Accounting Integrations

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Service Integrations

General

Integration of your accounting platform will require mapping of the LOCATE Chart of Accounts to the appropriate accounts in your Accounting platform. Not all of the accounts in LOCATE are required, depending on your business structure and processes.

QuickBooks Desktop

The Quickbooks Desktop integration will import and record transactions from LOCATE into QuickBooks Desktop.

For tips on troubleshooting common errors in QuickBooks Desktop, continue here.

Field Mapping

LOCATE QuickBooks Desktop
CUSTOMERS
Default address Billed From address

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Integration Setup

If you choose to use QuickBooks classes, you must complete the class list in QuickBooks first, and then create a mirrored custom list in LOCATE. For more information about custom lists in LOCATE, continue here.

Create New User
  1. In QuickBooks, open the Company menu and select Users.
    • Create a new user called "LOCATE" and assign a password. This will be the user through which the service will communicate with LOCATE.
    • Highlight the new user and click Edit.
    • Change the Available Role to "Full Access".
  2. Close QuickBooks.

Next, you will need to install the latest version of the QuickBooks Web Connector. If you already have the latest version of Web Connector, proceed to the next section, "Create and Connect Service". If you already have an old version of Web Connector installed, see here.

Setup Web Connector
  1. Download the newest version of the web connector here.
  2. Navigate to the downloaded zip file on your local computer.
  3. Right-click and select Extract All.
  4. Choose a location on the computer at which you can easily find the files.
  5. Navigate to the extracted files.
  6. Right-click the "QBWebConnectorInstaller.exe” and select Run as Administrator.
    • Note: This will install the Web Connector, and update your Microsoft .NET framework, if necessary.
  7. Re-open your QuickBooks.
Create and Connect Service
  1. Create a new service in LOCATE. Click here for step-by-step instructions on how to do so.
  2. This will redirect you to the QuickBooks Desktop service profile page.
  3. Click onto the Docs sub-tab.
  4. In the Downloads section, you'll see a configuration tool called, "LOCATE QuickBooks Web Connector 93.qwc" which is unique for each service.
  5. Click the Download icon on the left.
  6. Next, click onto the Details sub-tab.
  7. Scroll to the bottom of the page and copy the Web Connector Password.
  8. On your local computer, navigate to the "LOCATE QuickBooks Web Connector 93.qwc" configuration tool, and double-click it to run the application.
    • Click OK.
  9. This will open the Web Connector and prompt you to Authorize a New Web Service.
    • Click OK.
  10. Next, an Application Certificate window will open.
    • Click "Yes, always allow access".
    • Select the LOCATE user.
    • Click Continue
    • Click Done.
  11. You will be redirected to the Web Connector panel, and you should see a new line for LOCATE Inventory.
    • Password - Paste the password copied from LOCATE.
    • Mark the checkbox on the far left to sync.
    • Click Update Selected.
    • Minimize the Web Connector panel.
Setup Service Settings
  1. Return to LOCATE and perform a hard refresh (Shift + CTRL + R).
  2. Open the Setup Menu and select Services.
  3. Navigate to the service profile page.
  4. Click onto the Details sub-tab and scroll down to the Service Settings section.
  5. Next to each account, select the corresponding account from your QuickBooks organization from the dropdown menu, and click Save Setting.
    • Note: Not all accounts are required, depending on your business structure and process. Only accounts of the same type will appear as options to select from. (For example: You cannot associate an income type account with a cost of goods account). Once a setting has been successfully saved, a green checkmark will appear.

If the sync was successful, the service status will change to Active and you should be able to view your chart of accounts and starting balances in the Chart of Accounts Module.

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QuickBooks Online

The Quickbooks Online integration will import and record transactions from LOCATE into QuickBooks Online.

Field Mapping

LOCATE QuickBooks Desktop
CUSTOMERS
Default address Billed From address

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Integration Setup

If you choose to use QuickBooks classes, you must complete the class list in QuickBooks first, and then create a mirrored custom list in LOCATE. For more information about custom lists in LOCATE, continue here.

  1. Create a new service in LOCATE. Click here for step-by-step instructions on how to do so.
  2. Open the Actions Menu and select Connect.
  3. In the pop-up window, select your account.
    • Click Authorize.
  4. Return to the QuickBooks Online service profile page in LOCATE, and scroll to the Service Settings section.
  5. Next to each account, select the corresponding account from your QuickBooks organization from the dropdown menu, and click Save Setting.
    • Note: Not all accounts are required, depending on your business structure and process. Only accounts of the same type will appear as options to select from. (For example: You cannot associate an income type account with a cost of goods account). Once a setting has been successfully saved, a green checkmark will appear.
  6. When you are ready to sync, open the Actions menu and select Sync.

If the sync was successful, the service status will change to Active and you should be able to view your chart of accounts and starting balances in the Chart of Accounts Module.

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