Creating an Accounting Link

In order to exchange information between Needles and QuickBooks SDK, Parties and Providers in Needles need to be linked to Customers and Vendors in QuickBooks. This section details how to create and change those links.

A user must have proper permission to add/modify an Accounting Link.

When QuickBooks SDK has been configured, an Accounting Link button will display in the Interfaces group on the Party Tools ribbon when on a Party tab or on the Provider ribbon when on the Provider tab of a Provider. To create an accounting link,

1. Go to the Party tab or Provider tab for the name to be linked.
2. Click the Accounting Link button to display the QuickBooks <Customer/Vendor> Search Window. In the example below, with a Provider selected, the QuickBooks Vendor Search window is displayed.
3. Enter the first few characters of the desired name in the search field to locate a QuickBooks Vendor that can be linked with the current Provider. You may also click the Search icon to retrieve all QuickBooks Customers/Vendors.

If you are using more than one company in QuickBooks, ensure that the active company is correctly displayed in the upper right corner of the Search window.

4. Select the QuickBooks Customer or Vendor that matches the current Party or Provider in Needles.
5. Choose the link type at the bottom of the window.
• Select the Link and Update option if you wish to link the current Needles name to the selected QuickBooks name and allow name and contact information to be updated between the two programs. This is the default option if the “Allow address changes of Customer and Vendors” option is selected on the QuickBooks SDK tab.
• Select the Link Only option if you wish to only link the two names. Check and deposit information will still sync, but name and contact information changes will not.

6. Click the OK button to create the link. If Link and Update is selected, you will see a warning message to update the linked item.

• Click the Yes button to update the linked QuickBooks Customer/Vendor fields with the current Needles Party/Provider information.
• Click the No button to abort the update. This option will change the sync to Link Only.

The next time the QuickBooks <Customer/Vendor> Search Window is opened it will display the current link status of the Party/Provider to a Customer/Vendor in QuickBooks. The Status column will display the icon when linked. Mousing over the icon will display an “Already linked with” tooltip.

7. To remove the link, click the red icon at the top of the QuickBooks <Customer/Vendor> Search Window.

• Click the Yes button to remove the link with the QuickBooks Customer/Vendor. The link will be removed and return you to the search window where you may link to another QuickBooks Customer/Vendor or close the window by clicking the Cancel button.
• Click the No button to abort the link removal.

8. If Party/Provider is selected to link with a QuickBooks Customer/Vendor that already links to a Needles name, a QuickBooks MultiLink message will display.

• Click the Link Exclusively button to allow the current Party/Provider to be linked with the selected name from QuickBooks and remove the link of the existing Needles name.
• Click the Add to Existing button to add the current Party/Provider to the existing set of linked names. a QuickBooks <Customer/Vendor> MultiLink Information window will display with a grid listing all of the Party/Provider names linked to the selected QuickBooks Customer/Vendor. The Sync Option for each link will also be listed. Sync options may be changed by clicking the desired cell of the Sync Option column and choosing either Link Only or Link and Update from the dropdown.
• Click the OK button to save all changes or
• Click the Cancel button to abort changes and return to the QuickBooks Search window.
• Click the Cancel button to abort the linking process and return to the QuickBooks Search Window.