Integration Setup Tab of the QuickBooks Form

Use the settings on this tab to enable QuickBooks integration, connect QuickBooks Online with DPS, enter integration settings and mapping, and manually update the data between the two products.

Enable Section

Field	Description
Enable QuickBooks Integration	Click the check box to turn on or off the DPS and QuickBooks Online integration. When you turn it on, other fields on this tab are now available for entry.
Administrator	Select the employee to notify when the connection between DPS and QuickBooks Online fails. The employee will notified by email and a notification will be delivered to their Notification Center. The notification is sent to the email address that is entered for the employee in QuickBooks Online, which is added to DPS on the Summary pane in the Employees hub. For more information about the Notification Center, see Notification Center.

Connect your QuickBooks Instance Section

Before you can complete the entries in the fields in this section, you must complete the following:

• Create an Intuit Developer Account
• Create an Intuit App for DPS

After you complete the entries in all the fields in this section, click the Connect button to connect QuickBooks Online with DPS.

Field	Description
Client ID	Enter the client ID from the Keys tab for the Intuit app that you created for DPS at the Intuit developers website https://developer.intuit.com/. You cannot change the client ID after you click the Initialize DPS button below and run the initialization process.
Client Secret	Enter the client secret from the Keys tab for the Intuit app that you created for DPS at the Intuit developers website https://developer.intuit.com/. You cannot change the client secret after you click the Initialize DPS button below and run the initialization process.
Base URL	Enter the base URL to connect to QuickBooks Online: To connect to your product environment, enter https:\\quickbooks.api.intuit.com. To connect to your sandbox (test) environment, enter https:\\sandbox-quickbooks.api.intuit.com.
Discovery URL	Enter the default discovery URL for QuickBooks Online: For your product environment, enter https:\\developer.api.intuit.com/.well-known/openid_configuration For your sandbox (test) environment, enter https:\\developer.api.intuit.com/.well-known/openid_sandbox_configuration.
Connect	After you complete the entries in the Client ID, Client Secret, Base URL, and Discovery URL fields, click this button to connect DPS to your instance of QuickBooks Online. If the connection is successful, you see Quickbooks Integration is enabled below the Base URL field.
Status text that displays below the Base URL field	Possible status messages below the Base URL field include the following: Text that confirms whether or not DPS is connected to QuickBooks Online after you click the Connect or Disconnect buttons: Application is not connected to QuickBooks Online Application is connected to QuickBooks Online Text that displays the name of the QuickBooks Online company that you are connected to and the realm ID for the company: QuickBooks Online Company Name: <company name> QuickBooks Online Realm ID: <xxxxxxxxx>

