This article describes the process for posting selected checks from Neos to QuickBooks.
To send the check requests from the QB Integrator to QuickBooks SDK:
On the Checks tab in the QuickBooks Integrator, select the desired check(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 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.
When multiple requests have been selected, you have the option to override all accounts and write one check per payee (Checks only).
Click the Override all accounts checkbox to specify the Credit and/or Debit accounts for all selected transactions. This option is deselected by default. Use the 3-dot button to open the Search QuickBooks Accounts window.
Click the checkbox for Write one Check per payee to combine the selected values of the same payee into one check in QuickBooks. This option is selected by default. Click the Yes button to confirm your selection or click the No button to cancel the post to QuickBooks process.
NOTE: Both Credit and Debit Accounts must be selected prior to posting Check requests to QuickBooks.
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.
c. 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).
6. 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.
7. 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.
8. A success message will display when complete. If there is a problem, an error will be displayed in the Status column.
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.
If the posted check request(s) reappear in the Integrator after clicking Refresh, uninstall your current Neos QuickBooks Integrator and reinstall with the latest version. You should also redo the certificate, which connects Neos to QuickBooks – refer to Connecting the Neos QuickBooks Integrator.
If the posted check request(s) still displays in the Integrator after the above steps, it is recommended that the check request(s) be deleted from the Integrator. Then, return to the transaction detail on the Value item in Neos and add it again but without requesting a check. This process will ensure that the transaction in Neos reflects the check that has already been posted in QuickBooks. Check numbers, however, will need to be manually added to the transaction in Neos, if it is recreated.
9. The posted transactions will be automatically removed from the queue. Click the Refresh button to insert any new Check requests.
10. Go to QuickBooks and open the new check request from the check register or from the transactions in the Vendor record. The Job Number displays next to the Customer, e.g., "206648 / Summers, R.N., Ms. Jessica" in QuickBooks.
NOTE: If "Use account numbers" is enabled in Preferences > Accounting > Company Preferences, the account number will display in the related fields in QuickBooks.
11. Checks that need to be printed will display "To Print" in the Number column. By default, the Print Later checkbox will be selected within the Write Checks window. Unselect this checkbox and click Print. Make sure you click Yes to record your changes.
12. Assign the Printed Check Number and click OK.
13. After the check is printed, click Save & Close to record changes.
The Memo field is added to the printed check, containing data from the Memo field of the Value item in Neos, Case #, and 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 #.
Shown as:
"[Value Memo] / [Case #] / [Party Name]"
See the example below from a different check.
The printed Check # will populate the Reference field of the transaction in the Value item from which the request originated. If the option to write one check per payee was selected, a Value Transaction with the combined total is added to the Value item.
NOTE: The Auto Run sync setting in the QB Integrator is set to every 30 minutes by default but can be changed to every 1 minute for testing purposes to quickly see the check number displayed in Neos. If this field is cleared, "0 minutes" will display, which will NOT sync check numbers back to Neos.
If the check requested is voided in the QB Integrator, "VOID" will be appended to the assigned check number in the Reference field and clear the Amount, Paid By, and Paid To fields of the Value item transaction. Neos will delete the DTF item that was created as a result of the check request.
If the check requested is deleted in the QB Integrator using the trash can icon, "DELETED" will be appended in the Reference field and clear the Amount, Paid By, and Paid To fields of the Value item transaction. Neos will delete the DTF item that was created as a result of the check request. Confirm your selection by clicking the Yes button.
