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The FAQs will provide answers to common questions about the synchronization process between TPS Cloud Axis and QBO.
1. What is the purpose of the TPS Cloud Axis and QuickBooks Online integration?
The integration streamlines accounting operations by syncing Accounts Receivable transactions and client information between TPS Cloud Axis and QBO.
2. What does the initial synchronization process do?
To sync your A/R transactions, you can create them in either TPS or QBO. Afterward, go to the Integrations - QuickBooks section in TPS and perform the Synchronization (export/import). Any new invoices made in either system will be synchronized according to the initial mapping of TPS Workcodes and QBO Products and Services/Chart of Accounts. We recommend creating the A/R transactions in TPS to avoid issues with any transaction types that TPS does not recognize.
5. Can I create invoices in both TPS Cloud Axis and QBO?
Yes, you can create invoices in both systems, but note that if you create an invoice in TPS, the PDF/Word version of the invoice will only be accessible within TPS. Only the line items will be displayed in the QBO invoice, based on the mapping that was done between the TPS Workcodes and the QBO Products and Services.
6. How do I ensure that the QBO - Online Payment link is included in the TPS invoice?
To include the QBO Online Payment link in your TPS invoice, start by creating the invoice using an invoice template that includes the QBO Online Payment link variable. TPS offers a default Invoice Template called 'QBO', you could customize the template and create a new one with your firm's logo and style preferences, keeping the QBO payment variable/link. Once the invoice is created, go to 'Integrations - QuickBooks' in TPS to sync and send the invoice to QBO.
In QBO, you will require to enable the online payment for the specific invoice to provide access to the QBO Payment link.
7. What limitations and restrictions should I be aware of?
QBO supports various transaction types not recognized by TPS since QBO was designed for various industries. Transactions such as credit memos, journal entries, deposits, and cheque expenses should be removed before the initial synchronization. These types of transactions will interfere with the synchronization process.
8. If Credit Memos are not supported by TPS, how do I record that type of transaction in TPS?
Credit memos should be recorded in TPS as 'Adjustments.' Please note that it's crucial to emphasize that if your organization uses credit memos in QBO, then TPS Cloud Axis synchronization will not function. Instead, those should be recorded as Adjustments in TPS.
9. Do I need a QBO backup system?
Yes, it's essential to have a QBO on-demand backup solution. A Rewind account is recommended to ensure data security and availability.
10. How can I perform daily/weekly synchronizations?
Navigate to the Integrations section in TPS under QuickBooks, then synchronize A/R transactions as often as required by adding a description and clicking "synchronize" to initiate the process. Review the sync history list to identify and address any issues.
11. What if synchronization fails for A/R transactions?
You can use the 'Retry Failed Items' option to review the errors reported, 'Retry' or 'Manually Remove Selected Entry' for items that previously failed.
12. How can I troubleshoot issues during synchronization?
In case of issues or warning messages, export the Sync History provided by TPS to view the specific messages generated by TPS or QBO regarding problematic transactions. If further assistance is needed, send the 'Sync History' Excel file to help identify and resolve the problem.
13. What is the difference between how TPS and QBO handle the 'Inactive' status for clients?
In TPS, marking a client as 'Inactive' adds a flag for filtering purposes and warning messages. The 'Inactive' status in TPS does not remove the Accounts Receivable (A/R) transactions associated with the client. However, in QBO, marking a customer as 'Inactive' goes a step further; it not only flags the client but also clears their AR balances, essentially treating them as if the customer was deleted from the system. Consequently, this may result in issues with the A/R totals not balancing.
It's crucial to determine whether the clients marked as 'Inactive' in QBO should still exist in your TPS client list or if those should be 'Deleted' from TPS or 'Exclude from Sync'.
14. Is it possible to restore a client that has been deleted in TPS Cloud Axis?
Yes, when a client is deleted in TPS, it is removed from the client list view. However, the system provides a filter option to 'View Deleted Clients' and restore them if necessary. If a client is resorted in TPS, it must be manually marked as 'Active' in QBO as well.
15. Why do sub-customers in QBO cause synchronization issues with TPS, and how can I resolve this problem?
16. When should I use the 'Exclude from Sync' feature in the TPS-QBO synchronization?
The 'Exclude from Sync' is utilized in various scenarios to maintain data integrity and streamline operations. This feature is only available to exclude customers.
17. Is there a fee associated with the initial synchronization process?
For more information and a comprehensive overview, watch the introductory video titled "Keep Your AR in Sync with TPS Cloud Axis Ultimate Subscription Plan and QuickBooks Online" or you could also review the TPS Cloud Axis and QuickBooks Online Synchronization - Checklist.
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