Syncing With QuickBooks Desktop Version 2019+
If syncing transactions with QuickBooks Desktop (QBD) is available with your paid plan of Enrollsy and your user role has the required permissions to perform this action, follow the steps below to get started!
If you are in the wrong place and need to view our help article about how to get started with QuickBooks Online, click here.
Getting Ready For Your First Sync
Before we meet, please confirm you have a few things in order.
QuickBooks Desktop 2019: Make sure you have QuickBooks updated to at least 2019.
Clean up your "Customer" records in your company file: Every time you sync with QBD, Enrollsy will automatically create a new record within your QBD Company File for each of your Enrollsy Primary Account Holders. If you already have some customer records within QBD and don't want to create duplicate accounts after syncing, please ensure that your existing customer accounts are formatted correctly. Every customer record that Enrollsy finds this way will be updated instead of duplicated. The required formatting is as follows:
[LAST NAME], [FIRST NAME] with the comma character in the middle (Example: John Doe is the primary account holder. His customer name should read Doe, John).
We send the following contact information for each account:
Primary Account Holder first and last name
Primary Account Holder email address
Primary Account Holder street address
Primary Account Holder cell and home phone numbers
Download "Chart of Accounts": Download your chart of accounts as a quick reference that will help you properly map charge and discount items in Enrollsy. See the steps below to learn how.
Open the QBD company file.
Choose File from the taskbar.
Go to Utilities and select Export.
Then, select Lists to IIF Files.
A list will appear on your screen.
Choose the Chart of Accounts option.
Saves as dialog box will appear.
Save the file by selecting the location from the drop-down list.
Back Up Your Company File: ALWAYS back up your company file before syncing with 3rd-party software. If you have QBD 2019, they force this when importing IIF files (which is what we are going to do).
Set up Mappings
You need to map out what information should be imported and where this information should be recorded. Enrollsy creates a QuickBooks account for every account/subaccount specified in the mappings. You specify a mapping for every Charge Item and Discount Item. This gives you full control over which accounts the Charge Items and Discount Items get mapped into.
To do this, select the person icon at the top right side of your screen, go to the "My Company page." Select the "Items" tab, and scroll down to the bottom of the page. From here, you will see a link to complete your QuickBooks mappings.
Three Different Item Types:
Now we'll go over each of the different Item Types. There are three different Item Types: Company Mapping, Fee, and Discount. Each mapping will have ONE of these three items.
1 - Company Mapping - Refers to system static mapping settings. These come with every account. You likely have the following Company Mappings on your account:
Tuition Mapping - This company mapping was required for our old billing system. Unless you know that you are still on Version 1 billing, please disregard this company mapping.
Manual Adjustment Mapping - Adjustments are made by Admins within Individual Customer Accounts. The Discount Item "Misc Credits" MUST be mapped to this company mapping.
Misc Sales Mapping - Uncategorized sales recorded within Enrollsy. All charges with no specific Charge Items will be mapped to this company mapping.
Undeposited Funds Mapping - Cash or check payments.
Fee - Refers to the Charge Items you created in My Company > ITEMS > Charge Items. Every Charge Item that you create will have a corresponding Fee created automatically.
Discount - Refers to the Discount Item name that you created in My Company > ITEMS > Discount Items. Every Discount Item that you create will have a corresponding Discount created automatically.
Mapping Item Types to your Quickbooks Account
Each of the above Item Types requires specific mappings to ensure they are synced correctly into your QBD account. Each item requires the following information to be provided in the QBD Mapping page fields, ensuring they correspond with your QBD account.
*Account (REQUIRED)
Whenever a transaction is recorded within Enrollsy (e.g., a discount is provided or a specific charge occurs), determine which of your QBD accounts to sync with. If you have QBD accounts already created that you would like to sync transactions into, ensure you map that account name in exactly as it appears in QBD. For example, "Tuition" or "Revenue."
If you haven't created any QB accounts yet, simply type the name of the account you want to create in the Enrollsy mappings page. During your first sync, accounts will be created based on your mappings. *This is REQUIRED.
Sub Account (Optional)
In QuickBooks Online, you can create subaccounts to break down your expenses, income, and other account types in more detail. If desired, record which subaccount you would like the transaction recorded into.
