Integrating ITS with Quickbooks
Intelligent Trucking Solution (ITS) is designed to integrate with both the single and multi-user versions of Quickbooks 2002, and newer. Below is a summary of the steps needed to initialize the integration between ITS and Quickbooks. Following the summary there are detailed step-by-step instructions with screen shots on how to setup the link between ITS and Quickbooks.
Summary Steps to link ITS to Quickbooks.
The integration will need to be completed on the ITS server which is the system that the ITS system was originally installed on. The server can also be identified by clicking on the about button under the help tab.
The Quickbooks data file will need to be moved to the local ITS server to establish the integration. The Quickbooks data file can be moved back to its original location after the link is established.
Login, into Quickbooks as an administrator and switch Quickbooks into single user mode.
Create a new user called ITS and set a secure password combining numbers and letters. Give the ITS user the permissions to access to all areas of Quickbooks. Document the password and put the password in a secure location.
Go into the General Ledger Chart of Accounts and identify the names of the following accounts and document them in the table below.
1) Minimize the Quickbooks application and open the ITS program.
2) Go to the Accounting Tab, choose Quickbooks (Integrated), click on the browse button and find the Quickbooks data file.
3) Enter the Quick Books Account Names to match the accounts in the ITS program from the chart you completed. Choose the Save the Accounting Setup when complete.
4) Go to the Companies Tab, setup a new Customer and issue a credit for 1.00 so the application has an accounting entry to post.
5) Go back to the Accounting Tab and choose the export button. Quickbooks will then popup and ask the user to confirm that ITS can post data to Quickbooks. Choose the checkbox to not ask the question again and choose the OK button to allow the posting from ITS.
6) Switch Quickbooks back to multi user, close ITS, close Quickbooks then reopen Quickbooks as the normal user. Check the Journal Entries section of Quickbooks and verify the transactions were posted.
7) Move the Quickbooks data file back to the it's original location.
Click here to see more detailed instructions for linking ITS with Quickbooks.
The ITS application is now authorized to post data directly into your Quickbooks data file. The Quickbooks program only needs to be open during the initial integration and does not need to be open during normal ITS operation. The ITS user can post data from ITS by choosing the Export button under the Accounting Tab or are asked to post to Quickbooks when they exit the ITS application.