CASH (or whatever you default cash account is called). This is for orders that won’t have a customer ID attached to them.

So make sure you have a Cash account set up in GlasPacLX by going to Customers>Customer Maintenance.

Edit/open your Cash customer, go to the Accounting tab and make sure the Ext. Accounting ID is set to Cash.

 

Now that we are on the subject of customer profiles. Take a look at some of your other customers. Look at the accounting tab. The Ext. Accounting ID is what will map over to Quickbooks. If this is blank it will use the Full Name field above.

At this point you are ready to do your first integration. We highly recommend that you create a backup of your company file first.

 

 

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