Integration: QuickBooks Desktop QBWC

The Logic Forte system can automatically deliver daily Sales Journal Entries for each of your restaurant locations into QuickBooks Desktop using the QuickBooks Web Connector (QBWC). Each Journal Entry will contain all of the detail required to balance the daily Journal Entry. Login to the Logic Forte website and run a daily "Journal Report" to view the information we send to QuickBooks. Contact us if you need to setup integration with QuickBooks Online (QBO).

Introduction

Follow these instructions to setup Quickbooks Web Connector (QBWC) to download daily Sales Journal Entries for each of your stores.

Before you begin, you will need the following information:

• The full path to the Quickbooks data file. If the file is stored on a server, we recommend using the UNC path (e.g. \\Server_Name\Share_Name\Folder_Name\Filename.qbw)
• The username and password for the admin user of each Quickbooks Company File.

Note: If a single Quickbooks Company File contains information for more than one store, each store must be set up as a separate Quickbooks "Class" within the Company File.

Setup Quickbooks Desktop Integration

1. Download and install the Quickbooks Web Connector.
   • Follow the instructions in Intuit Support Article 1558144 to download and install the Web Connector on your computer. For best results, install the Web Connector on the same Windows PC or Windows Server where the Quickbooks Company File(s) are stored.
2. Confirm the Quickbooks Company File path shown on our web site.
   1. Login to Sonic Reporting (https://logicforte.com/)
   2. Choose Quickbooks Sales from the Accounting drop-down menu
   3. Click the Configuration icon next to your store.
   4. Find the QBWC Configuration File Path near the bottom of the page.
      

      Note: If the path is blank, it MUST be updated by Logic Forte staff. If the file is stored on a server, we recommend using the UNC path (e.g. \\Server_Name\Share_Name\Folder_Name\Filename.qbw) instead of a mapped local drive (e.g. F:\Folder_Name\Filename.qbw).

3. Lookup the Quickbooks Web Connector password for your store.
   1. Return to the Quickbooks Sales page from the Accounting drop-down menu.
   2. Click the Configuration icon next to your store.
   3. Find the QBWC Configuration Password at the bottom of the page. Make note of this password, you will need it later!
4. Download the Configuration file (.QWC) for your store.
   1. Return to the Quickbooks Sales page from the Accounting drop-down menu.
   2. Click the Download icon next to your store.
   3. Save the Configuration file to your computer. Pay attention to where you saved this file, you will need it later!
5. Configure the Quickbooks Web Connector for your store.
   1. Open the Quickbooks Company file for your store.
      

      Note: You MUST open the Quickbooks Company File using the exact same path shown in Step 2(4) above.

   2. Login to the Company File as the QuickBooks admin user.
   3. Open the Configuration file you downloaded in Step 4(3) by double-clicking on it.
   4. QuickBooks will prompt you to "Authorize New Web Service". Click "OK".
   5. QuickBooks will prompt you "Do you want to allow this application to read and modify this company file?”, choose “YES, always allow” and configure automatic login as the admin user.
   6. When "Access Confirmation" window appears, review then click "Done".
   7. Enter the QBWC Configuration Password from Step 3(3).
   8. The Web Connector window will list a separate entry for each of your stores. Select only the entry for this store. Make sure no other entries are selected.
   9. Click the Update Selected button.
      

      Note: The Status will show several error messages in red during the first few connections. Repeat this step until Web Connector status says “Complete!” in green.

      Note: If you are not using Quickbooks payroll, you may have to perform this step 3-4 times in order to bypass any payroll-related error messages.

6. Configure the Logic Forte system to send each income/expense item to the correct QB account/vendor.
   1. Return to the Quickbooks Sales page from the Accounting drop-down menu.
   2. Click the “Configuration” icon next to your store.
   3. Select the appropriate account or vendor next to each record type.
      

      Note: If your QB company file contains more than one store, be sure to configure the “Store Class” at the bottom of the configuration page.

7. Instruct the Logic Forte system to send prior sales date(s) to QuickBooks
   1. Return to the Quickbooks Sales page from the Accounting drop-down menu.
   2. Click the Information icon next to your store.
   3. Select the date(s) you would like to import into Quickbooks.
   4. Click the Resend Selected Dates button at the bottom of the page.
      

      Note: Our system will automatically send the sales to Quickbooks within the next few minutes. If you have not received the data after 10 minutes or if you are in a hurry, you can select the store in the Quickbooks Web Connector and click Update Selected to force an immediate download of the data.

8. Review General Journal entries created in QuickBooks.
9. Repeat steps 2-8 to setup the QuickBooks Web Connector (QBWC) for the rest of your stores.

Troubleshooting

The Logic Forte system works with QBWC to automatically create daily Journal Entries in QB for each store every morning. Read below if you are not receiving new Journal Entries.

Problem: QuickBooks is not receiving Journal Entries for a store. No errors are shown when QBWC tries to update the store.

If a Journal Entry for a specific store sales date is out of balance (e.g. incorrectly adjusted by manager), the store must correct their sales information or you must follow Step 7 above to force our system to send the unbalanced transaction.