PSA – QuickBooks Desktop Integration

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1. From the Icon Bar click Setup .
2. From the Navigation Menu click Financial to expand the corresponding menu.
3. From the Financial menu items, click System.
4. Upon the Financial System page displaying, click the Accounting tab.
5. Select QuickBooks from the Accounting system list.
6. Within Transactions section, maintain the default option Export detailed transactions as selected.
7. Under Other Options if required, select:
   1. Export negative Invoices as Credit Notes to export invoices with negative totals to QuickBooks as Accounts Receivable (A/R) credit notes.

      Note: A credit note in an accounting software is equal to a negative invoice in PSA. Before setting up the Company connections, ensure that the accounts and taxes of all companies connecting to PSA are the same; otherwise, integration will not work properly.

   2. Jobs map to PSA Projects, to import Jobs to import Jobs from Quickbooks Desktop and automatically create PSA Projects upon importing.

      Note:

      • Jobs map to PSA Projectsmust be selected.
      • Both Clients and Projects in PSA must have an Integration ID (Imported/Exported from/to QuickBooks).
   3. The Export Invoices and Payable Batches to QuickBooks Jobs is available for selection if Jobs map to PSA Projects,is selected in step (b) above. Choose this option to export invoices to QuickBooks Desktop Jobs instead of Customers and have each invoice created in QuickBooks under its related Job.
   4. Allow exporting Payable Batch with negative amount to export Payable Batch(es) with negative transaction amount(s).
   5. Enable QuickBooks Logging: This option is recommended to be used for troubleshooting purposes only. When selected the system will automatically log communications as XML payloads to/from QuickBooks Desktop. These log files are saved under: C:\Program Files (x86)\Tenrox

      

      Note: The following two options are not available for QuickBooks Desktop:

      • Export payable taxes as GL transactions
      • Accounting system provides the permanent Invoice number
8. Click Save to save the selections.

The Company acts as a connector to the databases existing in the accounting software.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Financial to expand the corresponding menu.
3. From the Financial menu items, click System.
4. Upon the Financial System page displaying, click the Accounting tab.
5. Navigate to the Companies sub-tab.
6. Click the Main Accounting System link, or the one applicable to your organization, to open the Company Edit page.
7. From the General tab enter or select the appropriate information based on your requirements:
   1. Name *: Enter a preferred company Name, if different from the default, “Main Accounting System”. The company acts as a connector to the databases existing in the accounting software.
   2. Id: Enter a company Id.
   3. Currency *: Select the company’s base Currency, if different from the default selection that appears.

      Note: Ensure that the currency is set the same in PSA and for the QuickBooks desktop company to which it is connecting.

   4. Calendar *: Select the Financial Calendar.

      

8. From the Invoice Number section, select the Override global Payable number option to override the Invoice number at the company level and then manually enter the:
   1. Invoice number prefix
   2. Current Invoice number
   3. Invoice - number of digits

   

9. From the Payable Batch Number section, select the Override global Payable number option to override the Payable number at the company level and then manually enter the:
   1. Payable number prefix
   2. Current Payable number
   3. Payable - number of digits

   

10. From the Payroll Batch Number section, select the Override global Payroll number option to override the Payroll number at the company level and then manually enter the:
    1. Payroll number prefix
    2. Current Payroll number
    3. Payroll - number of digits

       

11. From the Revenue Batch Number section, select the Override global Revenue number option to override the override the Revenue number at the company level and then manually enter the:
    1. Revenue number prefix
    2. Current Revenue number
    3. Revenue - number of digits

    

12. Click Save.

1. From the Company Edit page (Setup > Financial > System > Accounting tab > Companies sub-tab), navigate to the Properties tab to open the QuickBooks desktop Integration Properties page.

   Note: If QuickBooks Live Integration is not installed on your computer, you are prompted to install the software before the QuickBooks Live Integration Properties page can be displayed.

2. Specify the QuickBooks desktop Connection Properties:
   1. From the Version selection box, select one of the following versions:
      1. QuickBooks US
      2. QuickBooks Canadian
   2. From the Edition selection box, select the year of the QuickBooks version.
   3. Using the browse button located to the right of the Company file name field, select the QBW file (QuickBooks Primary Data File) that is associated with the QuickBooks database.

      Note: If the default path was used when installing QuickBooks, then the files are located in C:\Program Files\Intuit\QuickBooks....

   4. The Application name is a read-only field set to Tenrox.

      

1. From the Default Accounts section, select the accounts used by PSA when exporting various items to QuickBooks desktop; either accept the defaults (no account selection) or select specific QuickBooks desktop accounts from the listed options for the following:
   1. Create default Work account “Labor” or select from the list
   2. Create default Expense account “Expenses” or select from the list
   3. Create default Charge account “Charges” or select from the list

      

2. From the Invoice Export Options section choose the appropriate options:
   1. Select Export Invoices to QuickBooks pending Invoices option to enable users to set the status of the exported invoices to pending.
   2. Select Invoices will be printable in QuickBooks option to be able to print the invoices in QuickBooks.
   3. Select Override QuickBooks Invoice Item’s description with PSA Reference information for the PSA Invoice Reference information to overwrite the following:
      1. QuickBooks Items description, when exporting invoices, and/or
      2. QuickBooks bill’s description (referred to as Memo in QuickBooks Pro, Premier and Enterprise) for each transaction line in the bill, when exporting Payables.

         Note: The Override QuickBooks Invoice Item’s description with PSA Reference information option is unchecked by default, for new installations, but is checked for upgraded Clients.

   4. Select Export PSA Invoice Number to QuickBooks Invoice "Invoice #"
   5. Select Export PSA Expense Tracking Number to QuickBooks Bill "Ref. No."

