QuickBooks Desktop FAQs

The following FAQs apply to Kindful Customers who have integrated QuickBooks Desktop 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.

Why are Campaign names in Kindful different than their corresponding Classes in QuickBooks?

Since Campaign names in Kindful can be public-facing (visible to donors), and Classes are an internal (accounting) concept in QuickBooks, you might want to name them differently.
 
If the short name field is empty in Kindful we will take the campaign name and use that when syncing to QuickBooks and also copy it to the short name.
 
Also, short name is used in some Kindful Reports as they display better thus the character limit. If you are on QuickBooks online there is an extra 99 character limit and if you're on QuickBooks desktop that limit is 28 characters.
 

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 Income Account in QuickBooks. During the sync process, any new QuickBooks Income Account will be imported into Kindful as Funds.

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 and 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 its Campaign.
  3. A transaction can inherit a Designation from its Fund, which it inherits from its 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 and  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 its Campaign.
  3. A transaction can inherit a Designation from its Fund, which it inherits from its Campaign.

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 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.

 

The Sync Process

How do I get the integration to start syncing?

For QuickBooks Desktop, the sync does not automatically start. It must be initialized from the desktop that the QuickBooks account is setup on. 

How to start the sync in QuickBooks Desktop:

1. Choose the application check box for "Kindful production" and then press "Update Selected" in the top bar.
2. A QuickBooks sync will commence.

More Info about the synchronization process in QuickBooks Desktop:

  • Depending on the size, this may take anywhere from 5 minutes to many hours. Last Run should show OK when complete. (Kindful is able to query for changes only, so subsequent syncs will be much faster.)
  • Once complete it may take Kindful some time to finish processing the sync. The status can be reviewed above using the Status button.
  • Updates can be scheduled to occur regularly, even when QuickBooks is not active. 
  • The desktop that QuickBooks is running on must be "on" for the sync to work.

Does the computer have to be on and running for the data to sync?

If you've connected QuickBooks Desktop to Kindful, the computer (or server) running QuickBooks Desktop needs to be on and running, uninterrupted during the sync process. If the sync process gets interrupted, you will need to kick off another sync.

I kicked off a sync and it stopped working right away: what happened?

If a sync is kicked off when it isn't safe for a sync, the web-connector will end its sync process within seconds. In this case, please contact support@kindful.com to help with the situation.

How do I cancel a sync?

If you need to cancel a sync, the web connector doesn't provide an easy way to do this. Clicking on the Status button above provides a way to cancel.

How often does the sync run?

You decide your sync schedule. You can configure this in QuickBooks Desktop. Syncs can be scheduled to run as frequently as every hour. We do not support updates more frequent than once an hour.

 

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