The QBO Account Sync action is used to bring Account information from QBO to DocMgt

During the indexing process users will need to code the line items with the proper account. With the QBO Account Sync action we can bring a list of all the accounts that can be used. This ensures the account information is acceptable to QBO.


This action type is normally performed as part of a Record Type Automation to run every night automatically. However, it can also be used in an Add-In so that it can be called manually to sync when the users know something has changed and they need the new information before the next automatic sync. The best practice is to build an Action Set that calls this action and then call that Action Set from the Automation and the Add-in.


Options


    • Integration Name (Enterprise Feature) - If you have multiple QBO integrations defined you can specify which one to use by its name. If you leave this blank then the system will use the first one. 


    • Record Type - The Record Type that is used to hold this data. The normal place is QBOData but if you have multiple QBO accounts you might have a different record type for each account.


    • Sync Type - Check this ON to do a complete sync of all items. Check this OFF to sync only those items that have changed since the last sync. Normally you leave this OFF unless you want to re-do the entire look up table.


    • Include Inactive - Check this ON to also sync any inactive items. Check this OFF to sync only those items that are still active. Normally you leave this ON unless you know you will not need the inactive items accounts for older invoices. 


    • Fields - Use this to map the Account fields in DocMgt to the Account fields in QBO. If you use the standard QBO Bills record type then the mapping is already correct. If you did not then you need to be sure you set the mappings correctly. 


      • DocMgt Field - The name of the field in DocMgt in which you want to store the information


      • QBO Field - The name of the field in QBO that corresponds to the DocMgt field. Here is a list of the field names QBO uses for this process. You MUST use their names in this column!


Id - This is the Id number of the item. Ids are commonly used to send information to QBO. Use this as your Value field for the Record Type Link field.

Status - Whether this item is Active or Inactive. You can use this in your Record Type Link fields to show inactive items only for look-ups but not for new entry.

Name - This is the Name of the item. This is what the end users will see as they are indexing and searching. However, The Id above is what QBO needs for indexing. Use this as your Display field for the Record Type Link field.

AcctNum- This is the Account Number of the item. This is different from the Id. If your users prefer to type in account numbers for their indexing then you can change your Display Field to AcctNum in your Record Type Line Item fields configuration.

AccountType - The type of account. This will be a value like Expense, Asset, etc. This can be used in the line item indexing to filter the accounts available for entry.

Type - This defaults to the word "Account" in this case and is used to distinguish the type of look up data this is.