QuickBooks Online Integration

Planergy allows you to integrate with your QuickBooks Online account.

Syncing data between the two systems ensures Planergy maps to the structure set up in your QuickBooks Online account to maintain consistency of your chart of accounts, etc.

The integration allows you to use Planergy to manage your business spend and streamline accounts payable. Invoices authorized in Planergy will be sent to QuickBooks Online as bills with relevant attachments ready to be processed for payment.

How Planergy and QuickBooks Online Work Together

How Data Is Mapped Between Planergy and QuickBooks Online

Data mapping between Planergy and QuickBooks Online is outlined in the diagram below.

There are 3 fields with optional mapping:

• Departments
• Cost Codes
• Locations

The mapping for these fields is explained in the Set Up QuickBooks Online Integration step of the integration guide.

How To Integrate Planergy With QuickBooks Online

You can set up the QuickBooks Online integration in your Planergy account in four steps.

• Enable QuickBooks Online Integration
• Set Up QuickBooks Online Integration
• Connect QuickBooks Online with Planergy
• Import Data from QuickBooks Online

Enable QuickBooks Online Integration

To enable the QuickBooks Online integration for Planergy, follow the steps below.

1. On the Home page, press Profile icon in the top right corner. The Profile menu is displayed.
2. Press Control Panel in the Profile menu. The Control Panel is displayed.
3. The Integration Settings page is displayed.
4. Press the Setup button in the row of the QuickBooks Online integration. The integration is now enabled and the QuickBooks Settings page is displayed.

Set Up QuickBooks Online Integration

Before importing data from QuickBooks Online you can set the field mapping for the optional fields in the integration.

1. Select the Planergy field you would like QuickBooks Online classes to import to by using the Import Classes As drop-down list. The available options to import classes to are Departments and Cost Codes.

• • Department is at the header level of the PO and is where you will have the most control in Planergy. You can restrict who can order for specific departments, set budgets per department, and set approval workflows.
  • Cost Code is an expenditure tracking field at the line level of the Purchase Order. It can be used for reporting but does not have similar control like Department.

2. Select the Planergy field you would like QuickBooks Online projects to be imported to using the Import Project As drop-down list. The available option is Cost Code.
3. Select the Planergy field you would like QuickBooks locations to be imported to using the Import Location As drop-down list. The available options are Department and Delivery Location.

• • Delivery Locations are the locations available to assign deliveries to. They can be restricted to be available only to certain users.

    Note

      You cannot select the same option for two fields. For example, you cannot select Cost Code for both Import Classes As and Import Project As.

4. Press Save. A notification confirming the successful saving of the settings is displayed.

Connect QuickBooks Online With Planergy

1. Press Connect to QuickBooks.

   Note

   It is important to ensure you have the same company name in Planergy and QuickBooks Online to connect the two systems.
   The Intuit QuickBooks Sign In page is displayed.
2. Enter your email address in the Email or User ID field, your password in the Password field, and then press Sign In. The page to select a company is displayed.
3. Select the company you want to connect from the drop-down list and press Next. The page to connect is displayed.
4. Press Connect. The connection to QuickBooks Online is created and a confirmation message is displayed.

   Note

   QuickBooks Online API restricts connections to 100 days. After 100 days you will need to reconnect by following the steps to connect again.
   The QuickBooks Integration History section will update to include a record of the connection.

Import Data From QuickBooks Online

When first integrating Planergy with QuickBooks Online you should import all data after setting up the integration.

For a more information on the other options for importing data from QuickBooks Online you can read How To Import Data From QuickBooks Online.

After saving your data mapping settings for the QuickBooks Online you will be on the QuickBooks Settings page.

1. Press Import All Data. The import process is started. You will see a confirmation message on screen.
2. When the import is completed, you will receive an email confirmation for each piece of data imported.

How To Import Data From QuickBooks Online

You can import data from QuickBooks Online to map data, set up budgets and control user spending limits along with managing item catalogs, approval routing and vendor management.

There are three options to import data from QuickBooks Online to Planergy.

• Import All QuickBooks Data Manually
• Import Individual QuickBooks Data Sets Manually
• Schedule Automated Imports of All QuickBooks Data

Import All QuickBooks Online Data Manually

To import all data from QuickBooks Online:

1. On the Home page, press Profile Icon in the top right corner of the page. The Profile Menu is displayed.
2. Press Control Panel in the Profile Menu. The Control Panel is displayed.
3. Press QuickBooks Settings in the Advanced Controls section. The QuickBooks Settings page is displayed.
4. Press Import All Data. The import process is started. You will see a confirmation message on screen.

   Note

   If you want to integrate with multiple companies, follow the steps Connect QuickBooks Online with Planergy and Import Data from QuickBooks Online for each company you want to integrate with.
5. When the import process completes you will receive confirmation notifications. This includes updates on what data was imported and any relevant.

   Note

   Standard notifications will be by email but you can configure your notification settings. Read Notification Settings to learn how to change your notification settings. If there are any errors during the import process, they can be reviewed by clicking on the To see the details of this import click here link in the email. This will open the Integration History – Details page.
   

To learn more about the Integration History section you can read this article. Common errors for the QuickBooks Online integration are explained here.

