User's Guide    Accounts Receivable    Synchronizing with QuickBooks

Synchronizing with QuickBooks

See also: About the QuickBooks synchronization process

NOTE: Before utilizing the QuickBooks interface for the first time, please contact Chamber Data Systems, Inc., for assistance configuring CC-Assist and your QuickBooks company file.

Running the QuickBooks Synchronization

  1. If your QuickBooks company file is open, close it by displaying the File menu in QuickBooks and selecting “Close Company/Logoff”.
  2. In CC-Assist, close any open modules to return to the main Dashboard screen.
  3. From the Dashboard, select the Database menu and choose “Synchronize Transactions with QuickBooks.”
  4. Once the interface begins, a “Processing” dialogue window will appear. You may receive a message during the synchronization which requires a response. See Understanding QuickBooks Synchronization Messages below for more information about these messages.
  5. At the end of the synchronization, a “QuickBooks Correction(s)Log” Print Job window may display. The “QuickBooks Correction(s)Log” is a report of any changes CC-Assist made to transactions that were previously synchronized into QuickBooks due to those transactions being changed in CC-Assist. This report may contain important information if any changes affected past accounting periods. You must click “Preview” or “Print” to continue; clicking “Cancel” will abort the synchronization. If you don’t wish to print the “QuickBooks Correction(s)Log,” click “Preview,” then exit the Report Viewer window.
  6. Once the process has completed you will receive the following a message: “Do you want to update QuickBooks with the CC-Assist synchronization changes now?” If you select “Yes” the synchronization changes will save to the specified QuickBooks company file.

    NOTE: The QuickBooks synchronization does not update your QuickBooks company file in real time as the process runs. Instead, it creates temporary working files with the changes needed to be made to QuickBooks. At the end of the synchronization process, when asked if you want to update QuickBooks with the synchronization changes, selecting “Yes” will commit the changes to your QuickBooks company file. Selecting “No” will make no changes in QuickBooks.

  7. CC-Assist will automatically backup your QuickBooks company file and CC-Assist log files to your local server.

Understanding QuickBooks Synchronization Messages and Errors

“Some Members are missing a QuickBooks Customer specification. Would you like to create a new customers in QuickBooks for these Members?”

One or more Members have been added in CC-Assist since the last QuickBooks synchronization and must be added to the QuickBooks Customer Center. Click “Yes” to allow CC-Assist to create a new Customer in QuickBooks for this Member. This is the recommended response. If you prefer to map the new member(s) manually, such as when a corresponding QuickBook Customer may already exist, click “No” to abort the synchronization. You must then map the Members in the Member Detail View: Bill Info tab before synchronizing.

“You have X account(s) which do not have a matching QuickBook’s account specified. Please specify the related QuickBook’s account for all accounts before continuing.”

One or more G/L Accounts were created in CC-Assist since the last QuickBooks synchronization; however, these accounts were not mapped to a corresponding G/L Account in QuickBooks. Follow the belows steps to identify and map these accounts.

  1. In CC-Assist, from the “Module Explorer”, expand the General Ledger folder and then open the G/L Accounts module.
  2. Display the Accounts menu, choose “Procedures,” and from the list of available procedures, choose “Cross Reference Accounts with QuickBooks Accounts.” CC-Assist may take a moment to initialize your QuickBooks accounts. This will then display the Cross Reference Accounts with QuickBooks Accounts window.
  3. Scroll down the list of CC-Assist general ledger accounts and find the account(s) that are missing a specification under the “QB Accounts” column. Choose the appropriate QuickBooks account in the available dropdown menu, then click OK.

“Verifying Company File. CC-Assist must be approved to interact with QuickBooks remotely.”

CC-Assist must be approved on each user’s computer to access your QuickBooks company file remotely. If the computer on which you receive this error has never run the QuickBooks synchronization before or has recently upgraded or re-installed QuickBooks, you must follow the steps to authorize CC-Assist to access QuickBooks remotely. Please contact Chamber Data Systems for assistance completing these steps.

