Accounting: Using QuickBooks
This page explains how to set up Deposits to automatically create accounting transactions in QuickBooks.
Before using Open Dental with QuickBooks, install the QuickBooks Foundation Class. Download QBFC10_0Installer.zip, unzip it, and run the installer.
- In the Manage module, click Accounting, Setup.
- Select QuickBooks as the Deposit Software.
- Company File: Enter the path to your QuickBooks company file, or click Browse to locate the file on your computer. If you choose Browse, make sure QuickBooks is not running while browsing for the file.
- If this is the first time connecting to this company file with Open Dental, open the company file and log into QuickBooks as an administrator user if possible. See the Things to Know section at the bottom of this page if you are having troubles opening QuickBooks in the background.
- While QuickBooks is logged into the company file, go back to Open Dental and click Connect. This security window from QuickBooks should open.
- Select Yes, always. Click Continue.
- List of accounts to deposit to: Click Add and select the deposit account to add it to the pick list. Accounts entered here will be options when sending a deposit to QuickBooks.
- List of income accounts: Click Add to select the Income Account options available when the deposit transaction is created.
Note: If the account you are looking for is not available when you click Add, make sure you have logged in to QuickBooks as a user who has access to all accounts.
- Enable QuickBooks Class Refs: This preference is useful for those using Clinics who want to track deposits by clinic in QuickBooks (Class Refs).
- Checked: Enable the ability to assign class refs to deposits. A Class List area will show listing the Class options that will be available when sending a deposit to QuickBooks (on the Edit Deposit Slip window).
To add a class ref, click Add, select it from the Input dropdown, then click OK.
To remove a class ref, highlight it and click Remove.
- Unchecked: (old behavior) There will be no Class selection option on the Edit Deposit window.
- Click OK to save the settings. The next time a deposit is created in Open Dental, a deposit transaction will automatically be created within the QuickBooks company file, using the accounts you choose at the time of creation. If using Clinics, if you change or delete a deposit in Open Dental, you need to manually make the same change in QuickBooks.
Old deposits can be sent over to QuickBooks. See the QuickBooks section in the Deposit Slip page for more information.
Things to Know
Open Dental will not be able to use QuickBooks functionality if it is not installed on the local computer or if it cannot access the company file. This means that the current QuickBooks bridge cannot be used with the online version of QuickBooks. This bridge was written using QuickBooks 2012 and might not work with older versions.
Multiple Open Dental Databases:
One QuickBooks company file can have multiple Open Dental databases making deposits into it. Each Open Dental database will need to have the settings manually set up in order to start making deposits into the company file. Be sure to make a detailed memo if you need to know which database the deposit came from.
Running QuickBooks in Background:
Open Dental will run much faster if QuickBooks is open in the background. Make sure to use the exact same company file path to launch QuickBooks outside of Open Dental otherwise you will receive an error that says "Error: A QuickBooks company data file is already open and it is different from the one requested or there are multiple company files open". Having QuickBooks running in the background significantly cuts down on authentication and communication time for every command that Open Dental sends.
Edit Application Permissions in QuickBooks:
To edit the application permissions within QuickBooks, open your company file and:
- Go to the Edit menu, choose Preferences, and then click Integrated Applications.
- Click the Company preferences tab.
- Make sure that the Don't allow any applications to access this company file checkbox is not checked.
The Notify the user before running any applications whose certificate has expired checkbox can be checked. If it is, however, automatic access will be suspended if the application's certificate expires.
- Select the appropriate application and click Properties.
- Change any of the options.
- If the company file has multiple users and Allow this application to login automatically is checked, select a user for the application to log in as.
Although you can permit the application to log in as any user you want, you may want to create a user specifically for the application. This lets you control the type of data the application can access.
- If necessary, using whatever mechanism is available in the third-party application, set it to communicate with QuickBooks at your chosen time.