Connecting QuickBooks Desktop to Quadient AP requires:

• Downloading SmartSync
• Configuring SmartSync
• Connecting SmartSync to QuickBooks Desktop

Downloading SmartSync

Go to Settings | ERP Management. Select the Legal Entity and click Get SyncTool. 

This downloads two files to the server - SyncTool.msi and Settings.json. Ensure you are logged into a browser that supports multiple file downloads at once such as Chrome or Firefox. 

Open and run SyncTool.msi to install SmartSync. 

Configuring SmartSync

Before opening the SmartSync application, the Windows Services must be configured to run using a dedicated Windows user. To do this:

1. Open Windows Services.
2. Right-click on the SmartSync Connector Service and click Properties.
3. Select Log On and change Log on as to This Account
4. Select the dedicated Windows user.
5. Click Apply and follow the steps to restart the service.

Certain sync errors require the SmartSync services to be restarted. To do this:

1. Click on Recovery.
2. Update the First, Second, and Subsequent Failures to automatically restart the services.
3. Click Apply. 
4. Repeat the steps for SmartSync Polling Service.

Restart both the SmartSync Connector Service and SmartSync Polling Service for the changes to take effect.

Connecting SmartSync to QuickBooks Desktop

Logging into SmartSync Manager  

In the Start menu, search for and open SmartSync Manager. Enter the Quadient AP SmartSync User's username and password here. 

Once logged in, select the legal entities and click Import.

Configuring the Integration tab

Select each Legal Entity from the dropdown menu and enter the Sage 100 company information. 

The following fields must be filled in:

• Version: This is your year version of QuickBooks Desktop. SmartSync supports QuickBooks Desktop version 2014 and above. 
• Company: This is the file path to the QuickBooks Desktop company file. You can verify this by pressing F2 in QuickBooks. This will bring up the Product Information window, and the file path is under File Information.  
• Zero-rated Tax Code: This is your Zero-rated Tax Code. You can verify this in QuickBooks under Sales Tax - Sales Tax Code List.
• Application Name: Enter 'Beanworks' as the application name. 
• QuickBooks Desktop has the ability to allow duplicate invoice from the same vendor. You can use the checkbox to allow or reject duplicate invoices.

Once all fields are filled in, click save and click Diagnostics. In the Diagnostics tab, click Check to run the diagnostics check to verify the connection is successful.

Syncing Quadient AP and QuickBooks Desktop

When syncing Quadient AP and QuickBooks Desktop for the first time, you must grant the application certificate in Quickbooks. To do this:

 The following lists are imported:

• AP Account
• Billable
• Category
• Class
• Currency
• Customer Job
• G/L Account
• Item
• Posting Period
• Sales Tax Code
• Tax
• Unit Measure
• Vendor