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Setting up and using the Accounting Link from Wintac to Quickbooks

Customer Portal Home » Getting Started with Wintac » Step One » Setting up and using the Accounting Link from Wintac to Quickbooks

IMPORTANT: To use the link, you’ll need to prepare invoices, post receipts and enter AP Bills in Wintac. Follow the instructions below to send them to QuickBooks on a weekly or daily basis.

Setting Up the Accounting Link

Before beginning Step 1, please note that the link works only with Windows versions of QuickBooks (Desktop) 2003 and above. It is not compatible with QuickBooks Online, QuickBooks Basic, and QuickBooks Simple Start.

1. From Wintac’s opening screen, click Business Options, and select the Links tab.

2. Under the Accounting section, type the GL account ID or number for each account that Wintac links to.

Quickbooks setup 1

TIP: Each account must have a corresponding account in your accounting program. For instance, if you do not charge finance charges you must still type an account in the finance charge box.

TIP: Wintac will not link to sub accounts, make sure that the account is not designated as a sub account in your accounting program.

Descriptions of each account below:

TAX AGENCY: The default sales tax liability account to post sales tax charged.
2ND TAX AGENCY: The liability account to post secondary sales tax charged.
3RD TAX AGENCY: The liability account to post a third sales tax charged.
4TH TAX AGENCY: The liability account to post a fourth sales tax charged.
5TH TAX AGENCY: The liability account to post a fifth sales tax charged.
BANK ACCOUNT: The default bank account to deposit receipts into.
ACCT. RCV ID: The asset account to post accounts receivable transactions to.
MATERIAL SALES: The income account to post material sales to.
LABOR SALES: The income account to post labor sales to.
OTHER SALES: The income account to post other sales to.
FIN. CHARGES: The income account to post interest paid to.
DISCOUNT/CREDIT: The account to post customer discounts or credits to.

NOTE: The following accounts only link when using the QuickBooks Accountant’s Export:

ACCT. PAY. ID: The account to post accounts payable transactions to.
COGS: The account to post cost of goods sold to.

3. In the Export Dir field, specify the data path where to send the import file. Most likely this will be the directory where the accounting program is installed. Type C:\ if you do not know the directory. Click Save.

4. If you have created invoices in Wintac prior to setting up the accounting link, then each of these invoices will retain the original Tax Agency, and Deposit Accounts. You will need to globally change these from the previous defaults. Pease refer to the Help System within Wintac for instructions on changing these accounts.

You are now ready to run the accounting link!

Using the Accounting Link

The following steps will go over how to send financial data from Wintac to QuickBooks. These steps assume that you have already setup the accounting link and have selected a QuickBooks update option.

Creating Invoices via QuickBooks API (Recommended)

1. From Wintac’s opening screen, click on the File dropdown menu shown at the top-left corner of your screen and select the Accounting Links option from the list.

2. A new Accounting Links window will appear. Select QuickBooks to pop up the QuickBooks Update screen.

Quickbooks setup 2

Quickbooks setup 3

3. Enter the date range of transactions to send. If this is the first time you are sending data to QuickBooks, it is important that you specify a date range that covers all invoices. To be on the safe side, specify a start date of 01/01/1990 and the last date of this year for the end date. This is necessary because QuickBooks requires that A/R invoice records already be present before the associated receipts can be imported. Otherwise, QuickBooks will give you an error message.

4. Select the method to use when updating QuickBooks. See the options below for alternatives to this.

Use Summary As Account: Select this option to send each invoice to a separate income account. This allows you to track profit centers or job types in QuickBooks. Note that, if you choose to use this alternative method, you must specify a valid QuickBooks account ID in the Summary field of each invoice (i.e. the account ID must already be defined and spelled exactly the same way in QuickBooks). Wintac will ignore the Material Sales, Labor Sales, and Other Sales accounts previously specified under the Links tab of Business Options.

Send New Transactions Only: Select this option if you want to send only new transactions to QuickBooks.

Single Invoice Only: Select this option if you want to send a single invoice over to QuickBooks. Fill in the Customer No. and the Invoice No. for the invoice that you would like to send. This is useful if you have entered an invoice into Wintac for a past date but have already performed the accounting link for that day.

Receipts For A Single Invoice: Select this option if you only want to send a receipts for a single invoice over to QuickBooks. Fill in the Customer No. and the Invoice No. of the invoice that you would like to send receipts for. This is useful if you have entered receipts for an invoice into Wintac for a past date but have already performed the accounting link for that day.

