QuickBooks

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QuickBooks.png
Fishbowl can export accounting information to QuickBooks, QuickBooks Online, or to Xero. The information listed below is specific to QuickBooks. General accounting information is available in the Small.Accounting.png Accounting module. For a list of supported QuickBooks versions, see Supported QuickBooks Versions.

Contents

FAQs
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Start with an Accurate QuickBooks - Before you begin the QB integration take some time to check the accuracy of your information. Errors in QuickBooks will transfer over to Fishbowl unless they are corrected first. Check customer information, vendor information and inventory, and mark as Inactive anything you do not want to transfer into Fishbowl. This also may be a good time to count your inventory, thus providing the most accurate information as possible as you begin using this new program.
Keep your inventory value in QuickBooks and Fishbowl matching - Before integrating you will also want your Inventory Asset Account to match Fishbowl's Inventory Valuation Summary. If your QuickBooks inventory is correct, you will want to import your inventory information from QuickBooks into Fishbowl. In order to do this and have your inventory values matching in both QuickBooks and Fishbowl, your inventory values in Fishbowl will need to be zero (which will then be updated by the import from QuickBooks). If your QuickBooks inventory is not correct and you would like to start fresh in Fishbowl with your inventory value, then you will want to make sure you do not import over the inventory from QuickBooks during your initial Accounting Configuration integration. This way QuickBooks inventory will not interfere with Fishbowl. In this circumstance you would need to realize that your inventory value in Fishbowl is correct, but it will not match your QuickBooks value because the two applications did not hold the same values to begin with.
Close Open Sales Orders or Purchase Orders in QuickBooks - Due to the fact that Fishbowl is now in charge of Sales Orders and Purchase Orders, you will want to either wait to integrate with Fishbowl until all of your open orders are fulfilled in QuickBooks, or you will want to delete the orders in QuickBooks and manually create the orders in Fishbowl. If you create the orders in Fishbowl but do not close them out of QuickBooks, those invoices will export to QuickBooks as a duplicate. At this time Fishbowl does not import any orders from QuickBooks during Integration. If you have a large amount of orders that would need to be created in Fishbowl, you may import them in using the Sales Order or Purchase Order Imports.
One of the first things to understand is that Fishbowl will now be the manager of your inventory. Therefore, when you are ready to integrate the two applications together you will want to turn off your Inventory and Purchase Orders in QuickBooks.
Fishbowl is now where Purchase Orders and Sales Orders will be created. When these are fulfilled in Fishbowl and an export is completed, Fishbowl will send over an Invoice and/or Bill to QuickBooks. Paying your bills is still handled in QuickBooks. If you are taking payments in full in Fishbowl via Merchant Services then a sales receipt is what will be sent over to QuickBooks.
Cycle Count: Inventory Asset, Inventory Adjustment (this adjustment account will depend on where your accounts were mapped to during Integration).
Purchase Order: Inventory Asset Account, Payables
Sales Order: Inventory Asset, COGS, Income, Receivables

Required QuickBooks Accounts
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Fishbowl exports data to several QuickBooks accounts. These accounts can be added manually in QuickBooks, or automatically when going through the Integration. The Select Accounts step of the wizard offers the following two choices:

