QuickBooks: Complete Setup Guide (JAMS v19)

This guide takes you through connecting your JAMS system to QuickBooks Online, from first connection to raising your first invoice. It is written for JAMS version 19.

What the QuickBooks link does

• Links your JAMS organisations to existing customers in QuickBooks, or creates new QuickBooks customers from JAMS.
• Posts invoices and credit notes from JAMS into QuickBooks.
• Brings QuickBooks payments, account balances and customer notes back into JAMS automatically.

Before you start

You will need:

1. A JAMS login with access to Users & Settings. If you don't have one, ask your JAMS administrator, or email support@junari.com.
2. A QuickBooks Online login with Admin access (access to QuickBooks Settings). The person who owns the QuickBooks account always has this.
3. The QuickBooks link switched on in your JAMS. If you can't see the "JAMS to QuickBooks Link" tab described in step 1, email support@junari.com and we'll switch it on for you.

Step 1: Connect JAMS to QuickBooks

1. In JAMS, go to Users & Settings > Settings > Companies and open your organisation.
2. Click the JAMS to QuickBooks Link tab.
3. Click Connect to QuickBooks.
4. Sign in to QuickBooks with your Admin login. If QuickBooks asks you to choose a company, pick the one JAMS should post to. If it asks you to authorise the Junari app, click to allow it.
5. When QuickBooks says the connection is complete, close that browser tab, go back to the company page in JAMS and refresh your browser (F5, or Cmd+R on a Mac).
6. The tab now shows your QB Company Name and the QuickBooks Data Synchronisation section. Click Test Connection to check: you should see "Connection Test Succeeded".

Step 2: Choose who numbers your invoices

On the same tab, the Use QuickBooks Document Numbers box decides where invoice and credit note numbers come from.

• Ticked (the default): QuickBooks gives each invoice and credit note its next number. You must also switch off custom numbers in QuickBooks: in QuickBooks click the cog (Settings) > Account and settings > Sales, and switch off Custom transaction numbers. Click Save, then Done.
• Not ticked: JAMS numbers the documents and sends those numbers to QuickBooks.

In Run Background Sync As, pick the JAMS user (normally yourself) whose access is used for the automatic syncs. Then click Save (the cloud icon at the top of the page).

Step 3: Load your QuickBooks data into JAMS

1. On the JAMS to QuickBooks Link tab, click Manually Sync All Data Now. This loads your QuickBooks customers and balances, products and services, and tax codes.
2. Each section (Customers & Account Balances, Products & Services, Tax Codes) shows a Last Sync Completed date when it has finished. You can re-run a single section with its own Manually Sync Now button.
3. After this, JAMS keeps the data up to date automatically. To see when, click View Automatic Sync Schedule ....

Step 4: Link your existing QuickBooks customers to JAMS

Not Yet Linked to JAMS Contacts shows how many QuickBooks customers are not matched to an organisation in JAMS yet.

1. Click Link Customers ... to match them in bulk.
2. To link one organisation at a time, open it from Contacts, click the Sales, Purchases & Accounts tab and, under QuickBooks Link, choose it in the QuickBooks Customer field. Save.
3. If an organisation isn't in QuickBooks yet, click Create QuickBooks Customer in the same place instead.

Step 5: Give your team access

Only users you allow can see QuickBooks information or post to QuickBooks.

1. Go to Users & Settings > Users and open the user.
2. Under QuickBooks, set:
   • QuickBooks customers: "View Customers" to see the link and balance, or "View & Create Customers" to also create QuickBooks customers.
   • QuickBooks invoices: "Can Create QuickBooks Invoices" to post invoices.
   • QuickBooks credit notes: "Can Create QuickBooks Credit Notes" to post credit notes.
3. Click Save. The user may need to refresh their browser to see the change.

Everyday use

• Raising an invoice: create the invoice in JAMS for an organisation that is linked to QuickBooks, then click Post to QuickBooks at the top of the invoice. The invoice is created in QuickBooks, numbered as set in step 2.
• Credit notes: on the credit note, click Post Credit Note to QuickBooks.
• Payments: record payments in QuickBooks as usual. JAMS brings them back on the next automatic sync, so you can see in JAMS which invoices have been paid.
• Balances: on an organisation's Sales, Purchases & Accounts tab you'll see its QuickBooks balance. Click Refresh QuickBooks Balance & Status to update it straight away.

If something isn't working

• Click Test Connection on the JAMS to QuickBooks Link tab. If it fails, click Disconnect from QuickBooks, then repeat step 1.
• For anything else, email support@junari.com with the invoice or organisation name and a screenshot of the message you see.