QuickBooks Connection Wizard: Match Chart of Accounts


Match Chart of Accounts

Now you are in the 'Match Chart of Accounts' portion of the wizard. Click Next to begin scanning the Chart of Accounts in both ESC and QuickBooks.

If your QuickBooks database does not contain accounts called "Undeposited Funds", "Accounts Receivable" or "Sales Tax Payable", the wizard will display a message telling you which accounts are missing.  If these accounts exist under a different name, they must be renamed to their original name so that ESC can recognize them.

Accounts Receivable - The Accounts Receivable account is created automatically the first time you use the Create Invoices option in QuickBooks.  If you have not yet used this feature in QuickBooks, please head to Customers → Create Invoices and the account will be generated.  If you are already creating invoices in QuickBooks, then the Accounts Receivable account may have been renamed.  

Undeposited Funds - The Undeposited Funds account is created automatically the first time you select the Receive Payments option in QuickBooks.  If you have not yet used this feature in QuickBooks, please head to Customers → Receive Payments and the account will be generated.  If you are already receiving payments in QuickBooks, then the Undeposited Funds account may have been renamed.

Sales Tax Payable - The Sales Tax Payable account is created when you turn on Sales Tax in QuickBooks.  Even if you are not charging tax, the integration with ESC requires that the Sales Tax ability be turned on.  To do this, log into QuickBooks as the Admin and head to Edit → Preferences → Sales Tax → Company Preferences.  Set "Do you charge Sales Tax" to "Yes".  If it requires a default Sales Tax Item, you may create one with a rate of 0% to ensure that no tax is actually charged. If you are already charging Sales Tax in QuickBooks, then the Sales Tax Payable account may have been renamed.

If all three of these accounts are setup properly in QuickBooks, ESC will scan the current Chart of Accounts and you will be presented with two columns. The column on the right will provide you with a list of all unmatched accounts in QuickBooks. The column on the left will display all unmatched accounts from ESC. If an account in ESC has an identical name to an account in QuickBooks, those accounts will be matched up automatically, and you will not seem them in the lists. It is mandatory that all ESC accounts be matched to QuickBooks before you will be able to continue, but not necessary to have all of your QuickBooks accounts in ESC. In fact, adding unnecessary accounts to ESC will increase the processing time to post sales invoices to QuickBooks.

Begin by clicking on the first account in the ESC list, this will highlight that account. If the account you have chosen on the ESC side is the same in function as an account in the right column, then you will also highlight that account and then click the Match button between the two columns. This will link the two accounts together.

If there is no account on the QuickBooks list that is similar in function to the account you have highlighted, then you will want to click on the Add account to QuickBooks button at the bottom of the column.

Once all ESC accounts have been matched to QuickBooks (remember, not all QuickBooks accounts need to be matched), click the Next button.

Once your accounts have been matched, the wizard will quickly scan and match up the Terms between ESC and QuickBooks.  This will help to ensure that all accounts receivable transactions maintain the same aging dates between both programs.


Next Step: Synchronize Vendors

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