Fishbowl Account Name QuickBooks Account Type Description
Accounts Receivable Accounts Receivable The record of money owed to a business, that is, invoices for which a business has not received payment.
Accounts Payable Accounts Payable The record of the outstanding bills of a business.
Undeposited Funds Other Current Asset Payments made in Fishbowl that are waiting to be deposited in the bank.
Capital Equipment Other Current Asset All items associated with Capital Equipment part types will be tracked in this account.
Internal Use Expense All items associated with internal-use part types will be tracked in this account
Non-Inventory Expense All items associated with Non-Inventory part types will be tracked in this account
Service Expense All items associated with Service part types will be tracked in this account
Labor Expense Tracks Labor costs
Overhead Expense Tracks overhead costs
Sales Retail Income Tracks the income from the resale of inventory items.
Discount Expense Expense Tracks the expenses associated with discounts applied to sale type items.
Discount Income Income Tracks the amounts associated with discounts charged to customers (I.E. for returns or restocking fees).
Miscellaneous Expense Expense Expenses that come from a Misc. type part.
Shipping Income Income Keeps track of customer charges for shipping.
Shipping Expense Expense Keeps track of vendor charges for shipping to your company.
Shipping Accrual Other current liability The account used to track a sum of your shipping expenses owed instead of showing them in Accounts Payable. QB account should be a current liability type.
Inventory Asset Other Current Asset Tracks the current value of your inventory.
Cost of Goods Sold Cost of Goods Sold The cost of goods and materials held in inventory and then sold. On a profit and loss report, QuickBooks subtracts the total cost of goods sold from your total income to provide a gross profit before expenses.
Scrapped Inventory Expense This account is used when inventory is scrapped (i.e. adjustments go down due to damage, theft, spoilage, etc.).
Inventory Adjustment Cost of Goods Sold This account is used to track cycle-count adjustments to inventory.
Cost Variance Other Current Asset This account is adjusted only when using the standard costing method. It will give you the difference of what your actual cost was compared to the current standard cost. Even if you are not using standard costing an account still needs to be applied to this section of the mapping.

Integration
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The QuickBooks Integration Wizard integrates QuickBooks and Fishbowl together.

The wizard guides you through selecting accounts and importing data from QuickBooks into Fishbowl. The following steps will help with a successful integration:

  1. You will need to have QuickBooks installed on the server computer as well as a complete install of Fishbowl (server and client).
  2. Login to your Fishbowl client on the server computer as admin (or as a user with sufficient rights). Login to QuickBooks in single user mode as admin.
  3. In Fishbowl, go to the Accounting Module Group | Accounting Module. Click on the Configure tab and then click the QuickBooks Connection button.
    Accounting Config subtab.png
  4. The first screen of this wizard will show a set of instructions that will be helpful during the integration. Within these set of instructions is a list of the accounts that will need to be mapped for the integration as well as some recommendations for mapping of the accounts. We encourage taking a moment here to view the accounts and review which QuickBooks accounts you wish to reference from QuickBooks. If you wish to create new accounts in QuickBooks, now would be the time to do so. Click Next.
  5. Step two of Integration requests for a user to be created in QuickBooks. Fishbowl utilizes this user when it exports to QuickBooks. To add a user in QuickBooks, go to the Company menu and select Users. Then select Set Up Users and Roles. Create a new user that is easily recognizable, like "Fishbowl". This user needs to have the role "Full Access" assigned to them. You can add a password if you would like. Once this has been completed, click Next.
  6. Step three requests for your QuickBooks company file to be opened. Assuming your QuickBooks is currently open and connected to the correct database, select the option to use the file currently opened in QuickBooks. If your QuickBooks file is not open, click the Browse option and find your company file. Click Next.
    QuickBooks Integ 1.png
  7. Integrating with QuickBooks requires .NET 4.0 or later which is included on most computers or can be installed by running Windows Update.
  8. Fishbowl will now attempt to connect to QuickBooks. If this is your first time connecting to QuickBooks, a dialog box will be displayed in QuickBooks which asks when to allow Fishbowl access to the company file. We recommend choosing 'Yes, always; allow access even if QuickBooks is not running' (this option allows you to export to QuickBooks without requiring QuickBooks to be open on the same computer). Then select the previously created user as the user to login as. Once you click Continue, a dialog will come up asking if you want to grant access to Fishbowl, select Yes.
    QuickBooks Approval With User.png
  9. Back in Fishbowl, you will now choose again your QuickBooks file. Select the option that states "use the file currently open in QuickBooks", or browse to find your company file. Click Next.
  10. The next step will ask you to specify if you will be using Fishbowl default accounts or if you would like to choose from existing QuickBooks accounts. Using the Fishbowl default Accounts will create a default set of 21 accounts in QuickBooks (the default will be what is listed in the instruction sheet in step 4). If you choose from existing QuickBooks accounts then you will be sent through the 21 accounts and asked to map each account to one of your QuickBooks accounts. We recommend the assistance of a certified accountant while mapping your QuickBooks accounts. Whether you choose Fishbowl default accounts or existing QuickBooks accounts, click Next when you are finished with your mapping. Note: You are allowed to go back at a later time and make account changes if necessary.
    Select accounts accounting config wizard.png
  11. The last screen allows data to be imported from QuickBooks into Fishbowl. Select the items that should be imported and then click Next to import in the data. After the import is complete click Finish.
    Accounting integration import items.png
  12. Now that Fishbowl will handle your Inventory and Purchase Orders, we recommend you turn off these features in QuickBooks. You may do this in QuickBooks by selecting Edit | Preferences and selecting Items & Inventory on the left side of the dialog. Select the Company Preferences tab and make sure that Inventory and purchase orders are active is unchecked. Then press OK to have it accept your changes.

