CONNECT TO QUICKBOOKS
Go to the Quickbooks Module page on Lodgix:
Click:
ENTER QUICKBOOKS ONLINE CREDENTIALS
CONNECT LODGIX TO QUICKBOOKS COMPANY
Your company name from QuickBooks Online should be displayed here
Click Connect to continue
SYNCHRONIZE SETUP
WAIT!! Before hitting the Synchronize button, make sure to click on Account Mappings tab to map your accounts and read through this entire article!
Lodgix DOES NOT SYNC INVOICES FOR RESERVATIONS THAT ARE YET TO OCCUR. Lodgix will only sync invoices for reservations that are in the past in which the guest has already departed.
Initial Sync Date. Choose this date carefully. Lodgix needs to know from what date to begin syncing invoices. This date is keyed off the arrival date within the invoice. If you've already manually entered guest invoices in QuickBooks, you don't want Lodgix to add those invoices all over again and clutter up your QuickBooks with duplicate invoices.
THERE IS NO ABILITY TO CHOOSE A DATE FROM WHICH TO START THE SYNC AFTER THE INITIAL SYNC IS COMPLETE.
Synchronize. Pressing this button begins the sync process.
If an error occurs during the sync process (quite common), the error (as well as the corrective action to be taken) will be displayed in the Error Log. After the error has been corrected, return to the QuickBooks Setup tab and synchronize again. The sync will pick up where it left off, duplicate entries will not be created
Any pre-payments (i.e deposits) show up as payments against those invoices.
The sync brings in invoices and payments, but it still requires you to manually batch deposits.
SYNC'D INVOICES
Note the down arrow in the image above. The down arrow is an accordion style interface that will open / close to show invoice payment details. No down arrow means no payments have been sync'd.
This page will also show any errors that might have occurred when syncing various invoices.
ACCOUNT MAPPING
Lodgix will pull the chart of accounts from QuickBooks Online and ask you to map the Lodgix invoice line items to your QuickBooks accounts.
INCORRECT ACCOUNT MAPPINGS ARE A VERY COMMON SOURCE OF SYNC ERRORS! PLEASE WORK WITH YOUR ACCOUNTANT AND / OR BOOKKEEPER TO ASSURE THAT ACCOUNTS ARE MAPPED CORRECTLY.
Insurance. Even if you do not offer damage or travel insurance, the account still needs to be mapped. Insurance premiums should be mapped to a revenue account.... later when Lodgix bills for the premium amount, that would a manual entry on the expense side of that transaction.
Other Deposits (aka Security Deposits, Damage Deposits). Even if you do not require security or damage deposits, the account still needs to be mapped to a current liability account.
Review the invoice log closely, invoice line items cannot be mapped to accounts of certain types (such as A/R or A/P). If mapped incorrectly errors similar to below will show in the error log.
Error: Other Deposits - Invalid account type: You can't associate a product or service with accounts of certain types (such as Accounts Receivable and Accounts Payable). If the product or service is something you sell, use an income account. If the the product or service is something you buy, use an expense account.
Simply update the account mapping to a different account and resync.
CHART OF ACCOUNTS
The Chart of Accounts tab will show the chart of accounts that were imported from QuickBooks.
Note: There is an optional setting in QBO to display account numbers. Read more here:
LINE CLASS MAPPING
** A Quickbooks Online Plus account is required to enable classes within QBO.
If not using classes, all fields can be left as Undefined.
Selecting "Use Property Class Mappings" wil autofill the classes based upon the mappings setup in the Property Class Mappings tab.
IF YOUR SCREEN DOES NOT SHOW A LINE CLASS MAPPING TAB here, it means that class tracking for QuickBooks Online is either not enabled or no classes have been created within QuickBooks Online.
PROPERTY CLASS MAPPING
** A Quickbooks Online Plus account is required to enable classes within QBO.
Optional. Assign each Lodgix property to an equivalent Quickbooks class.
SETTINGS
There are two settings here:
and
Note: The recommended setting when class tracking is enabled is to track classes "one to each row in transaction".
Lodgix supports invoices that can contain multiple properties, and if each property is assigned to a different class, Lodgix will only sync that invoice if class tracking is done "one to each row in transaction". If class tracking is done "one to entire transaction" the entire invoice would have to be assigned to the same class.
ENGAGE YOUR ACCOUNTANT
We highly advise that the QuickBooks sync only be initiated by an experienced professional. We are doing our best to provide an intuitive interface and this user manual to help assure that the sync goes smoothly. However, only a QuickBooks Professional will know for sure which accounts are the correct accounts for your company file when setting up the mapping.