Configuring the QuickBooks SDK Interface

The QuickBooks SDK Tab within Interfaces allows you to specify some general settings and view QuickBooks status information. The tab will not be enabled until the QuickBooks SDK Interface has been selected on the Check Export tab and the appropriate options to set up the interface are selected. Additional settings are available on this tab to further determine how the interface will work between the two programs. The ability to see the company file currently connected, display the Parties/Providers link information for the current company file, and utilities to assist matching providers and parties when switching from the IIF interface to the SDK interface are accessed from this tab.

A user must have the proper permissions to access and modify the QuickBooks SDK Tab.

The following sections will explain the settings and additional utilities available on the QuickBooks SDK Tab to manage the bidirectional flow of information between the two programs.

• General Settings
• QuickBooks Information
• Parties/Providers Link Information
• Match Exported Parties/Providers

General Settings

The general settings allow you to control how the data in Needles will update the data in QuickBooks when a change is made to parties or providers in Needles, and when changes are made to customers or vendors in QuickBooks, the changes are automatically updated in Needles.  When adding new names (providers or parties), it is best to add them first into Needles so that the link will automatically be created when it is sent to QuickBooks.  You should run the following utilities to complete the necessary QuickBooks setup in order for this bidirectional link to function properly. The following options can be selected:

• Select the Prompt to add client to QuickBooks when a new case is created check box if you wish to be prompted each time a new case is created for a new party in Needles.
• Select the Allow address changes of Customers and Vendors check box if you wish to allow address changes from Needles to transfer to linked Customers and Vendors in QuickBooks.
• Select the Use QuickBooks for time tracking check box if you wish to use QuickBooks for tracking time. (This will have automatically been selected if you answered Yes to the prompt regarding time tracking when selecting the QuickBooks SDK Interface option on the Check Export interface tab.)

QuickBooks Information

The QuickBooks Information section displays the Product Name, Version, Country and the Name of the currently open Company file in QuickBooks.  If you have experienced a connection issue, clicking on the Refresh icon will update the information.

To change to a different company file,

1. In QuickBooks, close the currently linked company file.
2. Open the desired company file.
3. Return to Needles and click the Refresh button to update the connection information.

You will want to make sure that Parties and Providers in Needles are properly linked to the Customers and Vendors in the newly selected company file.

Parties/Providers Link Information

The QuickBooks Link Information window will display the details of all links established for the currently connected QuickBooks company, allowing you to manage accounting links from one place.

To access the Parties/Providers Link information,

1. Click the icon to display a window of the current links between Needles Parties/Providers and QuickBooks Customers/Vendors.

A grid is displayed with columns that pertain to the linked Needles and QuickBooks information.

• The Party or Provider from Needles will display in the Needles Party/Provider column. When a check or deposit has been exported to QuickBooks, that customer or vendor will display in the QuickBooks Customer or QuickBooks Vendor column.
• The Sync Option column shows the type of sync that should occur for each listed name. You may change the link to either Link and Update (updates bidirectional changes) or only to Link (for processing checks and deposits).
• The date and time the link was created will display in the Date Created column.
• The date and time of the last sync will display in the Date Modified column.
• The Synchronized column will display a check icon when name changes in Needles have successfully been synced to the connected QuickBooks Company. If any errors exist, the column will be blank.

Select a name from the grid to inspect the fields linked between Needles and QuickBooks or modify the current link information using the icons above the grid.

1. Click the Refresh List icon refresh the list of linked names to ensure the list includes the latest changes that may have occurred between the two programs.
2. Click the Change Link icon to change the sync option for the selected name.

• Click the Yes button to change the link of the selected name and display the QuickBooks Search window.
• Click the No button to abort the link change and return to the QuickBooks Link Information window.

3. Click the Remove Link icon to break the link for the selected name between Needles and Outlook.

• Click the Yes button to delete the link for the selected name. The name will be removed from the QuickBooks Link Information window.
• Click the No button to abort the link deletion and return to the QuickBooks Link Information window.

4. Click Push the changes icon to send updates from Needles to QuickBooks.
5. Click the Print icon to print the list of links or export the list to a file.

If there are no Parties/Providers that are linked with QuickBooks, a warning message will display when the Link Information icon is clicked.

Match Exported Parties/Providers

The Match Exported Parties and Providers utilities are only for use by existing Needles/QuickBooks users who have been using the QuickBooks Windows/IIF interface and want to switch to the QuickBooks SDK interface. The utilities will match previously exported parties and providers to customer or vendor names in QuickBooks and create the links. When the utility completes, a report will be generated listing all parties that did not match a customer.

The accounting link for parties and providers that do not match or were never exported but need to be associated with a customer or vendor will need to be manually created.

It is recommended that all new name entries should be entered into Needles first so that the new customers or providers are added to QuickBooks and the accounting link automatically created.

When names have successfully been matched to QuickBooks, a success message for customers or vendors will display.