To disconnect from QuickBooks, click the Delete Button.png Disconnect button on the module toolbar.

Import
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Users may import data from QuickBooks when they initially complete Integration. If, however, you wish to import data in at a later time it may be done on the General tab. Simply check all of the data options you wish to import into Fishbowl from QuickBooks. A connection to QuickBooks must already be established before this feature will work. Use caution when importing from QuickBooks as duplicate entries could possibly appear if the data has already been imported.

QuickBooks General tab.png
The following information may be imported from QuickBooks and into Fishbowl:

In Fishbowl, initial inventory may be added in a few different ways:

Integration Wizard

Inventory may be added through the Integration wizard in the Accounting Module or using the Import Button.png Import button on the General tab.

Part of this configuration includes deactivating the cost tracking feature in QuickBooks and handing it over to Fishbowl. If you were to try to add a part using QuickBooks, you would receive a message saying that you've turned this feature off. When you add/modify future inventory, you will need to do this in Fishbowl.

Import Inventory via CSV file

Import Inventory via a CSV (comma separated values) file and Fishbowl's Import Wizard.

CSV files are the most common import and export format for spreadsheets and databases. CSV files allow you to import mass information into Fishbowl from spreadsheets. Barcode readers can also be programmed to export this type of file.

Add Inventory via the Inventory module

Use the Add inventory or the Cycle count options to add initial inventory, adjust inventory quantities, or scrap inventory. The component toolbar also has buttons that can be used to adjust inventory.

Export
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The Integration must be completed prior to exporting date from Fishbowl into QuickBooks. The QuickBooks export can also be initiated by clicking the Export to QuickBooks link in the Small.Dashboard.png Dashboard module.

Follow the steps below to export data to QuickBooks.

  1. Open the Accounting module, located in the accounting group, and click the Export Button.png Export button located in the module toolbar.
    • Standard Export - Exports anything that has been fulfilled or completed since the last successful export.
    • Repost - Re-exports all entries in the given date range. Use with caution as this will create duplicates in QuickBooks of the entries have already been posted.
    • Mark as posted - All transactions that are ready to be exported will be marked as posted and will not be exported to QuickBooks.
      QuickBooks General tab.png
  2. A progress box will be displayed showing a list of items that are being exported to QuickBooks.
  3. Depending on the numbers or items being exported, and the speed of the computer, the export may take several minutes. Do not stop the export once it has been started. If you experience issues during an export, please contact Fishbowl Support. This video may also be helpful for handling a frozen export.
  4. When the export is complete, the status column will show all areas as Done. Click OK to close the Export dialog.
    In-process export.png

Data validation

Before exporting transactions to QuickBooks, Fishbowl verifies that the essential items exist in QuickBooks. The first time that the data validation runs, some minor issues may need to be resolved. Below are a couple of common errors, as well as the steps to resolve them.

Unable to create employee
Unable to create employee.png
  • This error often occurs when a QuickBooks vendor exists with the same name as the employee.
  • To resolve this error, change the name of the vendor in QuickBooks so that it is not an exact match to the name of the employee.


Class "None" does not exist
  • To resolve this error, create a class in QuickBooks with the name of None.
  • To add a class in QuickBooks, click the Lists menu and then select Class List. Press Ctrl + n to create a new class. If Class List is not listed in the menu, turn on class tracking by clicking the Edit menu and then selecting Preferences > Accounting > Company Preferences.

Export Item Number, Description, and UOM to QuickBooks

Fishbowl exports items to QuickBooks using the FB_Item code. This allows Fishbowl to store more parts than some versions of QuickBooks. It also allows Fishbowl to use different costing methods (LIFO, FIFO, Standard, etc.) without interfering with the costs that may have been stored in QuickBooks.

