Finance – Avinode Group

How do I set up Quickbooks Desktop Version?

*Schedaero QB Desktop integration is not compatible with MAC Quickbooks desktop installations*

Go to the Company Settings page to locate the Quickbooks tab.

The user must select Desktop edition from the Quickbooks Integration dropdown

2. Schedaero user name for sync: Input the user name of the user who will be using Quickbooks.

(Permissions of the user can be set up as View only).

3. Save

Now on Quickbooks desktop:

Click on File and select Update Web Services. (May take a few minutes for the QBWebConnector window to pop up)

2. Click on Add an Application

3. Back to the Schedaero Quick books tab, click on Generate QWC File. An XML note will download at the bottom of the page.

4. Save the XML Note on the Quickbooks desktop

XML note when opened will look like this:

5. Click on File and select Update Web Services then click on Add an Application.

6. Choose the QWC file from the desktop.

7. Click OK on Authorize New Web Service window.

7. Schedaero Invoicing must be checked off. For password, the Schedaero user password must be typed in. Click Update Selected.

8. Once the Initial set up is completed, on Status Last Result will say Completed initial sync.

9. Return to Schedaero and refresh the page. Last sync version will update to Quickbooks Desktop Pro.

Export Invoices to Quickbooks Online Version

Invoice Set up

Prepared for:

The Customer should be mapped to Quickbooks Customer.

Note: If the customer does not exist in Quickbooks, the Mapped QB customer should be left blank. This will trigger Quickbooks to create a new customer.

Export Invoice to Quickbooks:

To export the invoice "Export to Quickbooks" must be checked off on the invoice.

Invoice with Line Items vs. Invoice Total Only

The user has the choice to select which information from the invoice should export over to Quickbooks. It can be an Invoice with all price line items or an invoice with only the total price.

Invoice with Line Items:

All invoice line items must be mapped to a Quickbooks line item prior to exporting.

If the line item does not exist, it can be created by typing the new line item name on the Quickbooks side.

**If a line item is not mapped on the invoice, the invoice will not be exported and status will show as Unable to sync.**

Invoice Total Only:

Export the invoice total only. This should be used if the line items are not needed and only the total price. Prior to exporting, the user should check the Total flight cost has been mapped on the Quickbooks default line item mappings prior.

Once the invoice is saved the Invoice Status will show as "Flagged for Quickbooks export"

Click on Export to Quickbooks button

The invoice exported to Quickbooks in Schedaero will now be a Read-Only PDF invoice.

**No changes can be made. Changes to the invoice can be made in Quickbooks but not in Schedaero.**

The invoice number in Schedaero is the invoice number exported to Quickbooks.

Customized Invoice numbers can only be assigned through Quickbooks once the invoice has been exported.

Mapping Quickbooks Items in Schedaero

Default Mapping will show the number of retrieved Quickbooks customers and accounts available for mapping.

Default Line Items Mapping

will show the retrieved Quickbooks line items for invoices. The line items must be mapped prior to sending an invoice to Quickbooks. Each line item has to align with a line item in Schedaero from the drop-down.

Adding a new Line Item:

If a line item needs to be set up and it does not exist in Quickbooks. The user can insert the new mapped line item and select the account it should be created for.

The example below: Canadian Tax line item does not exist in Quickbooks. The user can add the new line item in Quickbooks by adding the name along with the account it should be mapped to. On the Create for account dropdown, the user can assign the new line item to the account it should go under.

Mapping Customers:

Customer Profiles will now have a Quickbooks mapping option to merge the customer in Quickbooks with customer profiles in Schedaero.

Adding a Customer

If the Customer does not exist in Quickbooks, the user can add the customer when creating a trip invoice.

The Mapped QB Customer box should be left blank and this will trigger Quickbooks to create a new customer.

Export Invoices to Quickbooks Desktop Version

Invoice Set up

Prepared for:

TheCustomer should be mapped to Quickbooks Customer.

Note: If the customer does not exist in Quickbooks, the Mapped QB customer should be left blank. This will trigger Quickbooks to create a new customer.

Invoice with Line Items vs. Invoice Total Only

The user has the choice to select which information from the invoice should export over to Quickbooks. It can be an Invoice with all price line items or an invoice with only the total price.

Invoice with Line Items:

All invoice line items must be mapped to a Quickbooks line item prior to exporting.

If the line item does not exist, it can be created by typing the new line item name on the Quickbooks side.

**If a line item is not mapped on the invoice, the invoice will not be exported and status will show as Unable to sync.**

Invoice Total Only:

Export the invoice total only. This should be used if the line items are not needed and only the total price. Prior to exporting, the user should check the Total flight cost has been mapped on the Quickbooks default line item mappings prior.

Once the invoice is saved the Invoice Status will show as "Flagged for Quickbooks export"

Pull up Quickbooks Desktop to initiate the sync, click on File then on Update Web Services.

Schedaero invoicing needs to be checked off, the password entered then click on Update Selected.

The export process might take a few minutes.

We highly suggest to NOT click on Auto-run sync. The reason being an unfinished invoice might export to Quickbooks.

Once the export is finished, the status will update by showing the Imported invoice and processed request number.

If a red message appears on Status, click on the View Log button, and please send the log notes to our Support team to troubleshoot the issue.

In Schedaero the Invoice status will update to Exported to Quickbooks.

The invoice exported to Quickbooks in Schedaero will now be a Read-Only PDF invoice.

**No changes can be made. Changes to the invoice can be made in Quickbooks but not in Schedaero.**

The invoice number in Schedaero is the invoice number exported to Quickbooks.

Customized Invoice numbers can only be assigned through Quickbooks once the invoice has been exported.

How Do I Set up Quickbooks Online Version?

Go to the Company Settings page to locate the Quickbooks tab.

The user must select Online edition (Harmony) from the Quickbooks Integration drop down then Save.

To establish the connection between Schedaero and Quickbooks, the user must click on "Connect to Quickbooks."

On the new pop up Intuit window, the user needs to enter their Quickbooks Online credentials. (We highly recommend a shared login to be used)

The system might take a minute or so to establish the connection.

Now the user is able to kick off the Initial sync by clicking on the "Perform Initial sync" button.

Once the initial sync is finalized. The user must check if the Initial sync completed was successful by reviewing the Connection status, last sync version, last sync date/time (In UTC time), and last sync result.

Sync Preferences:

Export invoice summary: Schedaero Trip number, trip itinerary, and tail information will appear in Quickbooks under Message on invoice or/and Message on statement. This setting can be updated to show on the Memo field or invoice field.