   

3. From the Expense Payable Export Option section choose the appropriate options:
   1. Select Export billable flag for Payable Batch exported to Quickbooks to include the Billable flag when exporting a Payable Batch to Quickbooks.
   2. Select Exclude Payable Batch Taxes at export time to exclude the Taxes when exporting a Payable Batch.

   

4. Specify the Tax mapping options:

   1. Enter the tax mapping for the Default Tax if different from the default value already in the field.
   2. Enter the tax mapping for the Exempt Tax if different from the default value already in the field.

      

5. Click Save.
6. Click the Back link to return to the Company Edit page.

Click Load Accounts, at the top of the QuickBooks desktop Integration Properties page, to establish the connection to QuickBooks and download the default Accounts.

Note: Clicking Save or simply navigating to the QuickBooks Live Integration Properties screen will no longer attempt to connect to QuickBooks and download the default Accounts.

1. Click the Class Mapping link to import Classes from QuickBooks into PSA.
2. Select the applicable options from the drop-down lists to specify what will be exported as a Class for a particular type of transaction, be it for Invoice, Expense or Payroll.

   

   TYPE OF ENTRY	OPTIONS (PSA Object)	TYPE OF ENTRY	OPTIONS (PSA Object)
   Invoice Class Mapping
   Time	--Do not map-- (default) Active Site Business Unit Client Functional Group Portfolio Project Task User [format: Lastname, Firstname] Work Type	Expense	--Do not map-- (default) Active Site Business Unit Client Expense Functional Group Portfolio Project Task User [format: Lastname, Firstname] Work Type
   Charge	--Do not map-- (default) Active Site Business Unit Charge Client Functional Group Portfolio Project Task User [format: Lastname, Firstname] Work Type	Product	--Do not map-- (default) Active Site Business Unit Client Functional Group Portfolio Project Task User [format: Lastname, Firstname] Work Type
   Expense Class Mapping
   Expense	--Do not map-- (default) Active Site Business Unit Client Expense Functional Group Portfolio Project Task User[format: Lastname, Firstname] Work Type	Charge	--Do not map-- (default) Active Site Business Unit Charge Client Functional Group Portfolio Project Task User [format: Lastname, Firstname] Work Type
   Payroll Class Mapping
   Time	--Do not map-- (default) Active Site Business Unit Client Functional Group Portfolio Project Task User [format: Lastname, Firstname] Work Type

3. Upon exporting any of the types of transactions mentioned above (example Invoice) the system first verifies if the PSA object selected as a Class (example User), for a Type of Entry (example Time), already exists. If so, it will not be re-exported and will simply appear under the Class column for each specific entry. Otherwise, a newly selected Class is exported to the QuickBooks Class List.
   1. To view any exported object in the QuickBooks Class List, click Company Navigator>List>Class List.
   2. If a particular QuickBooks transaction template, for example Invoice, does not include a Class column, the Class will still be exported to the Class List, but will not appear in the transaction.
   3. If the selected Class Mapping object is set to the default, --Do no map--, or is not defined, then there will be no object exported to the QuickBooks Class List and the Class column for each specific entry will remain empty.

      Note:

      • The Class List option, on the QuickBooks page under Tools > Import, must be set in order for successful Class Mapping to occur. See details under Importing Objects to PSA.
      • The QuickBooks application must be running in the background in single mode for integration purposes.
4. Click Save and then Back to return to QuickBooks Live Integration Properties page.
5. Click Save and then Back to return to the Company Edit page.

1. From the Icon Bar click Tools .
2. Click Import to expand the Import menu options.
3. Then select QuickBooks to open the Import page.
4. The Company box displays the default company from which all the selected QuickBooks desktop objects are imported; for information on setting up the company connection, see to Setting up the connection.
5. Select the objects to import from the Import List Selection; for more information on object mapping, see the table Object Mapping Between QuickBooks desktop and PSA.
   1. Taxes mapped to PSA Tax Details and Tax Groups: Select this option to import the list of Taxes from QuickBooks desktop.
   2. Chart of Accounts map to PSA Accounts: Select this option to import the chart of accounts from QuickBooks desktop.
   3. Employees map to PSA Users: Select this option to import the employees from QuickBooks desktop.
   4. Class List: Select Class List to import the Classes from QuickBooks into PSA, for as long as they don’t already exist in the PSA.
   5. Products and Services (Income) map to PSA Work Types : Select this option to import the payroll items from QuickBooks desktop.
   6. Products and Services (Expenses) map to PSA Expenses : Select this option to import the service items from QuickBooks desktop.
   7. Products and Services (Other Expense) map to PSA Charges : Select this option to import the charge items or products and services (other expense) from QuickBooks desktop.
   8. Customers map to PSA Clients: Select this option to import the list of customers from QuickBooks desktop. Then choose:
      • Automatically create a Project with the same name to allow PSA to automatically create a Project with the same name as the imported customers.

        Note: When importing customers from QuickBooks desktop, the customers’ associated jobs are also displayed in the list of customers.

        OR

      • Jobs map to PSA Projects

        Note: The Jobs map to PSA Projects option must be selected (Setup > Financial > System > Accounting) to enable this feature. If this option is:

        • Unchecked at the system level, Jobs map to PSA Projects will be disabled and unchecked.
        • Checked at the system level, Jobs map to PSA Projects will be checked and locked.

        Caution: The selection of this option does not reset existing mapping. It is recommended not to change this setting after importing/exporting objects to/from QuickBooks. Please refer to the Scenario for more information.

        Scenario:

        • If the option is un-selected: QuickBooks Customers are imported as PSA Clients. You have the option to create a PSA Project with the same name. QuickBooks Jobs are imported as PSA Clients. You have the option to create a PSA Project with the same name.
        • If the option is selected: QuickBooks Customers are imported as PSA Clients and QuickBooks Jobs are imported as PSA Projects.
        • Since the selection of this option does not reset existing mapping; if you switch between them after importing/exporting objects, then duplication of data will ensue.

