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License Agreement

The article presents the features available in the Premium plan of XTRF Language Business Platform. Please keep in mind that your access to the described options might be limited due to your license agreement. If you would like to change your plan of XTRF Language Business Platform and gain access to the additional features, contact your XTRF Customer Success Manager.

Target audience: Home Portal's users

You can integrate XTRF Platform with QuickBooks. In order to configure the integration, you do not have to configure QuickBooks Online itself. To enable the connection between XTRF Platform and QuickBooks, it is only necessary to modify settings in the Basic Configuration of the Home Portal.

Configure the Integration Between XTRF Platform and QuickBooks

This guide shows how to configure the integration between XTRF Platform and QuickBooks. To do so, perform the following steps:

 Sign in to the Home Portal of XTRF Platform.
 Go to Configuration menu.
 

Go to Integration > QuickBooks Online. The settings menu appears.

 In the Main Settings tab click Edit button.
 

Check the QuickBooks Online Integration Enabled option. The settings menu expands.

 

In the General Settings section:

  • Provide Client ID and Client Secret from your QuickBooks Online instance. These fields are mandatory.

  • Choose the Main Currency in your QuickBooks Installation.

  • In the Synchronize Items Newer than field, set up the required date of modification of synchronized items. This field will be automatically updated each time the synchronization occurs.

  • Select Branches for which the synchronization should take place.
  • In the Add QB Invoice Items based on field, set up whether XTRF should send to QuickBooks Invoice Items or Payables/Receivables data.

  • Once the synchronization is performed, you will be able to browse the Logs. (Also in the Integration Log tab you will be able to see the items that have been synchronized.)

  • Select if you want to Synchronize Invoices with Tax Rates as QB Tax Codes.
 

Click Connect to QuickBooks button. A pop-up window (or a new tab) opens.

 

Click Authorize. (You may be asked to sign in to QuickBooks Online first.)

 

Close the pop-up window (tab), go back to XTRF and make sure to click Save.

 

In the Clients section, select whether the integration should synchronize XTRF Clients to QuickBooks. Further settings in the Clients section are visible when Synchronize Clients option is checked. By default, the option is checked.

  • In the For Client Invoices Use QB Item Name Expression field, set up the way the Client invoice items are created in QuickBooks. By default it is:  ${item.name}.

    This option is not available (not required), if in the field Send Invoice Items Based on the option XTRF Payables/Receivables is selected.

  • In the For Client Invoices Use Description Expression field, set up the way the Client invoice descriptions are created in QuickBooks. By default it is: ${entity.finalNumber}.
  • In the For Client Invoices Use QB Item Description Expression field, set up the way the Client invoice item descriptions are created in QuickBooks. By default it is: ${item.displayName}.

    Colon (:) in QuickBooks integrator has a special meaning: It is used as a separator for hierarchic structures in QB.

    QB Category names should be avoided at all cost as item descriptors. The integrator will try to link description with a category and this is not acceptable.

  • In the For Client Invoices Use QB Default Item Name field enter a proper expression. By default it is: customerItem.
  • In the Synchronize when Client Invoice Status is field, choose the minimum status of a Client Invoice in XTRF that will trigger the invoice transfer and synchronization to QuickBooks. By default it is Ready.
 

In the Vendors section, select whether the integration should synchronise XTRF Vendors. Further settings in the Vendors section are visible when Synchronise Vendors option is checked. By default, the option is checked.

  • In the For Vendor Invoices Use QB Item Name Expression field, set up the way the Vendor invoice items are created in QuickBooks. By default it is: ${item.activityType.name}.

    This option is not available (not required), if in the field Send Invoice Items Based on the option XTRF Payables/Receivables is selected.

  • In the For Vendor Invoices Use QB Item Description Expression field, set up the way the Vendor invoice items are created in QuickBooks. By default it is: ${item.displayName}.

    Colon (:) in QuickBooks integrator has a special meaning: It is used as a separator for hierarchic structures in QB.

    QB Category names should be avoided at all cost as item descriptors. The integrator will try to link description with a category and this is not acceptable.

  • In the For Vendor Invoices Use QB Default Item Name field, enter a proper expression. By default it is: providerItem.
  • In the Synchronize when Vendor Invoice Status is field, choose the minimum status of a Vendor Invoice in XTRF that will trigger the invoice transfer and synchronization to QuickBooks. By default it is Confirmed.
 

Once you are done, click Save button at the bottom of the page.

 

Go back to General Settings section. Click Periodic Job button. (Alternatively, go to Integration > Periodic Jobs in the XTRF Configuration menu.)

 

Click Add to create a new entry. An Add page for Periodic Jobs opens.

 

In the Type filed, select QuickBooks Online Synchronization from the list.

 

Click Save. A Periodic Job configuration page opens.

 

In the Execution Configuration section, set up when and how often the synchronization should be performed.

 

Once the synchronization is performed, you will be able to see the statistics and logs in the Job Statistics section.

 

Click Run Periodically at the bottom of the page to confirm.

See also: Field Mapping between QuickBooks Online and XTRF.

 

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