You can easily share data between your QuickBooks Desktop program and BPro, saving you time and double entering your records. First, you need to connect BPro and QuickBooks using the QuickBooks Web Connector program - you can find detailed instructions here and then return when you are ready to begin synchronizing data. Next you need to go to the QuickBooks Settings page in BPro; it is located in the Customize menu under the More heading.
On this page you will see the following form (if you do not, you may need to click the "Resynchronize" button first):
The settings on this page will control what data is synchronized and must be completed carefully before triggering the first sync - they impact not only this sync operation, but all sync's to come. Here is a breakdown of what each setting will do and how it affects the data synchronization:
- "Records found only on QuickBooks" or "Records found only on BPro"Records that exist on one system, but not the other can either be "created" or "ignored". Creating them simply means that we will create the item in the other system, while ignoring it means that we will not create it. Any data that relies on an ignored item will also not be created.
- Synchronize all records found or Synchronize records from the following dateThis setting controls which records we will synchronize between systems, but it only affects Customers, Invoices and Payments.We will always sync products, product categories, payment methods, sales terms and taxes - regardless of the dateIf a date is selected then we will only sync customers, invoices and payments that were created on or after that date
- Payment MethodsThe list of payment methods is used to control which payments will be synced to QuickBooksIf a payment method is unchecked it means that any payments associated to that payment method will not be imported from QBO or exported from BProThis can be useful for customers who use a payment terminal that integrates directly into QBO for which they would not want payments that are entered manually into BPro to be double-entered into their QBO account
Below the settings is a summary of the records that were found on QBO vs BPro, based on the filters above. These are a raw count of what was found in the system and do not necessarily reflect how many records will be created in one system or another - it simply means that we located x records of each type and we will process them as part of the sync.
It is important to note that we are not able to retrieve a count of the records that exist in QuickBooks Desktop until the sync operation is underway, therefore "Records on QuickBooks" will always display 1 record for each type, even though there may be many more or even 0. Rest assured that your preferences entered above will be respected and only the appropriate data will be retrieved.
Once you initiate the sync the items will be loaded and processed in sequence. This can happen in a matter of minutes or may take hours, depending on how much data is in the customer's system. You must have QuickBooks Web Connector configured and enabled to run and your computer must remain online and connected to the internet for the data synchronization to occur. QuickBooks Desktop must remain open or else synchronization will be blocked and you will receive an error from Web Connector.
If you are concerned that data has not transferred between the systems you may open the Web Connector panel and choose to update the data manually. During the synchronization the progress bar may move slowly - this is completely normal as there may be a large amount of data to transfer and it is dependent on your internet connection speed. Please allow the transfer to proceed without interruption as this will help ensure that data is synchronized successfully without errors.
During synchronization you will see the following status screen on BPro. You may continue using BPro and QuickBooks as you wish during this time. When all data has been transferred the progress bars will indicate 100% or you will see a list of any errors that were encountered. It is not necessary to remain on this page, however, you must keep your computer active and connected to the internet during the transfer session.
Outside of the initial synchronization, your QuickBooks Web Connector will periodically connect to BPro to retrieve any new records (such as customers, orders, payments, etc.). This should typically happen once every hour or so, but only while your computer is awake and connected to the internet. If your computer is offline for a prolonged period of time (ie. overnight or during travel) it will simply connect to BPro the next time it is online to retrieve the data.