        

        Note:

        • To complete the mapping, see Setting Up the Connection for details on setting up the Class mapping.
        • The Classes will not appear in either the PSA Organizational Breakdown Structure (OBS) or the PSA Work Breakdown Structure (WBS).
        • Importing of Classes is ONLY available for QuickBooks desktop.
   1. Creation Options: Create new placeholders, if required, by selecting:
      1. Clients under the placeholder
      2. Work Types under the placeholder
      3. Expenses under the placeholder
      4. Charges under the placeholder
      5. Projects under the following placeholder

         Note: A placeholder allows users to design a hierarchy and organize the tree structure to locate Clients, Projects, Work Types, Expenses and other expenses and Charges Imported from QuickBooks desktop by grouping the objects under specific placeholders. If an object is set as a placeholder, it cannot be used as a regular object.

6. Upon selecting the Objects to import, click Import to display the information of all imported objects, including the names and the total number of objects imported, as well as any warning or error messages encountered during the import process.

   Note: After the objects are successfully imported from QuickBooks desktop locate the transferred objects in the PSA; for more information see Imported Objects and Respective Paths in PSA.

When Jobs Map to PSA Projects option isselected, you can import Jobs from Quickbooks desktop and automatically create PSA Projects upon importing.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Financial to expand the corresponding menu.
3. From the Financial menu items, click System.
4. Upon the Financial System page displaying, click the Accounting tab.
5. Ensure that QuickBooks desktop is chosen for the Accounting system.
6. Select Jobs map to PSA Projects option.

   

7. Click yes to the confirmation message that reads: "If you are switching from a QuickBooks Jobs/PSA Clients setting to QuickBooks Jobs/PSA Projects setting, no previously existing PSA Projects will be mapped to the QuickBooks Jobs. Please ensure that all existing QuickBooks Jobs are mapped to the appropriate PSA Projects. Are you sure you would like to proceed?"
8. From the Icon Bar click Tools .
9. Click Import to expand the Import menu options.
10. From the available options click QuickBooks desktop.
11. Select the required Company from the available options.
12. Select the Customers map to PSA Clients option.
13. Click Import.

    

14. Note that the success message will be displayed in the log and all imported Customers and Sub-Customers will be displayed.

Verify Imported Customers as Clients in PSA

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Work to expand the corresponding menu.
3. From the Work menu items, click Clients.
4. Search for the imported Customers and note that they imported and listed as Clients in PSA.

Verify Imported Jobs as Projects in PSA

1. From the Icon Bar click Project List .
2. Search for the imported Jobs and note that they imported and listed as Projects in PSA.

From the Class Mapping page accessed through the QuickBooks desktop Integration Properties (Setup > Financial > System > Accounting System > Company List > Company Edit) you can choose to map the following:

• QuickBooks desktop Invoice Class with PSA Time, Charge, Expense and Product.
• QuickBooks desktop Expense Class with PSA Expense and Charge.

Note: The imported Classes are saved in the PSA database and are not available on the user interface.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Financial to expand the corresponding menu.
3. From the Financial menu items, click System.
4. Upon the Financial System page displaying, click the Accounting tab.
5. Ensure that QuickBooks desktop is chosen for the Accounting system.
6. Navigate to the Companies sub-tab.
7. Click Properties and then click Class Mapping.
8. From the Invoice Class Mapping section, associate Expense with Task.
9. From the Expense Class Mapping section, associate Expense with Project.

   

10. Click Save.

11. From the Icon Bar click Tools .
12. Click Import to expand the Import menu options.
13. From the available options click QuickBooks desktop.
14. Select Class List.
15. Click Import.

    

The following objects are mapped between QuickBooks desktop and PSA:

Object mapping between QuickBooks desktop and PSA

QuickBooks desktop Item	PSA Item	Import options
Taxes	Tax Details and Tax Groups	Taxes mapped to PSA Tax Details and Tax Groups
Customers	Clients	Customers map to PSA Clients Automatically create a Project with the same name Jobs map to PSA Projects
Chart of Accounts	Accounts	Chart of Accounts map to PSA Accounts
Products and Services (Income)	Work Types	Service Items map to PSA Work Types
Products and Services (Expenses)	Expenses	Non Inventory items map to PSA Expenses
Products and Services (Other Expense)	Charges	Other Charge Items map to PSA Charges
Employees	Users	Employees map to PSA Users
Class	Class List	Class List

The table lists the imported Objects and their respective paths in PSA.

List of Imported Objects and Respective PSA Paths

Object	Navigation
To view Financials	From the Icon Bar click Setup . From the Navigation Menu click Financial to expand the corresponding menu. From the Financial menu items, click System. Then navigate to the Chart of Accounts tab to display the QuickBooks desktop accounts in the PSA accounts list for the specified placeholder, then expand the Pay Codes placeholder to display the imported pay codes.
To view Clients	From the Icon Bar click Setup . From the Navigation Menu click Work to expand the corresponding menu. From the Work menu items, click Clients. View QuickBooks desktop customers in the list of PSA Clients for the specified placeholder.
To view Work Types	From the Icon Bar click Setup . From the Navigation Menu click Work to expand the corresponding menu. From the Work menu items, click Work Types. View the QuickBooks desktop service or products and services (income) items in the list of PSA Work Types for the specified placeholder.
To view Expenses	From the Icon Bar click Setup . From the Navigation Menu click Expense to expand the menu options. From the available options click Expense Items. View the QuickBooks desktop non-inventory or products and services (expenses) items in the list of PSA Expense items for the specified placeholder.
To view Charges	From the Icon Bar click Setup . From the Navigation Menu click Financial to expand the corresponding menu. From the Financial menu items, click Charges. View the QuickBooks desktop charge or products and services (other expense) items in the list of PSA Charges for the specified placeholder.
To view Users	From the Icon Bar click Setup . From the Navigation Menu click Organization. From the available options select Users. View the QuickBooks desktop employees in the list of PSA users for the specified placeholder.