Append Enrollment Period to Sub Account (Optional)
If a transaction is tied to a specific Enrollment Period, would you like this information recorded within QuickBooks? If so, select the "Append Enrollment Period to Sub Account" checkbox. This allows you to differentiate between tuition collected for one Enrollment Period versus another. NOTE: At this time, we do not sync any transactions to specific Programs or Classes.
Product or Service Name (Optional for QBD)
Every item listed on your mappings page must be mapped to a Product or Service Name. Like accounts, you can either add the names of products or services that have already been created in your QBD account or create new labels within your Enrollsy mappings page.
During the first sync, those new labels will create new products or services within your QBD account. Once you have completed your mapping for each type listed, you are ready to process your first QB sync!
Important Mapping Information
It is important for you map "Misc Credits" to the Company Mapping: "Manual Adjustment Mapping." Misc Credit is used when a credit or discount is given without a discount item. If this is not in your mappings, your QBD sync will fail.
NOTE: If you have a transaction with no Charge Item, this item will be automatically mapped under the Company mapping: "Misc Sales."
Your First Sync
Exporting customers' records and transactions to sync with your QuickBooks Desktop company file for the first time. Follow these steps to get started.
Step 1 - Backup QBD Account
Backup your QBD account everytime you Sync with Enrollsy.
Step 2 - Export
If this feature is available on your plan within Enrollsy, head to your reports page to start the exporting process. MENU > Reports > QuickBooks Desktop Export
Step 3 - Select Date
Select the date range to sync (one month at a time) & select the desired Classifications.
Step 4 - Specify Type of User
Specify whether you are a Windows user. If you are using QBD on Mac, do not select this. QuickBooks on Windows does NOT allow importing refund transactions. If checked, you will have to review refunds in the transactions report within Enrollsy and manually import them yourself into QBD.
Step 5 - Export Payment Methods List
Export the payment methods list from Enrollsy to be synced with your company file. Only do this on your first sync from Enrollsy. Note: If you sync your payment methods list on any following syncs, they will not be successful, and QBD will give you an error message.
Step 6 - Start Export
Click "Start Export." An IIF file will be downloaded to your computer at each step of the next window. Take the IIF file generated by Enrollsy and import them ONE AT A TIME into QuickBooks Desktop in the order they were downloaded. For each file, follow the steps below.
Open the QB company file.
Choose File from the taskbar.
Go to Utilities and select Import.
Then, select IIF Files.
Click the button Import IIF.
Select the IIF file to import. Find and select the IIF file generated by Enrollsy. It will most likely be in your "Downloads" folder (on Windows: "My PC" -> "Downloads").
If successful, you will see a message that reads, "Your data has been imported." Click OK and move on to the next file to import.
If unsuccessful, see STEP 6.
Step 7 - Click Finish
Be sure to click "Finish" at the "Import Transactions" IIF file download. This will mark all the transactions exported from Enrollsy as "Exported" and will not be included in another generated IIF file for these dates. This is done to prevent duplicate transaction data in your company file in QBD. Contact us if you need to unmark transactions as "Exported" for any reason.
Additional Syncs Moving Forward
Repeat all sub-steps from STEP 1, but do NOT select the checkbox "Export payment methods list" in Step 5.
Errors When Syncing
If your import into your company file in QuickBooks Online was unsuccessful, please see this troubleshooting article before contacting us. Be sure to do all the steps in the article. Revert your company file to your backup. We don't want corrupted data in your company file.
If you have completed all steps in the troubleshoooting article and are still getting an error message, please note the date and time of the error and screenshot/download any errors you are displayed and contact us on the admin portal chat box.
Check Console for Errors
Check Console for Errors
When you get that error message, you can look in your console for the error. Follow these steps:
Right-click anywhere in the browser window and select Inspect from the pop-up menu.
By default, the Inspect will open the "Elements" tab in the Developer Tools. Click on the "Console" tab, which is to the right of "Elements".
Clear the console by right-clicking in the console, clicking "Clear console" and choosing to show errors only.
After you've cleared the console, could you try to reproduce the issue?
Any errors that occur will appear in red — could you please take a screenshot of those.