QuickBooks sdk

The QuickBooks SDK Accounting Interface is a direct bidirectional link between the Needles database and the QuickBooks database. When using this interface, there is no need to manually import and export files between the two programs. You will be able to request checks, enter deposits and enter time entries in Needles that will link directly to your QuickBooks data. Changes to (Needles) Party/Provider and (QuickBooks) Customer/Vendor name and addresses are automatically updated between the two programs based on the options selected.

If you want to select the QuickBooks SDK interface, the following steps must be completed prior to setting the Accounting System Interface to the QuickBooks SDK option. Once the SDK check export options have been selected, you will need to select additional options to finish Configuring the QuickBooks SDK Interface.   

Before selecting the QuickBooks SDK, you should be aware of certain considerations when using a bidirectional interface to ensure you achieve the desired results in your data. See Understanding the QuickBooks SDK Interface for pertinent information your firm should review and consider with the assistance of your accounting professional or QuickBooks ProAdvisor, PRIOR to making a decision to use the QuickBooks SDK Interface.

• Installing QBFC and the Event Subscriber
• Setting Up the QuickBooks SDK Interface

In order for QuickBooks SDK to communicate with Needles, you will need to install QBFC 13.0 and subscribe to events from QuickBooks. If QuickBooks SDK is selected as the Accounting System without QBFC installed properly, a connection error message will display upon first entry.

Installing QBFC and the Event Subscriber

The QBFC 13.0 software should be installed on each computer that will need to integrate with QuickBooks. The QBFC software translates the Needles data into a format that QuickBooks will understand.

If your firm is accessing Needles and/or QuickBooks via a Terminal Server, please contact Needles Support (410-363-1976) for special instructions on installing QBFC in your environment.

1. Close QuickBooks.
2. Close Needles.
3. User Account Control must be turned ON.
4. Open a Windows Explorer window and locate the Needles 5.0 folder  on your C: drive.
5. Double-click the UserConfigurationTool.exe to display the Needles Configuration Utility.
6. Select the Registration tab, and click the Install QBFC button.
7. The QBFC 13.0 Install Shield Wizard will open.
8. Continue clicking the Next button until you reach the InstallShield Wizard.
9. Click the Install button. A progress bar will display while the wizard installs QBFC 13.0.

10. Once the install is complete, click the Finish button.
11. Return to the Needles Configuration Utility, and click on the Subscribe button to subscribe to QuickBooks Data Events. This will allow Needles to receive updates from QuickBooks, such as the check number when a check is printed that is linked to a value item in Needles.

12. Once the install of the QBFC is complete and the event subscriber has been registered, open the QuickBooks company file you will be using with Needles. The first time you access QuickBooks after installing QBFC, you should receive a message similar to the following:

Select the following options:

• Select the option, Yes, whenever this QuickBooks company file is open, to allow Needles to read and modify the currently open company file.
• Select the check box to Allow this application to access personal data such as Social Security Numbers and customer credit card information.

• Click the Continue button. A confirmation message will display to confirm your decision to allow the access.

13. Click the Yes button. The Access Confirmation message box will display detailing the selected options.

14. Click the Done button.
15. Minimize QuickBooks (do not close it), and go back to Needles.

Setting Up the QuickBooks SDK Interface

To select the check export options when using the QuickBooks SDK Interface:

1. From the Needles File menu, click Interfaces > Check Export tab, and select QuickBooks SDK from the Accounting System dropdown.

If your QuickBooks Company file is not open or QuickBooks is closed, you will receive a connection error message.

2. A message will display asking if you want to use QuickBooks for time tracking. If you wish to use QuickBooks to track time and send time tracking data from Needles to QuickBooks, click the Yes button. If you are using another method or program to track time (such as Needles Time Tracking or Timeslips) or have not yet decided whether you will use QuickBooks for time tracking, click the No button.

Clicking Yes to track time using QuickBooks will automatically enable this feature on the QuickBooks SDK tab. If you initially selected No, but then decided to implement time tracking through QuickBooks, you can return to the QuickBooks SDK tab and select the option.

If you have chosen to use QuickBooks to track time, you will need to enable Time Tracking in Needles in order for this feature to work correctly. In addition, employees and items with rates MUST  be set up in QuickBooks PRIOR to setting up the time tracking interface.

After responding to the Time Tracking question, the QuickBooks SDK check export options will display showing the list of Needles fields that will be linked with fields in QuickBooks when using the SDK interface.

9. If you would like the Needles “Memo” field or other information to import to the QuickBooks “Memo” field of a check, select the appropriate options. Check Memo selections will appear on the check Memo line in QuickBooks in the order they appear in the list. To change the order, simply click on the anchor icon at the beginning of each entry and drag the row item to the desired order.

10. If you would like the Needles “Memo” field or other information to import to the QuickBooks “Memo” field on the voucher portion of a check, select the appropriate options. Voucher Memo selections will appear on the voucher area of a QuickBooks check in the order they appear in the list. To change the order, simply select the anchor icon at the beginning of each entry and drag the row item to the desired order.
11. Select the name of the default account into which you are importing the information by using the Debit Account dropdown. The list of accounts will populate directly from your QuickBooks Chart of Accounts. You cannot select a Debit Account that has an Accounts Receivable Type in QuickBooks as it will not allow multiple payment requests to be processed using an account of that type. This is more fully explained in the topic Understanding the QuickBooks SDK Interface.
12. Click the Save button to save selections. If changes have been made and you attempt to navigate away from the Check Export tab or attempt to close Needles, a Save Changes message box will display:

• Click the Yes button to save your changes.
• Click the No button to abort your changes.
• Click the Cancel button to return to your changes.

When the QuickBooks SDK option is selected from the dropdown on the Check Export Tab, the QuickBooks SDK Tab will become enabled. Additional settings are available on this tab to further determine how the interface will work between the two programs. Utilities to assist matching providers and parties when switching from the IIF interface to the SDK interface are also accessed from this tab. Once you have saved the Check Export selections, click on the QuickBooks SDK Tab to finish Configuring the QuickBooks SDK Interface.