1. Import the chart of Accounts; for more information, see Importing Objects.
2. From the Icon Bar click Setup .
3. From the Navigation Menu click Financial to expand the corresponding menu.
4. From the Financial menu items, click System.
5. Upon the Financial System page displaying, click the Chart of Accounts tab.
6. Click the Segmentation button to open the Segmentation Setup dialog box.
7. Click the Receivable Transactions tab to set up of the accounts receivable.
8. From the Time Entry section, select a PSA object from the Segment 1 list; for example, select Client to map all the time entries to a client.

   

   Note: The Expense, Charge and Product Entries are also set up in the same way from the Expense Entry, Charge Entry and Product Entry sub-tabs respectively.

9. Click Save to apply your changes.
10. Click the Payable Transactions tab to set up of the accounts payable.

    Note: The Payable Transactions tab contains the Expense Entry and Charge Entry sections.

11. From the Expense Entry section, select an PSA object from the Segment 1 list; for example, select Group to map all the expense entries to a Group.

    

    Note: Charge Entries are also set up in the same way from the Charge Entry section.

12. Click Save to apply your changes.
13. Click the Close button to exit the dialog box.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Work to expand the corresponding menu.
3. From the Work menu items, click Clients.
4. From the Clients list that displays, click the Name of the client you wish to access.
5. Expand the Financial menu item and click Accounting to open the Accounting edit page.
6. From Receivable Transactions, select the Account option
7. Then click the browse button (...) to open the Account List page that lists all the accounts in PSA, including the accounts imported from QuickBooks desktop.
8. Select the account that the transaction should map to in the QuickBooks G/L account.

   

   Note: The Accounting Edit page automatically updates to display the selected account.

9. Click Save and then Back to save your changes and return to the previous page.

   

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Organization.
3. From the available options select Groups.
4. Click a group from the list to open the Group Edit page.
5. Click the Accounting button to open the Accounting Edit page.
6. From Payable Transactions, select the Account option
7. Then click the browse button (...) to open the Account List page that lists all the accounts in PSA, including the accounts imported from QuickBooks desktop.
8. Select the account that the transaction should map to in the QuickBooks G/L account.

   

   Note: The Accounting Edit page automatically updates to display the selected account.

9. Click Save and then Back to save your changes and return to the previous page.

   

Before exporting Expense Reports to QuickBooks desktop, verify that the Purchase Taxes are mapped to the appropriate Accounts in QuickBooks.

1. From the Icon Bar click Entries .
2. From the Navigation Menu click Expense Manager.
3. Select the All Reports tab to view a list of all Expense Reports.
4. Click the Tracking # link of an expense report from the list to open the selected Expense Report.
5. From the Detail tab located in the right pane take note of the QuickBooks purchase Tax Group associated to the Expense Entry.

   Note: A tax imported from QuickBooks should be selected to map the tax properly.

6. Click Save to apply your changes.
7. From the Icon Bar click Setup .
8. From the Navigation Menu click Financial to expand the corresponding menu.
9. From the Financial menu items, click System.
10. Upon the Financial Settings page displaying navigate to the Taxes tab.
11. Navigate to the Tax Groups sub-tab.
12. Click a specific Tax Group to access the Tax Group edit page and take note of the purchase Tax listed in the right pane.

    Note: In the right pane, all the taxes associated to the specific tax group are listed.

13. Click Save and then Back to save your changes and return to the previous page.
14. From the Taxes tab of the Financial Settings page navigate to the Tax Details sub-tab.
15. Click the specific tax name to view the Detail on the right pane.

    Note: If there are two taxes with the same name listed, ensure that the tax of type Purchase is selected.

16. Verify that Purchases is specified in the Type box since payable batches are being exported.
17. Click the browse button (...) beside the Account box to open the Account List page and then click the appropriate QuickBooks account under the QuickBooks GL Accounts placeholder to associate it to the purchase Tax.

    

    Note: The Accounts field is automatically updated.

18. Click Save to apply your changes. The taxes are mapped to the QuickBooks account.

Before exporting invoices to QuickBooks, verify that the sales taxes are mapped to the appropriate accounts in QuickBooks.

Note: A tax imported from QuickBooks should be selected to map the tax properly.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Work to expand the corresponding menu.
3. From the Work menu items, click Clients.
4. From the Clients list that displays, click the Name of the client you wish to access.
5. Expand the Financial menu item and click Invoice Options to open the Invoice Options page.
6. From the General tab, verify that the Sales Tax group associated to the Client is displayed in the Tax Group box.
7. Navigate to the Expense Invoicing tab and take note of the Sales Tax displayed under the Corresponding Taxes table.

   Note: When generating an Invoice with Billable Expense Entries that are also taxable, settings can be defined on the Expense Invoicing tab. To determine how taxes are viewed and handled, see Viewing the Invoice Summary and Exporting Invoices with Taxable Expenses.

8. Click Back link return to the Clients list.
9. From the Icon Bar click Setup .
10. From the Navigation Menu click Financial to expand the corresponding menu.
11. From the Financial menu items, click System.
12. Navigate to the Taxes tab.
13. Click a specific Tax to view the Detail on the right pane.

    Note: If there are two taxes with the same name listed, ensure that the tax of type Sales is selected.

14. Verify that Sales is specified in the Type box since the invoices or multi-client invoices are being exported.
15. Click the browse button (...) beside the Account box to open the Account List page and then click the appropriate QuickBooks account under the QuickBooks GL Accounts placeholder to associate it to the Sales Tax.

    

    Note: The Account field is automatically updated.

