The version must be Plus. The integration does not support Essentials or Simple Start.
Setup Checklist:
Authenticate
Provide applicable users access
Map cash account, expense class, expense location, invoice class, invoice location and designate expense sync default.
Map expense categories
Map cost codes
Map credit cards (Company, Aircraft and Personnel)
Connect QuickBooks and Avianis
Click on Finance > Finance Settings
Click Connect and input your Quickbooks Online Web credentials.
Settings
Select which chart of account cash expenses should be mapped to. The account type on the QuickBooks account must be "Bank". The sync will not be successful on a cash expense if the chart of account is something other than bank.
Expense Syncing Default
This option is to select a preferred expense sync option. Sync as a Bill or Purchase (Expense). The bill option allows for the expense to be included in the A/P Aging Summary report as well as the Balance Sheet on the QuickBooks side. Set the default or at the time of sync, select whether it needs to sync as a bill or purchase expense type.
Setting Class and Location
Customize the class and location for expenses and invoices that are synced from Avianis to QuickBooks. Click the drop down next to each of the fields and see the various dynamic fields that can be included. This helps categorize transactions on the QuickBooks side. Below are some examples:
Mapping Avianis Record to QuickBooks Record
Avianis Credit Cards must be mapped to QuickBooks Chart of Account. Credit cards are located in 3 locations in Avianis.
- Company > Finance Settings > Credit Cards
- User > Credit Cards
- Aircraft > Billing > Credit Cards
Syncing from Avianis to QuickBooks
Things to Know:
Payment method credit card syncs to Avianis as card
Payment method wire transfer syncs to Avianis as other
2. ) In My Company > Global Settings > Integrations > QuickBooks there are four tabs: Accounts, Expenses, Invoices and Vendors. Reference this section if issues arise determining what records are associated between the two systems. The QuickBooks ID number is found in the URL of the QuickBooks record.
Example of QuickBooks URL in address bar:
https://qbo.intuit.com/app/invoice?txnId=528
3.) Do not delete records from the QuickBooks side after they have been synced from Avianis to QuickBooks. Best practice is to manage the record in Avianis and sync accordingly.
4.) Expenses that are tied to trips are also tied to the account on the trip. Be sure that the vendor on an expense does not conflict with the account name on the trip.
5.) When QuickBooks assigns a # to the Chart of Account (at the beginning), it will not be available to select from in the expense category drop down.
6.) Depending on the name of the Chart of Account, it will not pull back in the QB account drop down in the CC, but will in the expense category QB drop down. If that occurs adjust the name on the Chart of Account.
Troubleshooting:
2.) Be sure all cost codes in Avianis are mapped to Product and Services on the QuickBooks side.
3.) If syncing an expenses "Paid with" cash, be sure a cash chart of account is setup in My Company > Global Settings > Integrations > QuickBooks
4.) If you are not seeing the QuickBooks symbol in an expense, invoice, account or vendor, you need to be assigned the QuickBooks role.
5.) When syncing Paid with: Direct Bill option, you must set the sync type as Bill not Expense (Purchase).
6.) When syncing a Paid with: Direct Bill option, the chart of account type tied to the expense category set cannot be Accounts Payable.
7.) In the QB CC drop down when associating QB Chart of Accounts to Avianis CCs, type the name of the Chart of Account. Also be sure the Chart of Account contains the Account Type "Credit Card" and Detail Type " Credit Card."
Ref: I-Q01