Scheduling Settings Section

Field	Description
Last Initialized	This displays the most recent date and time that someone ran the QuickBooks initialization process (they clicked the Initialize DPS button).
Initialize DPS	This button is enabled after you click the Connect button in the Connect your QuickBooks Instance section above and successfully connect QuickBooks Online with DPS. Click the Initialize DPS button to add records from QuickBooks Online to DPS during the initial setup of the QuickBooks integration with DPS. This is a one-time process. Before you click this button: Enter a default vendor type and a default employee type on this tab. If you use taxes on billing invoices and/or accounts payable vouchers, enter a default tax debit account and default tax credit account on this tab. For information about the records that are copied from QuickBooks Online to DPS see Records that Are Copied from QuickBooks Online to DPS when You Run the Initialization. After the initialization is complete and all the records are added to DPS: You cannot run the initialization again; the button is disabled. The Last Updated field displays the date and time that the initialization occurred. The following text displays beside the Interval (In Minutes) field: Data between QuickBooks Online and DPS has been initialized. The company name and realm ID from QuickBooks Online display below the Base URL field in the Connect your QuickBooks Instance section of this tab. You cannot change the client ID and secret that you entered in the Client ID and Client Secret fields above. Updating of data (synchronizing) between QuickBooks Online and DPS will now occur automatically based on the timeframe that you enter in the Interval (In Minutes) field on this tab. Additionally, as needed, you can click the Process Changes Now button on this tab to manually start the data update process between DPS and QuickBooks Online at any time. The automatic and manual updating of data adds new records and transaction and modifies existing shared records in both DPS and QuickBooks Online.
Last Updated	This displays the most recent date and time that someone clicked the Process Changes Now button and manually ran the update process between QuickBooks Online and DPS.
Process Changes Now	Click this button to manually run the update process to synchronize shared data between QuickBooks Online and DPS since the last synchronization. You can run this update process at any time, regardless of the update frequency that you entered in the Interval (In Minutes) field on this tab. After the update process completes, the Last Updated field displays the date and time that the update process ran and the user who ran it. For more information about what data gets updated, see Data that Is Updated Between DPS and QuickBooks Online.
Interval (In Minutes)	Enter the frequency in minutes at which the records and transactions shared between DPS and QuickBooks Online will be updated (synchronized) in the other product. For example, you could enter 5 or less. If you enter 0 (zero), no updating will occur between DPS and QuickBooks Online. For more information about what data gets updated, see Data that Is Updated Between DPS and QuickBooks Online.
Text to the right of the Interval (In Minutes) field	The following text displays to the right of the Interval (In Minutes) field: Data between QuickBooks Online and DPS has been initialized: This text displays after you click the Initialize DPS button and the initialization has finished. Data between QuickBooks Online and DPS has been processed: This text displays after you click the Process Changes Now button and the update process has finished. An error occurred while processing data: Review the information on the Error Logs tab in the QuickBooks integration utility for more information about any errors that occurred during the updating process.
Maximum Number of Retries	Enter the maximum number of automatic retry attempts to allow for updating each record and transaction between DPS and QuickBooks Online that has a Failed or Retry status. If you enter 0, an unlimited number of retries is allowed. Any record or transaction that should be shared between DPS and QuickBooks Online that fails to get updated in the other product during the update process will display with a Failed or Retry status in the grid on the Error Logs tab in the QuickBooks integration utility. The number of retry attempts that have occurred for a record or transaction displays in the Retries column in the grid on the Error Logs tab. A failed record or transaction will be included again when the next scheduled update between the two products occurs if it has not exceeded the maximum number of retries specified in the Maximum Number of Retries field. If a record or transaction reaches the maximum number of retries and has still failed, go to the Error Logs tab of the QuickBooks integration utility, and change the number in the Retries field for specific records or transactions. Reduce the number to be less than the maximum number of retries so it will be retried again when updating occurs. As an alternative, you can click the Reset Counter button on the Integration Setup tab to reset the count of the actual retry attempts back to zero for all records and transactions being updated between DPS and QuickBooks Online that have a failed or retry status. To troubleshoot why the record or transaction was not successfully updated QuickBooks Online or DPS and fix it, review the entry in the Message field on the Error Logs tab in the QuickBooks integration utility for the record or transaction.
Reset Counter	Click this button to reset the count of actual retry attempts back to zero for all records and transactions being updated between DPS and QuickBooks Online that currently have a failed or retry status. This changes the number in the Retries column in the grid on the Error Logs tab of the QuickBooks Integration utility to 0 for all those records and transactions. This allows for more retries if a record or transaction has reached the maximum number of retries specified in the Maximum Number of Retries field. You receive a message that lets you know when the reset process is complete.

Data Update Options Section

Field	Description
Validate Fields	This check box applies if you set up validations in DPS using Screen Designer that affect DPS fields that are shared with QuickBooks Online. If you leave the check box cleared: When data from QuickBooks Online is updated in DPS, validations are not applied to fields. Example: In DPS Screen Designer, you specify that an entry is required in the Email field in the DPS Employees hub (the field cannot be left blank for an employee). An employee is entered QuickBooks Online without an email address. When the update process occurs between DPS and QuickBooks Online, the employee is allowed to be added to the DPS Employees hub without an email address. The validation was ignored. You may want the validations to be ignored if they are causing errors when DPS and QuickBooks Online are updated. If you select the check box: When data from QuickBooks Online is updated in DPS, validations are applied to fields. Example: Using the same example above, the employee would not be added to DPS during the update process because it was missing an email address. The Error Logs tab in the QuickBooks integration utility would show a Failed status for the record. You would have to add an email address for the employee in QuickBooks Online before the employee would be added successfully in DPS.
Enable Workflows	This check box applies if you set up user-initiated or scheduled workflows in DPS (in Settings > Workflows in the desktop application) that affect DPS data that is shared with QuickBooks Online. If you leave the check box cleared: When data from QuickBooks Online is updated in DPS, workflows are not applied to the data. Example: You set up a user-initiated workflow in DPS so that when a new employee is added to the DPS Employees hub, an email alert is sent automatically to the employee's supervisor notifying them that the new employee is now entered in the system. A new employee is entered in QuickBooks Online. When the update process occurs between DPS and QuickBooks Online, the employee's supervisor does not receive an email alert. The workflow was not applied to the new employee record. You may want workflows to be ignored if they are causing errors when DPS and QuickBooks Online are updated. If you select the check box: When data from QuickBooks Online is updated in DPS, the workflows are applied to the data. Example: Using the same example above, the employee's supervisor would receive an email alert that the new employee was added to the system.