16. Click Save to apply your changes.

1. From the Icon Bar click Tools .
2. Click Export to expand the Export menu options.
3. Then click QuickBooks to open the Export page.
4. Click the Company browse button to select the Company.
5. Select the objects to export from the Export List Selection; for more information, see the Object Mapping Between QuickBooks desktop and PSA table.
   1. Select Clients map to QuickBooks Customers and click the corresponding Select button to select the Clients from the list, then click Back to return to the Export page.
   2. If required, select Projects map to QuickBooks Jobs.
      

      Caution: The selection of Projects map to QuickBooks Jobs option does not reset existing mapping. It is recommended not to change this setting after importing/exporting objects to/from QuickBooks. Please refer to the Scenario for more information.

      Note: The Jobs map to PSA Projects option must be selected (Setup > Financial > System > Accounting) to enable this feature. If Jobs map to PSA Projects option is unchecked, Projects map to QuickBooks Jobs will be disabled and unchecked.

      When selected:
      1. The system will get all Projects under the selected Clients and automatically export all Projects having no Integration IDs.
      2. For Projects with an Integration ID, if the:
         • Last Exported Date > Last Updated Date, then the project is not exported.
         • Last Exported Date ≤ Last Updated Date, then the project is exported.
      3. The following fields are exported:
         • Project is exported as Job
         • Client is exported as Customer (Parent)

      Scenario:

      If the option is un-selected: QuickBooks Customers are imported as PSA Clients. You have the option to create a PSA Project with the same name. QuickBooks Jobs are imported as PSA Clients. You have the option to create a PSA Project with the same name.

      If the option is selected: QuickBooks Customers are imported as PSA Clients and QuickBooks Jobs are imported as PSA Projects.

      Since the selection of this option does not reset existing mapping; if you switch between them after importing/exporting objects, then duplication of data will ensue.

   3. Select Work Types map to QuickBooks Products and Services (Income) and click the corresponding Select button to select the Work Types from the list, then click Back to return to the Export page.
   4. Select Expenses map to QuickBooks Products and Services (Expenses) and click the corresponding Select button to select the Expenses from the list, then click Back to return to the Export page.
   5. Select Charges and Products map to QuickBooks Products and Services (Other Expenses) and click the corresponding Select button to select the Charges from the list, then click Back to return to the Export page.
   6. Select Users and click the corresponding Select button to select the Users from the list, then click Back to return to the Export page. The Users can be exported as either employees or vendors:
      1. Select Map to QuickBooks Employees to export the users as Employees.
      2. Select Map to QuickBooks Vendors to export the users as Vendors.

      

6. Click the Export button to display the information of all exported objects, including the names and the total number of objects exported, as well as any warning or error messages encountered during the export process.

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Financial to expand the corresponding menu.
3. From the Financial menu items, click System.
4. Upon the Financial System page displaying, click the Accounting tab.
5. Ensure that QuickBooks desktop is chosen for the Accounting system.
6. Navigate to the Companies sub-tab.
7. Click Properties and then choose Class Mapping.
8. From the Invoice Class Mapping section, associate Expense with Task.
9. From the Expense Class Mapping section, associate Expense with Project.
10. Navigate to Financials > Invoice Manager > Invoices.
11. Search for the required Invoice and Export it to QuickBooks desktop. Note that the new Classes will be created successfully in QuickBooks desktop and they will be added to the Invoice.
12. Navigate to Financials > Expense Payable Manager.
13. Search for the required Expense Payable Batch and export it to QuickBooks desktop. Note that the new Classes will be created successfully in QuickBooks desktop and they will be added to the Expense Payable Batch.

Viewing Exported Object in QuickBooks desktop

Object	Navigation
To view Clients	Customers > Customer Center
To view Work Types	Lists > Item List
To view Expenses	Lists > Item List
To view Charges	Lists > Item List
To view Users *	To view Users exported as Employees: Employees > Employee Center To view Users exported as Vendors: Vendors > Vendor Center
* Users can be exported from PSA to QuickBooks desktop as either Employees or Vendors.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Expense Payable Manager.
3. Upon the Expense Payable Batches page displaying, click Create Batch. For further details refer to Creating a new Expense Payable Batch.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Expense Payable Manager.
3. Upon the Expense Payable Manager page displaying, click the Batch Number to open the Payable Batch page.
4. From the navigation menu, click Transactions to open the Financial Transactions page, which displays all financial transactions. The information displayed includes the account number, account name, debit, credit, currency type, date and reference.
5. Verify there is no account information on the Financial Transactions page displayed in red.

   Note: Account information appears in red font color if the accounts are not properly associated.

6. Click the Post/Unpost to open the Post Payable Batch dialog box.
7. Click the Calendar button beside the Post Date box to select a new date if the date is not correct.
8. Select a template from the Payable template list.

   

9. Click Preview to view the payable batch information (optional).

   

   Note: The Payment Overview section is read-only and displays the total of all expense and charge entries included in the Invoice.

10. Click the Export button to open the Payable Export to QuickBooks page that displays the status of the export process. Below are the settings the system will verify during the process:
    1. When the Task is related to a Client that was either imported into PSA or exported out to QuickBooks, the corresponding Customer:Job will display on the QuickBooks Bill.

       Example: In QuickBooks there is a Customer: "Smith, John" with an associated Job referred to as :"330 Main St". Then an Expense entry is created, In PSA , against a Task related to either a PSA client 'Smith, John' (QuickBooks Customer) or '330 Main St' (QuickBooks Job). When exporting this Expense entry, as part of a Payable Batch, to QuickBooks Bills, the related Customer:Job will appear on the bill as either ‘Smith, John' (if the Task only related to the Customer, or ‘Smith, John:330 Main St'.