By default, Fishbowl includes the Item Number and the Item Description in the QuickBooks Description field. The report in QuickBooks can also be modified to hide the Item Code column and add an additional column for the Fishbowl item number.

  1. In Fishbowl, configure the Module Options. If the description is being exported to one of the Other fields, you may also want to uncheck the module option on the General tab that prefixes the description with the product number.
  2. Customize the QuickBooks invoice to show the Other1 and Other2 fields. This may be done by opening the invoice and clicking the Formatting tab and then selecting Customize Data Layout option. Beneath the Columns tab you may activate the Other1 and Other2 fields as well as arrange the column order and uncheck the Item Code column from showing during printing. For any additional questions regarding the customization of QuickBooks reports, please see their help manual.

Item Column added to QB Invoice.png

QB Invoice Print Preview with Item Column.png

Mapping
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Company Information

The following table shows the Company Information that is imported into Fishbowl from QuickBooks by using the Accounting Configuration Wizard. At this time, multiple addresses will not IMPORT into Fishbowl; however, if multiple Company addresses have been entered into Fishbowl they will EXPORT to QuickBooks.

QuickBooks
Imports To
Fishbowl Max Characters
Company Name
Name 60
Address
Default Address Line = 90
Zip = 10
City = 30
State = 30
State Abbr = 10
Country Name = 64
Country Abbr = 10
Phone
Phone 64
Fax
Fax 64
E-mail
E-mail 64
Web Site
Web Site 64

Customer

When a customer is created in Fishbowl, it will be exported to QuickBooks for the first time only after an order has been fulfilled and exported to QuickBooks. Aside from the Customer Name (which is required), all of the below information will be exported to QuickBooks only if it is applicable:

Fishbowl
Exports To
QuickBooks Max Characters
Name
Customer Name 60
Main
Phone 64
Fax
Fax 64
Email
E-mail 64
Other
Alt. Phone 64
Default Address
Main Address Line = 90
Zip = 10
City = 30
State = 30
State Abbr = 10
Country Name = 64
Country Abbr = 10
Bill To
Bill To Line = 90
Zip = 10
City = 30
State = 30
State Abbr = 10
Country Name = 64
Country Abbr = 10
Ship To
Ship To Line = 90
Zip = 10
City = 30
State = 30
State Abbr = 10
Country Name = 64
Country Abbr = 10
Shipping Terms
Salesperson
Rep 15
Tax Rate
Tax Code 31
Resale Number
Tax Exempt Number 30
Credit Limit
Credit Limit 12

Vendor

When a vendor is created in Fishbowl, it will be exported to QuickBooks for the first time only after an order has been fulfilled and exported to QuickBooks. Aside from the Vendor Name (which is required), all of the below information will be exported to QuickBooks only if it is applicable:

Fishbowl
Exports To
QuickBooks Max Characters
Name
Vendor Name 60
Main
Phone 64
Fax
Fax 64
Email
E-mail 64
Other
Alt. Phone 64
Default Address
Main Address Line = 90
Zip = 10
City = 30
State = 30
State Abbr = 10
Country Name = 64
Country Abbr = 10

Item List

The table below shows how Fishbowl imports from the QuickBooks item list.

QuickBooks
Imports to
Fishbowl
Service
Service type part
Inventory Part
For more details, see Inventory Part
Inventory Assembly
Small.Bill of Materials.png Bill of Materials module
Non-inventory Part
Non-Inventory type part
Other Charge
Service type part
Subtotal
Not imported
Group
Kit type product
Discount
Small.Discount.png Discount module
Payment
Not imported
Sales Tax Item
Small.Tax Rate.png Tax Rate module
Sales Tax Group
Small.Tax Rate.png Tax Rate module

Inventory Part

Inventory parts will be imported from QuickBooks when selecting the Items import. Instead of exporting parts to QuickBooks, Fishbowl uses FB_Item. For other item types, see Item List.

