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Connecting with QuickBooks involves getting two completely separate systems (Rosemark and QuickBooks) to communicate properly and agree with each other. While it can greatly streamline office operations, it can be somewhat daunting to setup initially. We recommending starting by reading as much of the QuickBooks Connection section of the User's Guide as you can, especially Before Connecting to QuickBooks. If there are parts that you don't understand, don't worry about it. We will walk you through actually connecting with QuickBooks, but doing some homework ahead of time will help.
Here we provide a set of checklists to simplify the setup process. The first list applies to all uses of the QuickBooks Connection. The others may be optional, depending on what you want to accomplish.
All Uses
| • | Inform Shoshana that you wish to begin using the QuickBooks Connection, so we can enable that function for you. We can also answer questions and help you understand the components of this process. 734-662-3537 |
| • | Ensure that you have setup and are using Service Types for all active Services. |
Payroll only
In Rosemark
| • | In File, Configuration, Accounts, fill in the Account that is used for Payroll. The name must match what is in QuickBooks exactly. See Accounts. |
| • | In File, Configuration, Pay/Bill Codes, be sure you have a set of Pay/Bill Codes listed. If not, add a new set. The date should be on or before the date of the earliest shift you want to produce paychecks for. For more detail on setting up your Pay/Bill Codes, see the section entitled Pay/Bill Codes. |
| • | Decide whether you want Social Security numbers, Hire Dates and/or Birth Dates to be synced (we will set those options for you) |
NOTE: if you want information about the Client, Service and Service Item on each Shift to be included, you must also complete the steps for doing Billing, shown below
In QuickBooks
| • | Ensure that you have enabled Time Tracking. You can find this setting under Edit, Preferences, Time Tracking, Company Preferences. |
| • | Go through your Employee List and ensure that each active Employee's name matches what you have in Rosemark (Jane Doe is NOT the same as Jane Q. Doe). |
Billing only
In Rosemark
| • | In File, Configuration, Accounts, fill in the Account that is used for processing payments from your customers. The name must match what is in QuickBooks exactly. See Accounts. |
| • | In File, Configuration, Pay/Bill Codes, be sure you have a set of Pay/Bill Codes listed. If not, add a new set. The date should be on or before the date of the earliest shift you want to produce Invoices for. For more detail on setting up your Pay/Bill Codes, see the section entitled Pay/Bill Codes. |
| • | Ensure that each active Service has a Payment Obligation with a Customer (it is that Customer that will connect to the Customer in QuickBooks). |
| • | Ensure that each Payment Obligation has a Bill Rate. If you set the default in the Pay/Bill Codes, that will flow through to each corresponding Payment Obligation. Rates that are not the same as the default need to be set on the Payment Obligation directly. |
In QuickBooks
| • | Go through your Customer List and ensure that each Customer:Job has firstName/lastName (NOT just the Customer Name) and that each active Customer's name matches the Customer you have in Rosemark (Jane Doe is NOT the same as Jane Q. Doe).
THIS IS NOT ALWAYS OBVIOUS! The part that must match is the First Name, Middle Initial and Last Name, found in the Address Info tab when you are editing the Customer. This is not necessarily the same thing as the Customer Name field that is in the list. |
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