Short Primer on the QuickBooks & MarginEdge Integration – MarginEdge

This is a good place to start to get oriented with the specifics of these accounting integrations. Please keep reading for some vocabulary context, questions to ask yourself during QuickBooks Desktop set up, and further reading to make the most of your integration!

Article Contents

Video - How an invoice moves from MarginEdge to QuickBooks Online 
Definitions
[me] Integration Settings
Quickbooks Desktop
- Information About QuickBooks Web Connector
- Questions To Ask Yourself First
Further Reading

VIDEO - How an invoice moves from MarginEdge to QuickBooks Online

Definitions

Some context on the differences in wording between [me] and QuickBooks:

Orders in [me] are Bills in QuickBooks
Sales Entries in [me] are Journal Entries in QuickBooks
Inventory Entries in [me] are Journal Entries in QuickBooks

[me] Integration Settings

Under the Integration Settings, you have the following sync options for each of the transactions:

All Available (All Transactions with the “Ready” or “Pending” status in the Sync Status column of the Accounting Export Page).
Only Selected (All Transactions with the “Pending” status in the Sync Status column of the Accounting Export Page).
Pause Temporarily (None of these types of transactions will be pushed to QuickBooks Desktop).

(You only have access to the other integrations settings after the first sync.)

Classes

For each of the Class line item options, notice that you can only choose one class. Each [me] company can only sync with one class per transaction type (Invoices > QB Bills, Sales Entries > QB Journal Entries, and Inventory Adjustment Entries > QB Journal Entries). If you have multiple [me] units, each each unit and each transaction type can have a different class.

Company File Path

It’s best practice to add the file path of QuickBooks Desktop’s Company File to [me]. This ensures when you try to sync with [me] the data will come from/go to the correct company file. If you have multiple QuickBooks Company Files, you can have one company file open but sync/update that Company File to a different [me] unit. This is possible because of the way QuickBooks developed their SDK. If a Company File is open, all backend work can only be done with the open Company File. If the Company File Path is filled out in [me], QuickBooks Web Connector checks the open file’s location against the Company File Path. If the paths match, it will sync.

Quickbooks Desktop

Information About QuickBooks Web Connector

MarginEdge sends data to QuickBooks Desktop through QuickBooks Web Connector. QuickBooks Web Connector is a stand-alone program that typically installs automatically when QuickBooks Desktop is installed. Each time you update a Web Connector connection, MarginEdge reads data changes from your QuickBooks Company File. MarginEdge then pushes transactions into your accounting system that show a “Pending” Sync Status in your Accounting Export Page. MarginEdge will not change, alter, or delete any data inside of QuickBooks. It only reads data and adds data. In this article, we'll explain how to set up QuickBooks Web Connector and give you some best practices.

Questions To Ask Yourself First

Before we continue with the setup instructions you need to have some basic understanding of the environment around your QuickBooks Desktop Company File. I highly suggest you get answers to the below questions BEFORE you try to integrate QuickBooks Desktop and Margin Edge.

Where is your Company File stored?
Do you have access to other apps in the environment? For example, some hosting environments only give you access to QuickBooks and won't let you manage Desktop Apps like QuickBooks Web Connector, TransactionPro Importer, or Zed Axis.
Do you access multiple company files or just one company file?
Do you have “Admin” login credentials for my QuickBooks Desktop Company File? You’ll need to login to your Company File as Admin to setup the connection and create a dedicated MarginEdge user.