QuickBooks Online - Integration Features and Requirements

Dimension Setup 

Supported Dimensions

• Class
• Location
• Customer/Project
• Additional Martus-only dimension, usually used for Department, when the Chart of Accounts is organized by department rather than being natural. 

Class

• Martus supports Class as a dimension. 
• All class names must be unique, including any inactive classes. 

 Customer/Project 

• Martus supports the Customer/Project.
• All Customer and Project names must be unique, including any that are inactive. 

Location

• Martus supports Location as a dimension. All location names must be unique, including any that are inactive. 

Departmentalizing the Chart of Accounts 

• If the Chart of Accounts is not natural, a department dimension can be created within Martus and assigned to accounts to provide reporting and budgeting by department.

Account Setup 

Accounts

• Accounts must be used in QuickBooks Online, including on all parent accounts. Any account that does not have an account number will not be recognized in Martus.
• Note that QBO only provides the status for Customer/Project. Martus inactivates any dim values (subject to an existing Status lock setting on the value) where the Status is NOT returned by the sync.
• NOTE: It is not sufficient to include the account number within the name in QuickBooks Online; it must be in the account number field. 

Multicurrency 

• If multiple currencies are used, Martus shows base currency transaction data and totals. Budgeting and reporting is done in the base currency. 

Equity Accounts and Fund Balance Reporting

• Martus supports the use of Equity accounts for Fund Balance Reporting.  Note that feature is not activated by default; it must be turned on by Martus Support. 

Importing

• If you are a Quickbooks Online customer and you have the 'Advanced' level of Quickbooks, you can manually import budgets into Quickbooks from Financial Planning > Budgets.

QuickBooks Desktop - Integration Features and Requirements

Dimensions

Supported Dimensions

• Class
• Customer/Job
• Items
• Martus-only dimension, typically Department, used when the Chart of Accounts is structured by department rather than natural. 

Dimension Setup 

Class

• Martus supports Class as a dimension. 
• All class names must be unique, including any inactive classes. 

Customer/Job

• Martus supports the Customer/Job as a dimension within QuickBooks Desktop. All customer/job names must be unique, including any that are inactive. 

Items 

• Martus supports Items as a dimension within QB Desktop. All item names must be unique, including any that are inactive. 

Departmentalizing the Chart of Accounts If the Chart of Accounts is not natural, departments can be created within Martus and assigned to accounts to provide budgeting and reporting by department.

Accounts

• Account numbers must be used in QuickBooks, including on all parent accounts. 
• Any account that does not have an account number will not be recognized in Martus. Note that it is not sufficient to include the account number within the name in QuickBooks; it must be in the account number field. 

Equity Accounts and Fund Balance Reporting

Martus supports the use of Equity accounts for Fund Balance Reporting.  Note that feature is not activated by default; it must be turned on by Martus Support. Create a ticket through the Knowledge Base if you are a direct Martus customer, or contact your Martus reseller if you are supported through one of our Martus partners.

Connecting to QuickBooks Desktop using the QuickBooks Web Connector

Before You Start

• Make sure that you are logged into Quickbooks as 'Admin' 
• Make sure that you are in 'Single-User Mode'. You can switch to this mode under File > Switch to Single-user Mode
• Be logged into Martus as well

Download Your Quickbooks Connector

1. Open Martus
2. Go to Setup > QBWC > Click 'Download Qwc'

Save the QWC File

1. Once this file has finished downloading it needs to be saved to the same location that your Quickbooks company file is saved 
   1. For clients with a hosted version of Quickbooks, the QWC file needs to be saved on the hosted server (not on a local drive).

Configure the Web Connector

1. Click File > App Management > Update Web Services 

Connect to Quickbooks

1. Click 'Add an Application' 
2. Choose the Quickbooks connector file that was previously saved 
3. Check the box for Martus
4. Click 'Update Selected' 
5. When it asks for the password, enter the Martus password of the user who logged into Martus and downloaded the file originally
   1. Be aware that if this user changes their password in Martus the Quickbooks Connection will fail and have to be reconnected