QuickBooks Online FAQs

The following FAQs apply to Kindful Customers who have integrated QuickBooks with their Kindful account.


How do I create a new Designation?

To create a new Designation in Kindful, you actually need to create an Item in QuickBooks. During the sync process, any new QuickBooks Items will be imported into Kindful as Designations.

Can we have more than one Designation per Fund?

In Kindful, each Fund has only one default Designation. However, you can also set a default Designation on each Campaign, and you can set a Designation on a transaction directly (for ultimate flexibility in designating your transactions.) 

How do I create a new Fund?

To create a new Fund in Kindful, you actually need to create an Item in QuickBooks. During the sync process, any new QuickBooks Items will be imported into Kindful as Designations.

What happens if I use Income Sub Accounts in QuickBooks?

If you are using Income sub account in QuickBooks, they will be imported into Kindful at the same level as Income Accounts. The Kindful-QuickBooks integration does not support a hierarchy of Funds/Income Accounts. Your Income Accounts and Income Sub Accounts would all appear in Kindful as a "flat list".

Funds that I created in Kindful are not syncing into QuickBooks.

After you connect Kindful and QuickBooks, you will no longer be able to create Funds in Kindful. (Instead you would have to create an Income Account in QuickBooks; during the sync process a related Fund would then be automatically created in Kindful. If you created some Funds in Kindful (before you connected QuickBooks and Kindful) then it's best to reassign all of the Kindful Campaigns that you had associated with those "Kindful-Created" Funds to the Funds that were created automatically via the sync.

No values show in the Designation dropdown when I edit a Fund in Kindful.

Funds created in Kindful can't be edited after you connect QuickBooks and Kindful. You'll want to stop using those Funds, and start using the Funds that were automatically imported from QuickBooks instead. It's a good idea to go through you Campaigns and ensure that each one of them is assigned to a Fund that came from QuickBooks (so that all of your transactions will sync to QuickBooks).

Do all of my Kindful Campaigns need to have a Default Designation?

A transaction needs to have a designation in order to sync to QuickBooks. The easiest way to ensure that your Kindful transactions will sync to QuickBooks is to set a Default Designation on all of your Funds Campaigns in Kindful. However, you don't need to do this. A transaction can get a Designation in one of the following methods:

  1. A Designation can be set directly on the transaction.
  2. A transaction can inherit a Designation from it's Campaign.
  3. A transaction can inherit a Designation from it's Fund, which it inherits from it's Campaign.

Do all of my Kindful Funds need to have a Default Designation?

A transaction needs to have a designation in order to sync to QuickBooks. The easiest way to ensure that your Kindful transactions will sync to QuickBooks is to set a Default Designation on all of your Funds Campaigns in Kindful. However, you don't need to do this. A transaction can get a Designation in one of the following methods:

  1. A Designation can be set directly on the transaction.
  2. A transaction can inherit a Designation from it's Campaign.
  3. A transaction can inherit a Designation from it's Fund, which it inherits from it's Campaign.

How often does the sync run?

If you're using QuickBooks Online, the sync process runs once an hour. The process kicks off approximately 20 minutes after the top of the hour. If you're using QuickBooks Desktop, you will need to manually kick of the sync process from inside of the QuickBooks Desktop application. A sync could take longer than one hour to run (depending upon various factors) so please give your sync process at least 2 hours to finish working after it has started.

Why did my QuickBooks sync setting change from "Two-way Sync" to "One-way Sync" on it's own?

This is a safety measure that Kindful performs when we receive an error message from your QuickBooks account in order to ensure data integrity. If you find this has happened, please contact support@kindful.com so we can evaluate your specific error, handle it, and turn the Two-way sync back on.

I have duplicate contacts/customer records. 

Don't delete customer records in QuickBooks: doing so will cause an issue. If you have multiple records for the same contact (customer) then merge the contact records using Kindful's Contact Duplicate Finder tool (or by performing a Merge in the Contacts page). 

What happens behind the scenes is: the "Secondary" Contact record's activities are moved to the Primary Contact record, and the Secondary record is deleted in Kindful. Kindful will attempt to update QuickBooks with the change, however, QuickBooks has rules that may prevent the merge in QuickBooks. (For example, if a deposit has already been made an the Sales Receipt is "locked" in QuickBooks, we may not have the ability to "delete" the Secondary record in QuickBooks.

However, Sales Receipts for both records will still flow into the same Contact record into Kindful. (Even if we couldn't delete the secondary customer record in QuickBooks due to QuickBooks' rules.)

How are deposits handled in the Integration?

Kindful does Not get deposit information from QuickBooks. This means that if you want to see which transactions belong to a deposit, you would need to look in QuickBooks.

Please note that QuickBooks has rules relating to deposits. Such as, a Sales Receipt (Transaction) that belongs to a deposit that has cleared may not be editable. So any changes that you make to such a Transaction in Kindful would not be accepted by QuickBooks, and thus the transactions would appear "out of sync" between Kindful and QuickBooks.

 

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