QuickBooks DirectLink Installation instructions

Quickbooks DirectLink installation instructions

The QuickBooks DirectLink connects Kennel Connection to QuickBooks and will sync over clients, invoices, receipts, vendors and inventory.  The DirectLink will only work with the desktop version of QuickBooks.  It does not work with the online version.  It works with version QuickBooks Pro 2002 or later.  Before you can setup the DirectLink, you must have QuickBooks installed and have your Chart of Accounts setup. 


Please note:  Your purchase of the DirectLink does not include QuickBooks itself.  You must purchase QB from Intuit.


Important:  While we provide the DirectLink to connect KC to QuickBooks, we don't support QuickBooks itself.  If you need assistance installing QuickBooks, setting up the Chart of Accounts, or using the reports and features of QuickBooks, please contact Intuit for support.


Important:  You must backup your QuickBooks database and Kennel Connection database before proceeding.  Software Connection is not responsible for lost or damaged data in either program.


Important:  Be sure to save and store your QB company file in C:\Users\Public Documents\Intuit\QuickBooks\Company Files folder.  Connecting your QB to a company files stored any place else may or may not allow Kennel Connection and QuickBooks to communicate.




Step 1 - Install QuickBooks and setup your accounts. 


On the Home Page, click on Chart of Accounts.


QuickBooks DirectLink



In addition to the accounts you would like to use, you must also have:


Accounts Receivable - This should be an Accounts Receivable account.



QuickBooks DirectLink



Cost of Goods Sold - This should be a Cost of Goods Sold account.



QuickBooks DirectLink



Inventory Asset - This should be an Income account.



QuickBooks DirectLink



Other Income - This should be an Income account.



QuickBooks DirectLink



KCTaxes - This should be an Other Current Liability account.


Please note:  QuickBooks calculates taxes differently than Kennel Connection does.  In order for the taxes to be recorded properly in QB, they must be transferred separately in their own account file, KC Taxes.



QuickBooks DirectLink



Step 2 - Enable the QuickBooks DirectLink module in Kennel Connection


To configure your software, start Kennel Connection.  Click on Help, Add Additional Module.  Enter the module code you received when you purchased the QuickBooks DirectLink module.  If the code is correct, you will be alerted that the module was enabled.  If it fails, please contact Sales for a new code.  Sales@KennelConnection.net or 1-888-486-4343 x 501.




Step 3 - Creating the direct link between Kennel Connection and QuickBooks


Knowing the location of your company file before proceeding is a must.  If you are unsure of the location, you can find out in QuickBooks by clicking on File, Open Previous Company File.  Get the path name for the company file you want to use.  This can be done by opening QuickBooks (click Cancel on the login screen if you have the login enabled) and it will show you a list of your company files.  If you have multiple files, make sure you choose the correct one.  Write down the path as you'll need it in the next steps.



QuickBooks DirectLink


Important:  Close QuickBooks and Kennel Connection completely.  (QuickBooks has a feature that allows it to stay running in the background.  It must be fully closed for this next step to work so open the Task Manager (CTRL, ALT, DEL keys on the keyboard), choose Task Manager, click on Processes.  Look for "qbw32.exe".  Right click on it and choose "End Task".


A - Open Kennel Connection ONLY and go to File, Business Info, QuickBooks DirectLink tab.  You'll get the screen below but the "Path to your QuickBooks database" field will be blank.


Click the "..." button for "Path to your QuickBooks database".  Choose the correct file and then immediately click OK to close the Business Info screen.  Close Kennel Connection.



QuickBooks DirectLink


B - Open QuickBooks and sign in so you can see your main QB home screen, then minimize QB.


C - Open Kennel Connection and sign in.  At the top, click on Help, About Kennel Connection.  At this point, KC will attempt to communicate with QuickBooks to determine the version.  If successful, this will alert QuickBooks about the incoming connection and a security certificate will be displayed.  If nothing pops up on the screen, look at the Windows task bar and you should see QuickBooks flashing.  Click on QB to maximize it.