Import Individual QuickBooks Online Data Sets Manually

You can import and update a single data set from QuickBooks Online. This option is useful when you have added a specific piece of data in QuickBooks Online that you want to have available in Planergy quickly. For example, a new project.

In the following example we will import updates to General Ledger codes. You can also import Suppliers, Terms, Taxes.

If you have mapped QuickBooks Online data to Cost Codes, Departments and Locations you will also have the option to import these.

To import General Ledger codes from QuickBooks Online, follow the steps below.

1. On the Home page, press Profile Icon in the top right corner. The Profile Menu is displayed.
2. Press Control Panel in the Profile menu. The Control Panel page is displayed.
3. Press General Ledgers in the Advanced Controls section. The Search General Ledgers page is displayed.
4. Press Import from QuickBooks. The import process is started. You will see a confirmation message on screen.

Schedule Automated Imports of All QuickBooks Online Data

To set up scheduled imports you should contact the support team and they will help get these in place for you. Here is How to create a support ticket.

Common QuickBooks Online Import Errors and How To Fix Them

The most common import errors when importing data from QuickBooks Online relate to missing currency, credit terms, or some invalid characters included in the name of the imported data.

An Error Happened During Import

Removing the invalid character will resolve the issue.

Prerequisite Does Not Exist

This error relates to importing suppliers before other related information is present in Planergy. You can avoid this error by creating relevant currencies and importing Terms from QuickBooks online before importing suppliers.

Currency

This error will not stop the import of the supplier. The supplier will be imported, but the Supplier Currency will not be set automatically for the supplier.

Adding the currency and reimporting suppliers will resolve the issue and update the currency for the supplier in Planergy.

Terms

This error will not stop the import of the supplier. The supplier will be imported, but the Terms will not be set automatically for the supplier.

Importing terms and then reimporting suppliers will resolve the issue and update the terms for the supplier in Planergy.

How to Disconnect from QuickBooks Online

You can disconnect from QuickBooks Online when you want to stop the integration with your Planergy account.  This temporarily disconnects from QuickBooks Online and you can restore the connection any time.

To disconnect from QuickBooks Online, follow the steps below.

1. On the Home page, press Profile icon in the top right corner. The Profile menu  is displayed.
2. Press Control Panel in the Profile menu. The Control Panel page is displayed.
3. Press QuickBooks Settings in the Advanced Controls section. The QuickBooks Settings page is displayed.
4. Press Disconnect.A notification message about the successful disconnection is displayed.

How to Disable QuickBooks Online Integration

You can disable a QuickBooks Online connection which means that you are permanently removing the existing connection. If you want to connect again, you need to go through the complete process of integration from scratch.

1. On the Home page, press Profile icon in the top right corner.The Profile menu is displayed.
2. Press Control Panel in the Profile menu.The Control Panel page is displayed.
3. Press Integrations in the Advanced Controls section.

   Note

   Only users can view this option.
   The Integration Settings page is displayed.
4. Press Disable button in the row of the QuickBooks Online. The integration is completely disabled and the button changes to Setup.

How To Export Invoices To QuickBooks Online

Authorized invoices can be exported to QuickBooks Online from Planergy. The invoice data and any attached documents will be exported.

There are 3 ways to export invoices to QuickBooks Online.

• Export All Invoices with Status ‘Authorized, Not Posted’ To QuickBooks Online
• Export a Single Invoice To QuickBooks Online
• Automate Export of Authorized Invoices

Export All Invoices with Status ‘Authorized, Not Posted’ To QuickBooks Online

1. On the Accounts Payable Home page, press Reports & Searches in the left sidebar menu.
2. Press Invoice Search The Invoice Search page is displayed.
3. Press Advanced Search
4. Press Export to QuickBooks.

   Note

   You can use the search filters to export only specific invoice, for example invoices for a specific company. The export process is started and all invoices with the status Authorized, Not Posted will be attempted to be exported. You will see a confirmation message on screen.
   
5. TBC – Email Confirmation?
6. Successfully exported invoices will be available in the Expenses section of QuickBooks Online:
7. As well as under the Expenses > Supplier section:
8. The invoice data is imported along with the invoice document file received from the supplier:

Export a Single Invoice To QuickBooks Online

On the View Invoice page for any invoice with the status Authorized, Not Posted you will have the option to export to export that invoice directly from the page.

1. On the Accounts Payable Home page, press Reports & Searches in the left sidebar menu.
2. Press Invoice SearchThe Invoice Search page is displayed.
3. Press Advanced Search
4. Select the invoice you want to export from the invoice search. The View Invoice page for the selected invoice is displayed.
5. Press Export to QuickBooks in the Export Invoice section of the page. The invoice will be exported and you will see a confirmation message on screen.
6. Successfully exported invoices will be available in the Expenses section of QuickBooks Online:
7. As well as under the Expenses > Supplier section: 
8. The invoice data is imported along with the invoice document file received from the supplier:

Automate Export of Authorized Invoices

When you want to get invoices to QuickBooks Online as fast as possible with while reducing manual steps, you can set invoices to export automatically as soon as they have been authorized.

To set up scheduled imports you should contact the support team and they will help get these in place for you. Here is How to create a support ticket.

Quickbooks Integration History keeps track of all imports and exports run in the system, automated or manual.

Clicking on specific entry will show more detail about the action.

The Integration History – Details page is displayed.