QuickBooks Integration

Overview

Enrollware has the ability to sync EnrollwarePay payment transactions into your QuickBooks Online account. We do not integrate with the desktop version. Once configured, Enrollware can create data records in QuickBooks for Customers, Sales Receipts, and Payments based on the payments processed through EnrollwarePay.

Student registrations that are self-initiated by the students and fully paid will result in the creation of a QB Sales Receipt object. Manual payments via the Enrollware admin pages will create Payment records in QB for you to later associate with invoices. For training centers, a TC Product order paid via EnrollwarePay will be created in QB as a Sales Receipt.

Setup

To enable this feature, check the box in the Enrollware Settings section on your Site Settings page.

Once the feature is enabled for your account, a QuickBooks Sync navigation item will appear in your Enrollware admin menu.

Selecting that item will take you to a page where you can initiate the connection process, which involves logging into QuickBooks and granting permission for Enrollware to access your QB account.

Once the accounts are connected, this page will show all un-synced payment transactions and allow you selectively sync them to QuickBooks.  This list will initially be blank immediately after connecting your accounts because only transactions will be shown that occurred after the connection was complete.

As part of the setup process, Enrollware needs to be instructed on how to map the sales into QuickBooks.  New fields have been provided that allow you to map course types, products, and locations between Enrollware and QuickBooks.  

In the Course Type edit page, there is a new field for the QB item name(s). This field can hold multiple items, comma-separated, for insertion into a QB sales receipt during student registration. The first item should correspond to the course. Additional items will be included at zero price for inventory tracking in QB. For example, "BLS, BLS Card, BLS Book" can be used for tracking. Leaving this field blank will still allow sync, but registration will default to a standard item.

If you are intending to track sales by location in QB, you can edit each Location in Enrollware and enter in the corresponding QB "location" name.  If this is left blank there will be no location tracking.  Multiple entries aren't permitted in this field.

Registration product add-ons can be mapped to QB items as well, in the Product Add-on edit screens.  

Lastly, for training centers utilizing the TC Product Sales feature, the products can be configured to map into QB items.  

QuickBooks Discounts and Shipping

If you use promo codes and or shipping in Enrollware and haven’t already turned on the features in QuickBooks, turn them on by following these steps:

• In QB, Select Settings and then Account and Settings.
• Select the Sales tab on the menu.
• In the Sales form content section, select the pencil ✏ icon to edit it.
• Select the Discount checkbox to turn it on.
• Select the Shipping checkbox to turn it on
• Then select Save and then Done.

This adds the field to your invoices and sales receipts. QuickBooks also creates a Discount given account to track everything on your chart of accounts.

Syncing Transactions

Syncing transactions into QuickBooks is accomplished by navigating to the QuickBooks Sync page, selecting the transactions you'd like to sync, and clicking the Sync button.  

The "Select" link at the top of the first column can be used to toggle selection for the entire list of transactions.

If there are transactions in the list that should not be synced, they can be selected and "Ignored" with the corresponding button. 

                               Importing CSV files for past transactions

If you wish to import previous transactions into your QuickBooks, you have the option to retrieve a CSV file from MerchantTrack when searching for a report and then import it into QuickBooks.

How to take the CVS file to quickbooks:

https://quickbooks.intuit.com/learn-support/en-us/manage-lists/import-export-csv-files/00/201366