D - Here you will need to allow Kennel Connection to access your QuickBooks company file even when QB is not running and click "Continue".


QuickBooks DirectLink



E - You will be presented with a "Confirm to proceed" warning.  Click YES to continue.



QuickBooks DirectLink



F - Click Done on the final screen when prompted and Kennel Connection will now show its "About Kennel Connection" screen.  Click on the System tab and you will see the version of QuickBooks.  This is how you know it has connected successfully.



QuickBooks DirectLink



Close "About Kennel Connection" screen and go back to File, Business Info, QuickBooks DirectLink tab.


Step 4 - Configuring the QuickBooks DirectLink option and synchronization settings



QuickBooks DirectLink



A - Disable QuickBooks DirectLink - You can either have KC syncing automatically to QB or you can sync it manually.  If KC is syncing automatically, every time you create a client, an invoice or receipt, or add inventory, KC has to wait while that information is synced to QB.  It can slow the program down considerably if there are not enough resources. 


Important:  If you choose to run the sync automatically, QuickBooks will need to be installed on every computer that that has Kennel Connection installed.  If it is not, you will get the error message "QuickBooks DirectLink did not allow data to be shared with it".


If you want to sync manually, click the box for "Disable QuickBooks DirectLink".  When you are ready to sync, click on Utilities, QuickBooks DirectSync.  Check the box(es) for the data and enter the date(s) that you want to sync to QB.



QuickBooks DirectLink



Important:  If you choose to sync manually, you can only run the sync on the computer that has QuickBooks installed.  If you want to sync from any other machine, QuickBooks must be installed on that computer as well.


Important:  Depending on the amount of information you are trying to sync, it can take a significant amount of time to complete.  During that time, KC will be unusable on this computer.  You can opt to sync at night or sync a smaller amount of data at one time, say a week or a few days instead of a month at a time.  Many users sync either nightly or weekly.


B - Display warnings on error report for name changes - This will warn you if the client name in KC does not match the client name in QuickBooks.  The name must match exactly or QuickBooks will create another customer record and add a 1 onto the name.  BobJohnson1 for example.


C - Update Inventory Quantity on Hand - With this option checked, the sync will update the inventory quantities in QB with the totals in KC.


D - H:  In order to choose your options, click on the button to the right of the empty field.  It will show a list of accounts in QB to choose from.  (These accounts must be setup in QuickBooks prior to this step.)


For example, for Default income account, click on the Display Income Accounts button.



QuickBooks DirectLink



A list accounts from QuickBooks will popup and you can choose the one you want.



QuickBooks DirectLink



D - Default income account - This is the account that you want all income to default to if you don't choose an account.  


An example would be this item in File, Lists, Other Services.  Because I have not chosen a QBDL account on this screen, it will default to Other Income that I have setup in Business Info.



QuickBooks DirectLink


 

E - Accounts Receivable - Choose the Accounts Receivable account here.


F & G - The Tax1 and Tax2 Accounts should both be linked to the KC Taxes account you created.


H - The Non Taxable code should be set to Non.


Step 5 - All inventory items and services in Kennel Connection must be attached to the correct QBDL account.


In File, Lists, Other Services, click on the item and click the "..." button for the QBDL income account.  



QuickBooks DirectLink



Choose the correct account from the options and hit OK.



QuickBooks DirectLink



Hit Save after each item.



QuickBooks DirectLink



Do the same for File, Lists, Special Services.



QuickBooks DirectLink



And for File, Inventory.



QuickBooks DirectLink



Once you have all items connected to the correct account, you are ready to begin using the QuickBooks DirectLink.  If you have it on automatic, there is nothing else to do.  KC will sync each item as it is saved.  If you have it on manual, then you will use Utilities, QuickBooks DirectSync to sync information over.  




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