Page 1 of 12 JPP - QuickBooks This document will outline how to link JPP with QuickBooks. JPP and QuickBooks must be open for the links to work and the QuickBooks user must be logged-in as Single-User mode with Administrator access because JPP needs to touch all areas of QuickBooks to gather data. This will also allow the QuickBooks application certificate to be produced when the initial accounting link is set up. The JPP user must also have administrative privileges. Step 1 – Before your Begin The QuickBooks API will need to be installed onto each computer that will be doing the linking with JPP. The API files can be located on Assured Software FTP site under QuickBooks SDK’s. Please install the correct API for each version of QuickBooks. For: QuickBooks 2004, 2005, 2006 – QBFC3.exe QuickBooks 2007 – QBFC4.exe QuickBooks 2008 – QBFC6.exe QuickBooks 2009, 2010 – QBFC7.exe (Windows 7 users may need QBFC8.exe) The install of the API is very straight forward, and once installed, does not need to be run again as it will be opened when needed. You can verify the API has installed by checking your Programs list in Control Panel. Please contact Assured Software if you need to access our FTP site. **Note: It is highly recommended that the latest version of JPP is installed when setting up the QuickBooks links. As of 2010 this version 5.22.11. For assistance upgrading to this version please contact Assured Software Support. Step 2 – QuickBooks Setup You now need to setup three mandatory lists in QuickBooks before JPP can be linked. 1. The Customer Type List needs to have values that are the same as in the Commercial/Residential list in JPP. The list can be accessed as follows, and the spelling must be exact:
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Page 1 of 12
JPP - QuickBooks
This document will outline how to link JPP with QuickBooks. JPP and QuickBooks must be open for the links to work and the QuickBooks user must be logged-in as Single-User mode with Administrator access because JPP needs to touch all areas of QuickBooks to gather data. This will also allow the QuickBooks application certificate to be produced when the initial accounting link is set up. The JPP user must also have administrative privileges. Step 1 – Before your Begin
The QuickBooks API will need to be installed onto each computer that will be doing the linking with JPP. The API files can be located on Assured Software FTP site under QuickBooks SDK’s. Please install the correct API for each version of QuickBooks. For: QuickBooks 2004, 2005, 2006 – QBFC3.exe QuickBooks 2007 – QBFC4.exe QuickBooks 2008 – QBFC6.exe QuickBooks 2009, 2010 – QBFC7.exe (Windows 7 users may need QBFC8.exe) The install of the API is very straight forward, and once installed, does not need to be run again as it will be opened when needed. You can verify the API has installed by checking your Programs list in Control Panel. Please contact Assured Software if you need to access our FTP site. **Note: It is highly recommended that the latest version of JPP is installed when setting up the QuickBooks links. As of 2010 this version 5.22.11. For assistance upgrading to this version please contact Assured Software Support.
Step 2 – QuickBooks Setup You now need to setup three mandatory lists in QuickBooks before JPP can be linked.
1. The Customer Type List needs to have values that are the same as in the Commercial/Residential list in JPP. The list can be accessed as follows, and the spelling must be exact:
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To check the Commercial/Residential list in JPP, navigate to Administration, then Commercial/Residential: (This should already be setup in JPP.)
2. The Job Type List needs to have values that are the same as in the Loss Type list in JPP. The list can be accessed as follows:
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JPP - QuickBooks
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The Loss Types in JPP can be accessed as follows:
3. Finally the Sales Rep List in QuickBooks needs to have values that are the same as in the Employee List in JPP
In JPP the Employee list can also be accessed through the Administration menu. You also need to be sure at least one invoice payment term exists in QuickBooks. This can be accessed under Customer & Vendor Profile Lists � Terms List
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Step 3 – JPP Accounting Package Setup
1. In JPP under ‘Modules’ click on Accounting, then Accounting Links:
2. Now under the Options tab click on the Accounting Package box and enter the password. This is “a picasso”
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3. Now select QuickBooks, then click Make Default / Configure:
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4. On this next form you will fill out general information about QuickBooks. Firstly select the appropriate version of QuickBooks from the Version Drop Down list. Select 2004 if you are using 2004, 2005, 2006, or 2007. Select 2008 Canadian if you are using 2008, 2009, or 2010 regardless of country.
