How To: Carry Out the Initial Setup in Quickbooks

Table Of Contents

A QuickBooks account is missing from the mapping list
The QuickBooks Integration allows you to export accounting information from Khaos Control directly into your QuickBooks account.
This article explains the initial setup process, including connecting to QuickBooks, downloading account information and applying the default account mappings.

Before You Begin

Before setting up the integration, make sure the following requirements are met:
  1. Log in to your Live Khaos Control database when configuring the integration.
  2. Create a Stock Adjust nominal account in QuickBooks.
    Recommended settings:
    • Account Type: Direct Costs
    • VAT: Zero VAT
    This account is required for the Stock Adjust account mapping.
  3. Ensure a Sales Delivery nominal account exists in QuickBooks.
    Recommended settings:
    • Account Type: Revenue
    • VAT applicable
    This account will be mapped to the Sales Delivery nominal in Khaos Control.
  4. Ensure a Purchase Delivery nominal account exists in QuickBooks.
    Recommended settings:
    • Account Type: Expense
    • VAT applicable
    This account will be mapped to the Purchase Delivery nominal in Khaos Control.
  5. Ensure a stock item with the stock code PDELIVERY exists in QuickBooks and is mapped to the Purchase Delivery nominal account created in the previous step.

Initial Setup

The first-time setup process consists of three stages:
  1. Enable the QuickBooks Integration.
  2. Connect Khaos Control to QuickBooks.
  3. Retrieve account information and apply the default mappings.

Enable the QuickBooks Integration

  1. Open [ System Operations | Edit System Values | Accounts - General ].
  2. Tick the Accounts Integration checkbox.
  3. Save your changes if prompted.
The integration is now enabled and ready to connect to QuickBooks.

Connect to Your QuickBooks Account

Once the integration has been enabled, connect Khaos Control to your QuickBooks account.
  1. Open an Accounts screen (show me how).
  2. Press F9 or click the drop-down arrow beside the toolbar button to open the Other Actions menu.
  3. Select QuickBooks Integration from the Other Actions Menu.
  4. Click Actions and select [ Connection ] Connect.
    Note: Khaos Control will open the QuickBooks website in your web browser and attempt to establish a connection.
  5. Sign in to your QuickBooks account when prompted.
  6. Follow any authorisation steps required by QuickBooks to grant access.
Once completed, Khaos Control will be connected to your QuickBooks account.

Retrieve Nominal Accounts from QuickBooks

The next step is to download your QuickBooks account information.
  1. Open an Accounts screen (show me how).
  2. Press F9 or click the drop-down arrow beside the toolbar button to open the Other Actions menu.
  3. Select QuickBooks Integration from the Other Actions Menu.
  4. Click Actions and select [ Setup ] Get Nominal and Tax Accounts.

What This Does

This process imports the list of nominal accounts and tax codes from QuickBooks so they can be used for account mapping within Khaos Control.

Important Notes

  • This process does not create QuickBooks nominal accounts in Khaos Control.
  • Any nominal accounts you wish to map must already exist in Khaos Control.
  • If you add new nominal accounts in QuickBooks later, repeat this process to refresh the list available for mapping.

Apply the Default Setup

Once the QuickBooks accounts have been retrieved, apply the default account mappings.
If you have not already created a Stock Adjust account in QuickBooks, create it first and run Get Nominal and Tax Accounts again before continuing.
  1. Open an Accounts screen (show me how).
  2. Press F9 or click the drop-down arrow beside the toolbar button to open the Other Actions menu.
  3. Select QuickBooks Integration from the Other Actions Menu.
  4. Click Actions and select [ Connection/Setup ] Apply Default Setup.
  5. Confirm the prompt when prompted.

What the Default Setup Maps

The default setup automatically maps a number of commonly used nominal accounts.
This includes:
  • Stock
  • Stock - COS
  • Nominal Defaults
The process searches QuickBooks for specific account names and maps them automatically where possible.
The following account names are expected to exist in QuickBooks:
QuickBooks Account Name
Inventory
Cost of Goods Sold
Stock Adjustment
Sales
General Expenses
Important: If any of these account names have been renamed in QuickBooks, some mappings may not be created automatically and may need to be configured manually.

Changing Default Account Mappings

If your business uses different nominal accounts from those selected by the default setup, you can update the mappings manually.
  1. Open the QuickBooks Integration screen.
  2. Press Alt+E or click Edit.
  3. Locate the nominal default you want to update.
  4. Select the drop-down list next to the account.
  5. Choose the required QuickBooks nominal account.
  6. Repeat for any other defaults you want to change.
  7. Press Ctrl+S or click Save.
Your updated mappings will now be used when exporting data to QuickBooks.

Troubleshooting

A QuickBooks account is missing from the mapping list

Run [ Setup ] Get Nominal and Tax Accounts again to refresh the account list.
If the account still does not appear:
  • Confirm it exists in QuickBooks.
  • Confirm the account is active.
  • Check that your QuickBooks connection is still authorised.

Default mappings were not created

The automatic setup relies on specific QuickBooks account names.
If the expected account names have been changed, create the mappings manually using the QuickBooks Integration screen.


See Also


Did you find this article helpful?