Exclude Payment Ref: If there are receipts you do now want to send over to QuickBooks, enter the receipts' payment reference here.

Include A/P Bills: Select this option if you want to send accounts payable invoices to the QuickBooks Accounts Payable register.

Send Invoices Only: Select this option if you want Wintac to send invoices only to QuickBooks. It will bring over your totals from your Material, Labor, and/or Other Sales and your Tax 1, Tax 2, and/or Tax 3, unless Use Summary As Account is selected.

Send Work Orders Only: Select this option if you want Wintac to send work orders only to QuickBooks. It will bring over your totals from your Material, Labor, and/or Other Sales and your Tax 1, Tax 2, Tax 3, Tax 4 and/or Tax 5, unless Use Summary As Account is selected.

Send Invoices And Work Orders: Select this option if you want Wintac to send work orders and invoices only to QuickBooks. It will bring over your totals from your Material, Labor, and/or Other Sales and your Tax 1, Tax 2, Tax 3, Tax 4, and/or Tax 5, unless Use Summary As Account is selected.

NOTE: If you would like to view a report of the information you are sending to QuickBooks, click the Preview button.

5. Click the Update button and the information will automatically be updated in QuickBooks. Note that QuickBooks must be open before clicking Update.

TIP: You can quickly send the current invoice to QuickBooks from the WIP Writer by hitting CTRL-Q on your keyboard or by selecting Send WIP to QuickBooks from the WIP menu at the top of the screen.

We recommend following the above procedure at the end of each business day to keep your financial data up to date.

Creating Journal Entries via QuickBooks API

Please know that when creating journal entries via QuickBooks API no customers are updated. Therefore, the Creating Invoices via QuickBooks API option is recommended as it updates both the customer record and the invoice.

1. From Wintac’s opening screen, click on the File dropdown menu shown at the top-left corner of your screen and select the Accounting Links option from the list.

2. A new Accounting Links window will appear. Select QuickBooks to pop up the QuickBooks Update screen.

Quickbooks setup 4

Quickbooks setup 5

3. Enter the date range of transactions to send. If this is the first time you are sending data to QuickBooks, it is important that you specify a date range that covers all invoices. To be on the safe side, specify a start date of 01/01/1990 and the last date of this year for the end date. This is necessary because QuickBooks requires that A/R invoice records already be present before the associated receipts can be imported. Otherwise, QuickBooks will give you an error message.

4. Select the method to use when updating QuickBooks. If you leave all check boxes unselected then each transaction will be sent over to the general journal of QuickBooks when the update is performed. See the options below for alternatives to this.

Send Totals Only: Select this option if you wish to send one G/L entry for each link account, rather than individual G/L entries for each transaction.

Use Summary As Account: Select this option to send each invoice to a separate income account. This allows you to track profit centers or job types in QuickBooks. Note that, if you choose to use this alternative method, you must specify a valid QuickBooks account ID in the Summary field of each invoice (i.e. the account ID must already be defined and spelled exactly the same way in QuickBooks). Wintac will ignore the Material Sales, Labor Sales, and Other Sales accounts previously specified under the Links tab of Business Options.

Send New Transactions Only: Select this option if you want to send only new transactions to QuickBooks.

Single Invoice Only: Select this option if you want to send a single invoice over to QuickBooks. Fill in the Customer No. and the Invoice No. for the invoice that you would like to send. This is useful if you have entered an invoice into Wintac for a past date but have already performed the accounting link for that day.

Receipts For A Single Invoice: Select this option if you only want to send a receipts for a single invoice over to QuickBooks. Fill in the Customer No. and the Invoice No. of the invoice that you would like to send receipts for. This is useful if you have entered receipts for an invoice into Wintac for a past date but have already performed the accounting link for that day.

Exclude Payment Ref: If there are receipts you do now want to send over to QuickBooks, enter the receipts' payment reference here.

Include A/P Bills: Select this option if you want to send accounts payable invoices to the QuickBooks Accounts Payable register.

NOTE: If you would like to view a report of the information you are sending to QuickBooks, click the Preview button.

5. Click the Update button and the information will automatically be updated in QuickBooks. Note that QuickBooks must be open before clicking Update.

We recommend following the above procedure at the end of each business day to keep your financial data up to date.

To Create Journal Entries via QuickBooks IIF Import, please reference the Help System in Wintac.

We recommend using one of the above two options because the data will automatically be imported into QuickBooks. The only reason you would want to use this option is if, for any reason, QuickBooks cannot be open when you are exporting the data.