“Unable to remove transaction from QuickBooks. StatusCode 3160.”

A payment that was previously synchronized into QuickBooks has since changed in CC-Assist. CC-Assist must update this payment in QuickBooks; however, the payment is included in a summary deposit in QuickBooks, and QuickBooks doesn’t allow payments in summary deposits to be modified. You can resolve this problem by temporarily removing the payment from the summary deposit in QuickBooks, running the QuickBooks synchronization, then adding the payment back to the summary deposit in QuickBooks. Below are the steps to accomplish this.

  1. Open the Customer Center in QuickBooks and find the Customer to which the payment belongs.
  2. In the customer’s account in QuickBooks, find the payment that needs to be deleted/corrected. Right click on the payment and select “View Transaction History.”
  3. In the Transaction History window that displays, select the “Deposit” line and click “Go To.”
  4. In the deposit window that displays, click on the payment in question. This will highlight the deposit line with a black border. Then, click on the Edit menu in the menu bar at the top of your screen and select “Delete Line” (not “Delete Deposit”) to remove the payment from the deposit.

    NOTE: If the payment you need to remove is the only payment in the summary deposit, QuickBooks will require that you delete the deposit. In this case, delete the deposit, run the CC-Assist synchronization, then recreate the deposit in QuickBooks. Please note that QuickBooks will now recognize this as a new summary deposit; therefore, it will no longer be reconciled. We recommend creating a “mini-reconciliation” to re-reconcile this deposit. Please contact your accountant with any questions about managing this situation.

  5. Document the date of the deposit, the current amount of the deposit, and the account the deposit is going to, so you know what deposit to add the payment back to later.
  6. Save the deposit and close the QuickBooks Company file. If you receive any warning messages asking if you’re sure you want to modify the deposit, click “Yes” or “OK”.
  7. Rerun the synchronization in CC-Assist.
  8. After the interface has finished, open QuickBooks, and go to Banking –> Make Deposits in the top menu.
  9. Click “Cancel” on the Payments window that displays.
  10. In the Make Deposits Window, click the “Previous” button until you find the deposit you need to add the payment back into.
  11. Click the “Payments” button at the top to display the payments available for deposit again. Check the payment you need to add back to the deposit and click OK.
  12. Click “Save and Close.”

“Error creating new Payment in QuickBooks. StatusCode 3140”

The referenced payment was deposited to an invalid deposit account in CC-Assist, such as an “Income,” “Expense,” or “Liability” account. QuickBooks requires that payments are deposited to a “Bank” or “Other Current Asset” account. Edit the referenced payment in CC-Assist to deposit to a valid account. Typically, users of the QuickBooks synchronization should deposit all payments to the “Undeposited Funds” account in CC-Assist.

“Error creating temporary QuickBook’s working files. The process cannot access the file because it is being used by another process.”

The QuickBooks company file with which you are synchronizing is in use on your or another user’s computer. Follow the below steps to resolve this. If one of the steps resolves the error, you do not need to continue with the following steps.

  1. Check if the QuickBooks company file is open on your computer. If so, close the file.
  2. Check if the QuickBooks company file is open on another user’s computer. If so, close the file.
  3. Close QuickBooks entirely on your computer and open the Windows Task Manager. Check if there is an instance of QuickBooks running in the background. The process may either display as “QuickBooks” or “QBW32.EXE”. If such a process is running, right-click on the process and select “End Task.”
  4. Repeat step 3 on all other users’ computers in your office that have QuickBooks installed.
  5. Contact your IT resource to determine if a backup is running on your server or to further troubleshoot this issue.

“An unexpected error occurred. Object reference not set to an instance of an object.”

This error commonly follows another, more specific error message. If you received an error message immediately prior to this, reference that error message when searching this section or contacting Chamber Data Systems. If you did not receive an error message immediately prior to this, contact Chamber Data Systems.