    2. The QuickBooks Bill will not display a corresponding Customer:Job if, upon exporting Payable batches:
       1. The exported Payable batch does not contain an Expense Report with an entry related to QuickBooks Customer:Job.
       2. Is using summarized transactions.
       3. The Customer:Job does not exist on the Bill for QuickBooks desktop, therefore this function is disabled when exporting Payable Batches using QuickBooks desktop.
    3. Select Account whose account Type is other than "Accounts payable (A/P)"; for example select account that its account type is "Expense" and "Income".

       Note: Ensure to select the Account Type that is supported by QuickBooks desktop.

11. After the Payable batch is exported, the Payables Export to QuickBooks page indicates that the payables were successfully exported. If the export process fails, an error message indicates the problems and possible solutions.
12. Click the Back link to return to the Post Payable Batch page.
13. Click the Post link to post the Payable Batch (make all expense entries as paid off) and upon being prompted to confirm the posting of the payable batch, click either:
    1. Yes to proceed with the posting
    2. No to cancel the request.
14. Click the Preview link to open the Report Viewer page.
15. Click the Print link to print the report.
16. Click the Close link to return to the Post Payable Batch page.
17. Click the Back link to return to the Payable Batch page.
18. Click the Back link again to return to the Expense Payable Manager page.

    Note: For additional information on a batch, click the particular payable batch number from the list.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Invoice Manager.
3. Navigate to the Invoices tab.
4. Click an Invoice # to open the Invoice Edit page for the selected invoice.
5. Navigate to the Transactions tab, which displays all financial transactions. The information displayed includes the account number, account name, debit, credit, currency type, date and reference.

   Note: Debit and Credit amounts should balance to zero.

6. Verify there is no account information on the Financial Transactions page displayed in red and then click Back to return to the Invoice Edit page.

Note: Account information appears in red font color if the:

• Accounts are not properly associated
• Taxes are not associated to the Accounts

For more information, see Mapping Objects and Setting Up Taxes.

7. Click the Post/Unpost buttonto open the Post Invoice page.
8. Click the Calendar button beside the Post Date box to select a new date if the date is not correct.
9. Select a template from the Invoice template list and then click the Preview link to view the layout of the invoice report.

   Note: When downloading an Invoice Report in Excel, PDF, or Word format, the file name will follow the same naming convention defined for the Invoice File Name field, located within the Invoice tab of the Financial system setup page (Setup > Financial > System).

10. Click the Export button to open the Invoices Export to QuickBooks page that displays the status of the export process.

    Note:

    • The Payment Overview section is read-only and displays the total of all expense and charge entries included in the Invoice.
    • When downloading an Invoice Report in Excel, PDF, or Word format, the file name will follow the same naming convention defined for the Invoice File Name field, located within the Invoice tab of the Financial system setup page (Setup > Financial > System).
11. Upon successful export of the Invoice:
    1. The PSA Invoice Number appears in the QuickBooks Invoice Memo field of the QuickBooks desktop version.
    2. Specific information, including the average rate and number of hours/quantity, are mapped to QuickBooks as follows:

       Time	QB Invoice Rate: The average of all billable time/time charges appearing on the invoice per transaction. Example: On a time entry of 10 hours, wherein 8 hours are billing at 100$ and the remaining 2 hours are billing at 120$, therefore the average billing rate for this entry (transaction) will be (100$ + 120$)/2 = 110$ QB Invoice QTY: The sum of billable time/time charges appearing on the PSA invoice per transaction. Example: A 4 hour time entry on the same day as a 4 hour time charge, since these are considered 2 separate transactions, each of them would have a QB Invoice QTY of 4. QB Invoice Amount: This reflects each individual PSA transaction Credit amount, specifically Total Amount divided by Number of Hours. The QB Invoice Amount per transaction may not reflect the QB Invoice QTY multiplied by QB Invoice Rate since an average rate is used. Example: A specific time entry has 8 hours at 100$ and 2 hours at 120$, the QB Invoice QTY Rate would show 110$ (the average), but the QB Invoice Amount reflects the actual amount in PSA, therefore the calculation is: (8hrs X 100$) + (2hrs X 120$) = 1040$ divided by Number of Hours and, NOT 10hrs X 110$ = 1100$ divided by Number of Hours
       Expense	QB Invoice Rate: Left blank for each transaction. QB Invoice QTY: Always a value of 1. QB Invoice Amount: The amount of each PSA Expense Entry.
       Charge	QB Invoice Rate: Left blank for each transaction. QB Invoice QTY: Always a value of 1. QB Invoice Amount: The amount of each PSA Charge Entry.
       Product	QB Invoice Rate: This reflects the billing price, Product Unit Price Billing, of each billable Product that appears in the PSA Invoice, specifically the value under the Amount column within the Product tab. QB Invoice QTY: This reflects the number of billable Products, Product Items, of each billable Product that appears in the PSA Invoice, specifically the value under the # of items column within the Product tab. QB Invoice Amount: This reflects the total for each Product transaction, specifically the value under the Total column with the Product tab of the PSA Invoice.

    Note: The export of individual invoices is also performed from the Invoice Manager page by selecting the check box of an Invoice # and then clicking the Export button. After an invoice is exported, the Invoice Export to QuickBooks page indicates that the invoice was successfully exported. If the export process fails, an error message indicates the problems and possible solutions.

12. Click the Back link to return to the Invoice Edit page and then click Back again to return to the Invoice Manager page.
13. Select the check box for an Invoice # and click the Post button to post the invoice (marks all entries as billed).
14. Upon being prompted to confirm the posting of the invoice, click either:
    1. Yes to proceed with the posting.
    2. No to cancel.

