How do I sync my transactions with Quickbooks Desktop?

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Updated On   
Mon
19 Oct
2020
6:21 pm

Syncing with QuickBooks Desktop version 2019+

If this is available with your paid plan of Enrollsy and your user role has the required permissions to perform this action, follow the steps below to get started!

STEP 1: Pre-Implementation training meeting step

Before we meet, please make sure you have a few things in order.

  • "Chart of Accounts": We need to know what account names you have in your company file in order to set your integration up correctly. From your QuickBooks Desktop company file, export your list of "Chart of Accounts" and send it to support@enrollsy.com. See steps below to learn how.
  1. Open the QB company file.
  2. Choose File from the taskbar.
  3. Go to Utilities and choose Export.
  4. Then, select Lists to IIF Files.
  5. A list will appear on your screen.
  6. Choose Chart of Accounts option.
  7. Saves as dialog box will appear.
  8. Save the file by selecting the location from the drop-down list.
STEP 2: Implementation training meeting

Click here to schedule a meeting with us

STEP 3: Getting ready for your first sync
  • QuickBooks Desktop 2019: Make sure you have QuickBooks updated to at least 2019.
  • Clean up your "Customer" records in your company file: QuickBooks Desktop uses the customer's name to identify itself. Because of this, Enrollsy has to have a standard of naming your customer records in place. For every account that exists in Enrollsy, every time you sync, our integration will automatically create a new customer record in your company file in QBD. If you already have customer records and you don't want Enrollsy to duplicate them, make sure you have them all named [LAST NAME], [FIRST NAME] with the comma character in the middle (Example: John Doe's customer name should read Doe, John). Every customer record that Enrollsy finds this way will be updated instead of duplicated.
STEP 4: Back up your company file in QuickBooks Desktop
  • ALWAYS back up your company file before syncing with a 3rd-party software. If you have QBD 2019, they force this when importing IIF files (which is what we are going to do).
STEP 5: My first sync

Exporting customers records and transactions to sync with your QuickBooks company file for the first time

QuickBooks Desktop Export button
Step 5a: If this feature is available on your plan, within Enrollsy head over to your reports page to start the exporting process. MENU -> Reports -> QuickBooks Desktop Export
Select date range and Classifications
Step 5b: Select the date range to sync (one month at a time) & select the desired Classifications
I am a Windows user
Step 5c: Specify whether you are a Windows user. If you are using QBD on Mac, do not select this. QuickBooks on Windows does NOT allow importing refund transactions. If checked, you will have to review refunds in the transactions report within Enrollsy and manually import them yourself into QBD.
Export payment methods list
Step 5d: Export payment methods list from Enrollsy to be synced with your company file. Only do this on your first sync from Enrollsy. If you sync your payment methods list on any following syncs, they will not be successful and QBD will give you an error message.
Syncing all files generated from Enrollsy
Step 5e: Click "Start Export". An IIF file will be downloaded to your computer at each step of the next window. You will import each file into your company file within QuickBooks Desktop in the order that they are downloaded.

Take the IIF file generated by Enrollsy and import it into QuickBooks Desktop in the order pictured above (ONE AT A TIME). For each file, follow the steps below.

  1. Open the QB company file.
  2. Choose File from the taskbar.
  3. Go to Utilities and choose Import.
  4. Then, select IIF Files.
  5. Click the button Import IIF.
  6. Select IIF file to import. Find and select the IIF file generated by Enrollsy. It will most likely be in your "Downloads" folder (on Windows: "My PC" -> "Downloads").
  7. If successful, you will see a message that reads "Your data has been imported". Click OK and move onto the next file to import.
  8. If unsuccessful, see STEP 6.
Finish Export
Be sure to click "Finish" at the "Import Transactions" IIF file download. This will mark all the transactions exported from Enrollsy as "Exported" and will not be included in another generated IIF file for these dates. This is done to prevent duplicate transactions data in your company file in QBD. If you need to un-mark transactions as "Exported" for any reason, contact us.
STEP 6: Errors when syncing!
  • If your import into your company file in QuickBooks Desktop was unsuccessful, QBD will let you download the error file. Please download the error file and email it to support@enrollsy.com. The error file should be an IIF file.
  • Revert your company file to your backup. We don't want corrupted data in your company file.
STEP 7: My second sync, and third, and fourth, and so on...

Repeat all sub-steps from STEP 5, but do NOT select the checkbox "Export payment methods list".

See something wrong or have feedback regarding this FAQ? Please send us a message!
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