In order to exchange information between Neos and QuickBooks SDK, Parties and Providers in Neos need to be linked to Customers and Vendors in QuickBooks.
If a name is not found in QuickBooks when searching in the Integrator, you can add Customers and Vendors to QuickBooks in the following ways:
Add the Customer/Vendor manually in QuickBooks and then use the Integrator to link it.
If the name already exists as a Party or Provider in Neos, when posting a check or deposit request for that Customer/Vendor from the Integrator, it will automatically be created and linked in QuickBooks.
Add a new Party or Provider in Neos, and it will send it automatically to the Integrator when you click Save, where the name link can be manually created.
This article details how to manually create a new name link or update an existing link. This updated process replaces the Names Tab/queue.
NOTE: A user must have Enabled, Add and/or Modify permissions to Accounting > Name Links in Neos.
Click the Add New Name/Link button on the QuickBooks Integrator main screen to create or update a name link. A name must already exist in QuickBooks and Neos to create or update the link. [screenshot]
Add New Link
To create a name link:
Select the Search Type dropdown to search by Name or Case.
Enter a fragment of the desired name and click the Search button. The matching names in Neos will display below.
Select the name you want to link and click the Add button in the Add Link column. This will create a new name link. The "Link" button will link this name to an existing name in QuickBooks.
NOTE: QuickBooks must be open to link names between Neos and QuickBooks.
The Creation Detail window will display with the following fields:
Id – Displays the name ID from Neos. This field cannot be changed.
Type – If the name is used as a Party, it will default to Customer. If the name is used as a Provider, it will default to a Vendor. If the name is used as both a Customer and Vendor in QuickBooks, you may choose the name link type, otherwise, this field cannot be changed.
Full Name - Displays the name from Neos and cannot be changed.
Select Case from Neos – If the name is a Customer, select the Case for the Party/Provider. This field is not required.
5. Click the Save button to create the new name link. The name's default address from Neos will be added to the Bill To and Ship To fields in QuickBooks. Their default phone number and default email will also be added to the Main Phone and Main Emails fields.
6. The Creation Detail window will close, showing a View Link option within the Names Link to QuickBooks Customer/Vendors window.
Update Name Link
When a name has already been linked, you can view the link and make updates as needed.
To update a link:
Locate the desired name and select the View Link button.
The Link Detail window will display with the default Neos Id, current Link Type, Sync Options, and QuickBooks Full Name. All fields can be updated, except for the Names Id, which comes from Neos.
Link Type – When changed, the name will be present in the Customer Center or Vendor Center in QuickBooks SDK.
Sync Option – "Link Only" will update the link, e.g., the Neos Name was linked to the wrong QuickBooks Name. "Link & Update" will update both the name and address from Neos to QuickBooks.
3. Locate the correct name in QuickBooks by entering a fragment of the desired name in the QuickBooks Full Name field and click the Search button. Leave the field blank to Search for all names in your QuickBooks Company. The matching names in QuickBooks will display in the Search window.
4. Select the name and click the Select button.
5. The QuickBooks Full Name field will be populated with the name as it appears in QuickBooks.
6. Click one of the following buttons:
Update Link will refresh or create the link with the currently selected Sync options.
Unlink will remove an unwanted existing link. Refer to Removing a Name Link for more details.
7. When the Update Link button is clicked after the initial link, you will see the following messages:
8. The Link Detail window will close, showing a View Link option within the Names Link to QuickBooks Customer/Vendors window.