The Invoice Summary tab displays an overview of the invoice information, including:

• Last invoice number.
• Last invoice date.
• Total amount of charges, items, expenses, taxes and services included in the invoice.
• Current invoice number.
• Start and end date of the period.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Invoice Manager.
3. Navigate to the Invoices tab.
4. Click an Invoice # to open the Invoice Edit page for the selected invoice.
5. Navigate to the Summary tab to display the invoice summary information for the selected invoice.

   Note: The information on the Invoice Summary page is read-only and cannot be modified.

When generating an invoice with billable expense items that are also taxable, there are three ways the taxes can be handled and viewed in an Invoice Summary.

Note: To handle and view the taxes as described in the procedure of setting up the invoice summary expense entry display options, the correspondence between the sales tax details used at Client level (Setup>Work>Clients>Client Edit>Invoice Options>Tax Group List) and purchase tax details used at Expense Entry level (Entries>Expense Report>Expense Report List>Expense Entry Edit) must be set.

To set up the invoice summary expense entry display options:

1. From the Icon Bar click Setup .
2. From the Navigation Menu click Work to expand the corresponding menu.
3. From the Work menu items, click Clients.
4. From the Clients list that displays, click the Name of the client you wish to access.
5. From the client Settings side navigation, Invoice Options and then navigate to the Expense Invoicing sub-tab to determine how the billable expense items that are taxable are displayed on the Invoice Summary page.
   1. Select the Exclude From Invoice check box located within the Corresponding Tax section to not calculate the related taxes incurred from the taxable expense entry and to only display the expense entry’s Net Amount in the Expenses box of the Invoice Summary page.
   2. Select the Include in Amount check box located within the Corresponding Tax section to calculate the Gross Amount of the expense entry and display the expense entry’s Net + Tax total in the Expenses box of the Invoice Summary page.
   3. If both the Exclude From Invoice and the Include in Amount check boxes are cleared for the related Tax(s), then the Expense Entry amount and the Expense Entry Tax Amount appear in the Expenses and Total taxes boxes of the Invoice Summary page respectively.

   

   Note: When the Apply Client Tax Group when invoicing Expenses check box is selected in the Internal Expense Invoicing Options section, then the Tax Group for the Client is not calculated at the Expense level but rather on the Client level. The Apply Client Tax Group when invoicing Expenses check box can be selected by clicking Setup > Work > Clients to open the Client Edit page and then clicking the Invoice Options tab to display the Default Settings subtab.

6. Click Save to apply your changes.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Invoice Manager.
3. Navigate to the Batches tab.
4. From the Batches tab, click the expand button located against the required batch to expand the row and view the associated Invoices.
5. From the expanded row click the Invoice # to access the Invoice Edit page.
6. Navigate to the Transactions tab, which displays all financial transactions. The information displayed includes the account number, account name, debit, credit, currency type, date and reference.
7. Verify there is no account information on the Financial Transactions page displayed in red and then click the Back link to return to the Multi Client Invoice Manager Edit page.

Note: Account information appears in red font color if the:

• Accounts are not properly associated
• Taxes are not associated to the accounts

For more information, see Mapping Objects and Setting Up Taxes.

8. Click Back again to return to the Batches tab.
9. Repeat steps 4-7 for each of the associated invoices for each invoice batch you wish to export.
10. Then select the check boxes of the Batches to export.
    1. The PSA Invoice Number appears in the QuickBooks Invoice Memo field of the QuickBooks desktop version.
    2. Specific information, including the average rate and number of hours/quantity, are mapped to QuickBooks as follows:

       Time	QB Invoice Rate: The average of all billable time/time charges appearing on the invoice per transaction. Example: On a time entry of 10 hours, wherein 8 hours are billing at 100$ and the remaining 2 hours are billing at 120$, therefore the average billing rate for this entry (transaction) will be (100$ + 120$)/2 = 110$ QB Invoice QTY: The sum of billable time/time charges appearing on the PSA invoice per transaction. Example: A 4 hour time entry on the same day as a 4 hour time charge, since these are considered 2 separate transactions, each of them would have a QB Invoice QTY of 4. QB Invoice Amount: This reflects each individual PSA transaction Credit amount, specifically Total Amount divided by Number of Hours. The QB Invoice Amount per transaction may not reflect the QB Invoice QTY multiplied by QB Invoice Rate since an average rate is used. Example: A specific time entry has 8 hours at 100$ and 2 hours at 120$, the QB Invoice QTY Rate would show 110$ (the average), but the QB Invoice Amount reflects the actual amount in PSA, therefore the calculation is: (8hrs X 100$) + (2hrs X 120$) = 1040$ divided by Number of Hours and, NOT 10hrs X 110$ = 1100$ divided by Number of Hours
       Expense	QB Invoice Rate: Left blank for each transaction. QB Invoice QTY: Always a value of 1. QB Invoice Amount: The amount of each PSA Expense Entry.
       Charge	QB Invoice Rate: Left blank for each transaction. QB Invoice QTY: Always a value of 1. QB Invoice Amount: The amount of each PSA Charge Entry.
       Product	QB Invoice Rate: This reflects the billing price, Product Unit Price Billing, of each billable Product that appears in the PSA Invoice, specifically the value under the Amount column within the Product tab. QB Invoice QTY: This reflects the number of billable Products, Product Items, of each billable Product that appears in the PSA Invoice, specifically the value under the # of items column within the Product tab. QB Invoice Amount: This reflects the total for each Product transaction, specifically the value under the Total column with the Product tab of the PSA Invoice.

11. Click Back to return to the Batches tab and then select the check boxes of the batches to post.
12. Click the Post button to post the multi-client invoice (makes all entries included in the invoice as billed).
13. Upon being prompted to confirm the posting of the Invoice Batches, click either:
    1. Yes to proceed with the posting.
    2. No to cancel the request and return to the Invoice Manager page.
14. Click the Back link to return to the Batches tab.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Payroll Manager.
3. Click Create Batch and access the Payroll Batch page.
4. Click the Browse icon to the right of the Companies box to access the Multi-Company Selection page where you can select the company(ies) for which the payroll batches are to be processed. The company concept filters the list of users associated to the selected companies. Companies can be associated to users and sites from the User Edit and Site Edit pages respectively.