Advanced Options Section

Field	Description
Use Autonumber for Clients	Select this check box if you want to use the automatic numbering system in DPS for assigning client numbers to new clients (customers) who are added to DPS in the Firms hub from QuickBooks Online. You must also enter automatic numbering settings for client-type firms on the Numbering tab in Settings > General > General System in the desktop application. Clear this check box to use the QuickBooks Online IDs for the shared clients (customers) in DPS.
Use Autonumber for Vendors	Select this check box if you want to use the DPS automatic numbering feature to assign vendor numbers to the vendors from QuickBooks Online that are automatically added to DPS. You must also enter automatic numbering settings for vendors on the Numbering tab in Settings > General > General System in the desktop application. Clear this check box to use the QuickBooks Online IDs for the shared vendors in DPS.
Use Autonumber for Employees	Select this check box if you want to use the automatic numbering system in DPS for assigning employee numbers to new employees DPS that are added from QuickBooks Online. You must also enter automatic numbering settings for employees on the Numbering tab in Settings > General > General System in the desktop application. Clear this check box to use the QuickBooks Online IDs for the shared employees in DPS.
Default Tax Credit Account	This field applies if you include taxes on billing invoices. Enter the general ledger account to use for the credit side of tax postings for billing invoices that you enter in DPS. This account is automatically entered in the Account field in the Outputs section of the Tax Codes tab in Settings > PSA > Taxes in the DPS desktop application for each tax code that is added to DPS from QuickBooks Online during the initialization process and any time after. As needed, you can change the account in the Account field in Taxes Settings for any tax code. If you do not enter a default tax credit account in this field before you run the initialization (Initialize DPS button on this tab), which copies records from QuickBooks Online to DPS, you can manually enter the account to use for the credit side of tax postings for each tax code the Account field in the Outputs section of the Tax Codes tab in Settings > PSA > Taxes.
Default Tax Debit Account	This field applies if you include taxes on accounts payable vouchers. For these taxes, you must enable the Tax Auditing Feature on the Tax Auditing tab in Settings > PSA > Company in the desktop application. Enter the general ledger account to use for the debit side of tax postings for AP vouchers that you enter in DPS. This account is automatically entered in the Account field in the Inputs section of the Tax Codes tab in Settings > PSA > Taxes in the DPS desktop application for each tax code that is added to DPS from QuickBooks Online during the initialization process and any time after. As needed, you can change the account in the Account field in Taxes Settings for any tax code. If you do not enter a default tax debit account in this field before you run the initialization (Initialize DPS button on this tab), which copies tax records from QuickBooks Online to DPS, you can manually enter the account to use for the debit side of tax postings for each tax code in the Account field in the Inputs section of the Tax Codes tab in Settings > PSA > Taxes.
AP Default Days	Enter the default number of days to use to calculate the QuickBooks Online vendor bill due date for any AP vouchers entered in DPS with due dates defined as PWP (Paid-When-Paid) or Hold in the Payment field. For example, if you enter 7 in the AP Default Days field, then any voucher you enter with a payment type PWP or Hold in DPS will be scheduled to pay in QuickBooks Online on the seventh day after the current date. If you leave this field blank, the date that the voucher was created is used as the due date for PWP and holds.
Default Vendor Type	Select the default vendor type to use for new vendors from QuickBooks Online that are added as vendor-type firms in the Firms hub in DPS. The default vendor type prefills for a vendor in the Vendor Type field on the Vendor tab in the Firms hub in DPS. The vendor type helps simplify AP voucher entry. A vendor type is associated with a liability code that represents a general ledger account. By assigning a vendor type to a vendor, you do not have to remember and enter a general ledger liability account when you enter an AP voucher in DPS. For more information about vendor types and liability codes, see Vendor Types and Liability Codes. You maintain vendor types in the DPS desktop application on the Vendor Type tab in Settings > Advanced PSA > System AP. You must select a default vendor type before you can run the initialization process (Initialize DPS button on this tab). You can change the default vendor type after you run the initialization, but you cannot leave this field blank.
Default Employee Type	Select the default employee type to use for new employees from QuickBooks Online that are added to the Employees hub in DPS. The default employee type prefills in the Employees hub on the Accounting tab in the Labor Type field in the Job Cost section. It determines the general ledger account to use when employees charge labor to projects on their timesheets. You maintain employee types in the DPS desktop application in Settings > Advanced PSA > Labor Types. You must select a default employee type before you can run the initialization process (Initialize DPS button on this tab). You can change the default employee type after you run the initialization, but you cannot leave this field blank.