Exporting sales transactions is the primary method that you will use to export accounting data from Chronos to Quickbooks Online. Chronos's Smart Accounting logic will help save you time by choosing the appropriate accounting method for your usage and payment transactions on the fly.
Read more about Smart Accounting with Chronos.
Exporting Sales Transactions
- Click Menu / Accounting / Quickbooks Online to browse to the Quickbooks Online integration area.
- If you are not already connected to Quickbooks Online, follow the connection procedure.
- After you have connected, click the Invoices and Sales Receipts link under the Export category.
Chronos will scan all usage and payment records and display the open transactions for each client.
If you have been using Chronos for a long time, you will have a large backlog of open transactions. You will be given the option to ignore historical transactions that have already been accounted for in Quickbooks.
The Open Sales Transactions Screen
Performing a "smart scan" will cause Chronos to perform the sales receipt / invoice bundling logic to the pending transactions.
Transactions are automatically bundled into Sales Receipts or Invoices. Read more about Smart Accounting
Exporting a Sales Receipt Bundle
- Click Export Sales Receipt next to the transaction bundle that you wish to export to Quickbooks.
A background worker will be activated which will connect to Quickbooks Online and perform the export. Quickbooks Online servers are very slow; please be patient.
After exporting many sales receipts, you may refresh the screen to recalculate the number of open transactions.
Viewing Quickbooks PDF Sales Receipts
If the export has successfully completed, click the View PDF link to review a PDF copy of the Quickbooks Sales Receipt.
Exporting an Invoice and Payment Bundle
Click Export Transactions next to the transaction bundle that you wish to export to Quickbooks. Invoice and Payment bundles will be noted with a yellow warning message.
A background worker will be activated which will connect to Quickbooks Online and perform the export. Quickbooks Online servers are very slow. It may take up to a minute to export a single invoice.
Viewing Quickbooks PDF Invoices
If the export has successfully completed, click the View PDF link to review a PDF copy of the Quickbooks Invoice.
Chronos Usage Logs and Payments that have been exported to Quickbooks Online will retain an association to the Quickbooks transactions. This association will be visible only on the Client Ledger screen.
WARNING: Deleting Invoices, Payments, or Sales Receipts from Quickbooks will orphan the Chronos associations.
Viewing Historical Invoices / Sales Receipts
Click the green Quickbooks icon in the Client Ledger to download and view the PDF invoice or sales receipt from Quickbooks.
Clearing Association (Re-Open)
- Browse to the client ledger page and identify the transactions that you wish to re-open.
- Click the X icon next to the transactions to clear the Quickbooks associations and re-open the transactions.
TIP: When re-opening transactions, make sure you delete the associated Quickbooks Invoice, Payment, or Sales Receipts, otherwise dupliates may be created.
The re-opened transactions will be shown on the Open Sales Transactions screen and may be marked to ignore, or used again to create new invoices, payments, or sales receipts.
Exporting All Transactions on the Page
The Export All Transactions on the Page button allows you to export all transactions on the page instead of clicking to export each bundle separately. Before clicking this button, review the transaction bundles on the page to make sure they are accurate.
CAUTION: Quickbooks servers are extremely slow. After clicking the Export All Transactions on the Page button, please pause and watch the screen for completion status or failure messages.
Exporting All Transactions for a Specific Client
Invoice or Sales Receipt Already Exists
Chronos will not overwrite existing invoices or sales receipts.
Customer Does Not Exist
Make sure all customers are synchronized with Quickbooks Online. Read more about synchronizing customers here.
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