This article describes the process for posting selected deposits from Neos to QuickBooks.
To send deposit requests from the QB Integrator to QuickBooks SDK:
On the Deposits tab in the QuickBooks Integrator, select the desired deposit(s) and click the Post to QuickBooks button.
NOTE: Credit and Debit accounts will be automatically selected in the QB Integrator after the first check request has been posted to QuickBooks and additional check requests contain the same Value Code.
You can choose the order in which check requests are posted to QuickBooks. Use the dropdown to select by Amount, Case #, Credit Account, Debit Account, Memo, Payee, Party, Req Date, Staff Name, or Value Code. The selected order can be seen from reports in QuickBooks. Click the Yes button to post the selected deposit requests to your firm's QuickBooks.
NOTE: The Credit and/or Debit Accounts must be selected prior to posting Deposit requests to QuickBooks. Make sure you have selected the correct account for your firm from QuickBooks SDK, otherwise, you may receive an error message similar to the following when posting the request. Refer to QuickBooks status code messages for more information (scroll to status codes in the 3,000 range).
a. Click into the missing Debit or Credit Account field and click the three dots button.
b. In the following window, choose your firm's QuickBooks account and click the Select button.
3. When the account is manually selected in the Integrator, choose if you also want to change the Credit/Debit accounts for all requests that use this Value Code.
When Yes is clicked, the current request will show the manually selected account. After that request is posted to QuickBooks, the other requests currently in the integrator with the same Value Code will now display the manually selected account.
When No is clicked, only the single request will show the manually selected account.
4. The Neos QuickBooks Integrator checks for existing name links in QuickBooks before transactions are posted.
If the name link exists (matched Provider with same Neos ID), the request will post to that Vendor in QuickBooks.
If the name link does not exist but the Vendor name exists in QuickBooks, the following prompt will display.
• Link to existing – The selected request(s) will be posted in QuickBooks using the existing vendor with the matched name.
NOTE: A QuickBooks vendor or customer can be linked to more than one Party or Provider in Neos. If multiple names are linked to the same Vendor or Customer, the check request will post using the most recently linked name.
• Add New – The selected request(s) will be posted in QuickBooks to a new vendor with the same name but with a unique name ID. The name ID will be appended to the new vendor in QuickBooks.
The assigned Vendor and Customer must be "active" inside QuickBooks. If the Customer or Vendor is inactive the following error message will display when choosing to NOT create a new vendor or link to existing.
5. A success message will display when complete.
NOTE: QuickBooks limits the number of characters for various fields, including Vendor and Customer. Refer to this QuickBooksHelp article for character limits to avoid errors when posting requests.
6. If there is a problem, an error will be displayed in the Status column or a warning window. For example, the following error means that the Name Link has not been established between the Party and Customer. To correct this issue, click the Names tab and select the Add New Name Link button. Follow the Linking Names article to create the link.
7. The posted transactions will be automatically removed from the queue. Click the Refresh button to insert any new Deposit requests.
8. Go to QuickBooks and open the new deposit request by clicking Record Deposits and clicking the Previous button to locate the posted transaction from the QB Integrator.
9. Enter the check number, if desired, into the Chk No. field and click Save & Close to record changes. If "Use account numbers" is enabled in Preferences > Accounting > Company Preferences, the account number will display in the related fields in QuickBooks.
10. If any changes have been made, click Yes to record the transaction.
The Memo field is added to the printed deposit, containing data from the Memo field of the Value item in Neos and includes Case # / Party Full Name. If your firm uses Alt Case #1 or Alt Case #2 as their Default Case Number, the Alt Case # from this Case will display instead of the Neos Case #.
Modifications to deposits, such as Void, Delete, or Check Numbers do not sync back to Neos.