Labour, Material, Equipment and Other Income/Expense Accounts as well as Item Prefix are to be completed using ‘dummy’ numbering. These fields will be used when an estimate is exported from JPP and there must be values in these fields (what the values are doesn’t matter, but the example below should be followed) The checkboxes for Enable Estimate Transfer and Enable Timecard Transfer should remain unchecked as these features are no longer used. When you are done click the Save Changes button. **Note: If the 2008 Canadian Version is not listed you will need to update to the latest version of JPP.
5. Click Finished on the Accounting Packages box.
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6. Now click the Loss-Types button to force the QuickBooks Application Certificate to open. **Note: Please make sure you are logged in as Administrator in QuickBooks before you click on Loss Types
7. On the certificate select Yes, whenever this QuickBooks company file is open.
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This is so that the QuickBooks links cannot be performed without administrator access. Also please leave the Social Security numbers and credit card information box un-checked as this is personal information that is not needed. Now click the Continue... button, then Done on the next Dialog box to confirm the certificate setup. Loss Types 8. You will now be taken back to the Loss Types setup in JPP, which is associated with Job Types in QuickBooks.
The items on left are from JPP, whereas the values in the LinkID dropdown on the right are Job Types that are available from QuickBooks. Values that are the same should already be matched up. If you find that some Loss Types or Job Types aren't in the lists then you can add them accordingly (this was done in the initial QuickBooks and JPP setup. The Accounting ID column must be either linked or unlinked or an error message is produced when updates are performed. If the Loss Types are unlinked then the Job Types field in QuickBooks job card is not populated. To force the links of the data click the Auto Link Orphans button (In this example you can see that Fire is linked). Once you are done press the Finished button **Note: If there are no values populating in the LinkID dropdown and the link to QuickBooks has been prepared, a re-installation of JPP may need to be performed.
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Employees 9. This same process must be done for Employees
In this example Alberto Allende is linked. Once again to force the links, press the Auto Link Orphans button, then once you are done press the Finished button. **Note: As of 2006 Timecard Employees, and Pay Types do not link with QuickBooks. Terms 10. QuickBooks requires that a term be set up in the invoice or an error message is produced when JPP tries to set up a job in QuickBooks. A Term is something like net-30, or due-on-receipt. To pick one click on Terms and make the required term Default. Also to load terms from QuickBooks, click the Load Terms from Accounting Package button.
Once you are done press the Finished button. **Note: As of JPP version 5-19-3 the Import section is no longer functioning.
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Step 4 – Sending Data 1. Now that all links are set up, jobs can be transferred to QuickBooks, which can be done in two ways. The first way is to open the job in question that needs to be transferred, select the Dates and Accounting tab, then press the Send Job to Accounting link.
The other way can be accessed through the Accounting link on the main JPP screen, then pressing the Accounting Links button. Both ways will take you to the following screen:
From here you can view all transferred jobs, all non transferred jobs, or any jobs that had an error trying to transfer. To transfer a job to QuickBooks select the job in question and click the Transfer Selected Job button. If this process is successful the job data will transfer over to QuickBooks.
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Troubleshooting Q:I receive error 3140 when transferring jobs. A: During this process you may receive an error stating that a type is missing in QuickBooks. Below is an example:
This error states that the Water type is missing in QuickBooks, therefore to transfer the job, the water Job Type will need to be added. Q: I receive an error other than the one stated above A: There could be a number of reasons why errors are occurring during this process. Please see below for some basic troubleshooting steps:
• Make sure JPP is up to date – we cannot effectively troubleshoot an older version of JPP.
• QuickBooks must be open and you must be logged in with administrator access.
• Check the error log to confirm if a specific field is not mapped properly. Check the rows dated for today (date of issue), the ERR rows will display what fields that may not be working properly - for example: <Department>……issue with divisions. If any are shown as ERR on the log, check links in JPP for those fields to confirm they are set-up properly in JPP so that the mapping is correct between programs.
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• The error logs can be found in your temporary files directory. To access this area simply type %temp% in the start search area:
Files to check in the Temp directory on the C: drive.
• Check the last request and last response item, which is the last send and receive between QuickBooks and JPP and this file will show the last data file that is being sent between programs. Both files are ‘.xml’ files. Send to QuickBooks = rq -short for ‘request’, file from QuickBooks to JPP is the ‘response’ = rs.
• Check fields that have to be identical in both programs, for example, job number or policyholder name……..
Note the above troubleshooting information in case you have any difficulty. If you require further assistance, be sure to