   Note: When generating a payroll batch, select the Company for which the payroll batches are being processed to ensure that only the users associated with the selected company are displayed.

5. Select the Companies from the available items list on the left.
   1. When a single Company is selected upon clicking the Create Batch(es) button a Payroll is created for this single selected company and opened in edit mode.
   2. When multiple Companies are selected upon clicking the Create Batch(es) button a Payroll is generated for each selected company and you are redirected to the Payroll Manager page where you can select and process/edit the individual Payroll Batches as necessary.

      Tip: You may wish to narrow your available Company list. Select either Name or Id from the available search criteria and then enter a corresponding value in the Search box. Click the search icon to narrow down the available items list.

6. Click the arrow button to add them to the selected items list on the right.

   Note: During the payroll generation process, once a Company is selected, the system displays only those users associated with the selected Company.

   • If the selected Company is not associated with the User, then the system validates the Site.
   • If the companies match, then the payroll for all users associated with that Site is processed.
   • If no Users and Sites are associated with the selected Company, and if the selected Company is the Default Company (set under Setup > Financial > Defaults tab), then all other users in the application are processed in the Payroll Batch.
7. Click the Back button to return to the Create Payroll Batch page.
8. Select the payroll interval by selecting the Start and End Dates.
   1. Enter or select the Start Date of your Payroll Batch.
   2. Enter or select the End Date of your Payroll Batch.
9. In the Payroll options section, select any of the desired options:
   1. Include Payable time
   2. Include Payable Money Charges
10. Click Create Batch(es). Note that the Users, Timesheets, Time, Charges, Overview, Pay Codes and Payroll History links are now available from the navigation.

    Note: When multiple Companies are selected upon clicking the Create Batch(es) button a Payroll is generated for each selected company and you are redirected to the Payroll Manager page where you can select and process/edit the individual Payroll Batches as necessary.

1. From the Icon Bar click Financial .
2. From the Navigation Menu click Payroll Manager.

   Note: You cannot post a payroll batch until all time entries in the batch interval are marked as approved.

3. Click the Batch Number of the payroll that will be posted to open the Payroll Batch page.

   Note: The option Include payable Money Charges is disabled if the Payroll System is set to Internal system.

4. Click the Pay Codes menu item to view the payroll transaction information, such as the user names, pay codes, time entries, and amounts.
5. Click the Post button to open the Post Payroll Batch dialog box.
6. Click the Calendar button beside the Post Date box to select a new date, if the date is not correct.
7. Select a template from the Payroll Template list and then click the Preview link to view the layout of the payroll batch information (optional).

   Note: The Overview section is read-only and displays the total of all expense and money charge entries included in the payroll batch.

8. Click the Export button to open the Payroll Export to QuickBooks page that displays the status of the export process.

   Note: The PSA system does calculate the cost amount of the payroll batch, but the integration simply sends the hours as QuickBooks independently performs the calculation for the amount. Therefore, for payroll purposes, it is important that the cost rules set up in PSA also be set up in QuickBooks.

   The integration is structured as such in recognition of any applicable laws and/or exceptions QuickBooks may have; consequently, this is to:

   1. Ensure that the integrity of payroll data, held in QuickBooks, is maintained.
   2. Prevent any undesirable effect of values being altered by not sending PSA’ calculated amounts.
9. When exporting payroll to QuickBooks Weekly Timesheet the following three things occur:
   1. Each unique payable time/time charge entry, included in a Payroll and exported to QuickBooks, appears as a separate line item on the QuickBooks Timesheet.
      1. A unique time/time charge refers to any payable entry that is:
         • Not against the same task as another time/time charge entry.
         • Against the same task but does not have the same billable attribute value.
      2. Non-unique entries are combined and appear on one line within the QuickBooks Timesheet.
   2. The billable/non-billable status of each time/time charge entry is reflected in the QuickBooks Timesheet.
   3. The note(s) for a time/time charge entry appears under the Notes column of the QuickBooks Timesheet with the following parameters:
      1. The length limit is 1000 characters; therefore any PSA time/time charge entry note with more than 1000 characters is truncated.
      2. Text wrapping depends on the QuickBooks Timesheet Wrap text in Notes field option.
      3. A unique time/time charge entry with more than one note appears with each note seperated by double pipes, specifically [Space] double pipes(||) [Space] (||)

         Note: Non-payable and negative time/time charge entries are not exported to QuickBooks Timesheets.

10. After the payroll batch is exported, the Payables Export to QuickBooks page indicates that the payables were successfully exported. If the export process fails, an error message specifies the problems with possible solutions.

11. Click Back to return to the Post Payroll Batch dialog box.

12. Click Post to post the Payroll Batch (mark all time entries as paid).

    A Payroll Batch can only be posted once all periods within the batch interval are marked as closed.

    • When attempting to post a Payroll Batch that included Time Entries from open periods, the system displays the following message: The Payroll cannot be posted until all periods within the Batch interval are marked as closed.
    • When Do not allow Payable batch to be posted if there are open Expense Reports in the batch interval option located on the Payable Setup page (Setup > Expense > System) is enabled, the system will automatically check for any open Expense Reports within the Expense Payable Batch interval during the posting process. If any Expense Reports remain unclosed, an error message will appear, stating: The Payable Batch cannot be posted until all periods within the Batch interval are marked as closed.
13. A prompt displays requesting confirmation of posting the payroll batch, click either:
    1. Yes, to proceed with the posting.
    2. No to cancel.
14. Click the close button to return to the Payroll Batch page.
15. Then click Back to return to the Payroll Manager page.