QuickBooks
Imports to
Fishbowl
Item Name/Number
Part Number and Product Number
Preferred Vendor and Manufacturer's Part Number
Vendors tab of the Small.Part.png Part module
Unit of Measure
General tab of the Small.Part.png Part module
Description on Purchase Transactions
Part Description
Description on Sales Transactions
Product Description
Sales Price
Product Price
On Hand and Average Cost
Small.Inventory.png Inventory module
Income Account
Details tab of the Small.Product.png Product module
COGS and Asset Account
Accounts tab of the Small.Part.png Part module
Reorder Point
Part tab of the Small.Inventory.png Inventory module

Sales Order/Invoice/Credit Memo

Fishbowl
Exports To
QuickBooks
Customer
Customer
Class
Class
Bill To
Bill To
Ship To
Ship To
Customer PO
P.O. Number
Payment Terms
Terms
Carrier
Via
FOB
F.O.B.
Qty
Quantity
Product Number & Description
Description
Price
Price Each
Tax
Tax
Fishbowl Sales Order Number
Memo
Other Options via Tools-Module Options
Tracking Information
Description
Optional (Number, Description, UOM Full Name, or UOM Abbreviation)
Other 1 (customized in QuickBooks)
Optional (Number, Description, UOM Full Name, or UOM Abbreviation)
Other 2 (customized in QuickBooks)
SO Item Note
Description
Fishbowl Sales Order Number
QuickBooks Invoice Number

Purchase Order/Bill

Fishbowl
Exports To
QuickBooks
Vendor
Vendor
Main Office
Address
Payment Terms
Terms
Fishbowl Purchase Order Number
Memo
Part Number and Description
Description
Qty
Qty
Class
Class

Journal Entries

Fishbowl
Exports To
QuickBooks
Part
Memo
Description
Memo
Customer/Job
Name
QB Class
Class
Date and Time
Date and Time
FB Debit Amount
Inventory Asset Account
FB Credit Amount
Inventory Adjustment Account

For detailed Journal Entry examples, see QuickBooks Journal Entries.

QuickBooks on another computer
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Typically, the Fishbowl Server is installed on the same computer as QuickBooks. However, it is possible for the Fishbowl Server to connect to QuickBooks on a separate computer.

  1. Copy Fishbowl Nexus.exe from the Fishbowl Server computer (C:\Program Files\Fishbowl\server\bin) to a location on the QuickBooks computer. The file can also be downloaded by clicking here. Fishbowl Nexus must be running for the export to work. Placing the program in the Startup folder will allow the program to start automatically when the computer reboots.
  2. Run Fishbowl Nexus.exe on the QuickBooks computer. The Fishbowl Nexus icon will appear on the taskbar.
  3. Open the Fishbowl Server and the Fishbowl Client on the computer with the Fishbowl Server installed.
  4. Open the Small.Property.png Property module in the Fishbowl Client and double-click FBNexusURL in the search pane.
  5. Change the Value of the property from localhost to the IP address of the QuickBooks computer (for example, 192.168.2.100) and then click Save.
  6. Open the Small.Accounting.png Accounting module and run the QuickBooks Integration Wizard.

You should now be able to export from the computer with the Fishbowl Server to the computer with QuickBooks.

MODULE OPTIONS
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Some aspects of the Small.Accounting.png Accounting module can be customized by opening the module, clicking the Tools menu, and then selecting Module Options.

General tab
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See the General tab of the Small.Accounting.png Accounting module options.

QuickBooks tab
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Accounting module options options subtab.png
If this option is checked, any notes on Details tab of the order will be exported to the QuickBooks memo field.
With this option checked, only one customer will be created in QuickBooks called FB_Customer. All of the information exported to QuickBooks will use this customer.
With this option checked, the customer associated with an inventory function, such as scraping or cycle counting, will be exported to QuickBooks.
With this option checked, the Fishbowl Sales Order number will be exported to QuickBooks as the invoice number.
With this option checked, invoices will be marked "To be Printed" in QuickBooks.
With this option checked, invoices will be marked "To be Emailed" in QuickBooks.

With this option checked, all Checkout orders with the same customer and tax rate at the time of export will be grouped together and exported as one sales receipt to QuickBooks.
Whatever information is specified in the Other 1 or Other 2 fields can be displayed on the QuickBooks invoice.
Costing tab
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See the Costing tab of the Small.Accounting.png Accounting module options.

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