Before Connecting to QuickBooks

System Requirements

In order to use the QuickBooks Connection feature, you must be using QuickBooks Pro 2004 or later. This must be installed and running on the machine you wish to use, along with the Rosemark Scheduling System™.

You must also notify Shoshana Technologies that you wish to begin using it. There is no extra charge: we just want to make sure that you get the help you need getting to know and properly use this powerful data bridge.

In order to connect to QuickBooks, you must first download an additional QuickBooks program that provides the additional connection functionality. You can do this by going to the Downloads page on the Shoshana Technologies website and clicking on QuickBooks Connector Installer. Once you have downloaded the file, run it to install the program. Here is a direct link to the QuickBooks Connection Installer.

Preparation for Using the QuickBooks Connection

There are some steps to take before the first time you connect to QuickBooks from Rosemark Scheduling System™. First, you must setup matching accounts in both places.

QuickBooks Accounts

There are two types of account that can be used for payroll: Expense and Cost of Goods Sold. For billing, the type must be Income.

Both the name and type of account used must be identical in both systems in order for Rosemark to find and properly communicate with QuickBooks data. If you aren’t sure how to setup your Accounts, go to the section entitled Accounts.

Pay/Bill Codes

Pay/Bill Codes in Rosemark have Pay Rates, which correspond with Payroll Wage Items in QuickBooks. These determine the level at which a Caregiver is paid for a particular Shift.

Similarly, Pay/Bill Codes in Rosemark have Bill Rates, which correspond to Service Items in QuickBooks. These determine the level at which a Customer is billed for a particular Shift.

To setup Pay/Bill Codes, click on File, Configuration, and select Pay/Bill Codes. For more detail on setting up your Pay/Bill Codes, see the section entitled Pay/Bill Codes.

Pay and Bill Rate Changes

Rosemark keeps a history of changes in Pay Rates, but QuickBooks keeps only the "current" rate for each Payroll Wage Item (likewise with Bill Rates and Service Items). This is significant when you are dealing with a situation where rates have changed but some "straggler" Shifts have not been paid during the normal pay cycle. If rates have changed in the interim, you may need to re-visit these Shifts in QuickBooks and set them back to the old rates before proceeding with payroll or billing.