Synchronization Steps

1. Preparations: Your current open QuickBooks company file is detected; and confirmed with end user if different from last integration. Both 1TRACKER and QuickBooks are scanned for transactions in possible need of synchronization. In 1TRACKER, that is any Journal Entry without a QuickBooks transaction identifier. In QuickBooks, that is any Journal Entry that was modified since your previous integration.
   
   
2. Accounts: Your Chart of Accounts is compared between QuickBooks and 1TRACKER every time. If differences are found, the user will be asked how to merge such differences into one common chart for both systems.
   
   
3. Clients/Customers: Compare/Merge Lists.
   
   
4. Vendors: Compare/Merge Lists.
   
   
5. Workers/Employees: Compare/Merge Lists.
   
   
6. Other Names: Compare/Merge Lists.
   
   
7. Deleted Transactions Check (optional): Look for deleted transactions in QuickBooks - If you never delete transactions in QuickBooks (which we advise), you should always skip this step. Otherwise; if you have not deleted any transaction since your last integration, you may skip this step, for this one time, to speed up the process. This step may be time-consuming as all transactions in QuickBooks are scanned, and cross-referenced in 1TRACKER. If any transaction from 1TRACKER is not found in QuickBooks, it will be assumed to have been deleted in QuickBooks. If such transaction was originally from QuickBooks, it will now also be deleted in 1TRACKER. If it was originally from 1TRACKER, it will not be deleted, instead, a counter entry in 1TRACKER will be created to offset it.
   
   
8. Transactions to 1TRACKER: This is where any QuickBooks transactions that were modified since your last integration, are considered. If there is no match found in 1TRACKER, a new Journal Entry in 1TRACKER will be created to match the one in QuickBooks. Otherwise, if there is a match found, and that match has an older modification date than the transaction in QuickBooks, it will be considered Modified. If this transaction originated from QuickBooks, it will be deleted in 1TRACKER and replaced by a newer one. If it originated from 1TRACKER, it will be offset by a counter entry, and a newer one will be created.
   
   
9. Transactions to QuickBooks: Any Journal Entry (Transaction) in 1TRACKER that does not have a QuickBooks transaction identifier, will be sent to QuickBooks.
   
   
10. Final Trial Balances Verification (optional): This step provides final feedback and confirmation that the integration has run correctly, by confirming that the trial balances over the 'ALL' period are identical between 1TRACKER and QuickBooks. If not, the accounts with differences will be listed on an error page.

Sample Transaction Roll Progression - Example for steps 7, 8, and 9:

Legend: * = This entry has a deletion counter entry; ~ = This entry has a modification counter entry.

Entries originating from 1TRACKER are shown as blue, but could also be white if the a user made her own journal entries in 1TRACKER.

Integration 1 - Start out with Transactions 232 and 234 which were originally obtained from QuickBooks under numbers 81 and 82. Transaction 233 is originally from 1TRACKER, and has been assigned number 121 in QuickBooks.

Integration 2 - Transaction 81 was deleted in QuickBooks, and as such, transaction 232 was also removed in 1TRACKER. Additionally, transaction 82 was modified from 20000 to 20, and therefore, transaction 234 was also modified. Since both of these entries originated from QuickBooks, no counter entries were made on the 1TRACKER side.

Integration 3 - Transaction 233, which has number 121 in QuickBooks, has been modified in QuickBooks to 50 instead of 40. Since this transaction has originated in 1TRACKER, counter entries were made. We also sent 1TRACKER transactions 237 and 238 to QuickBooks.

Integration 4 - Transaction 238 (124 in QuickBooks) was found deleted in QuickBooks, and as such, a counter entry 239 in 1TRACKER was created.

Integration 5 - Transaction 236/233 (121 in QuickBooks) has been modified again, this time from 50 to 60.

Supported Versions

• Windows - USA: QuickBooks 2002-2006 Pro and Premier Editions.
• Windows - Canada: QuickBooks 2003-2006 Pro and Premier Editions.
• Mac OS X - USA: Please email our support department for instructions on how to email your encrypted file to us and have us complete the integration for you.
• Windows - Other countries: May work; but not tested.

Current Limitations

General

• QuickBooks is required to show years as 4 digits in order for the integration to work properly. Please ensure that in "Edit/Preferences.../Company Preferences", "always show year as 4 digits" is checked. This will be resolved when Intuit releases QBXML 4 for both Canada and the US.
• All transactions must be posted in your office's currency on the QuickBooks side. This is only of relevance with the Non-US versions of QuickBooks.

Entities

• A QuickBooks "entity" is a customer, vendor, employee, or person on the QuickBooks "other names" list. If any entity is changed in QuickBooks or 1TRACKER after it already has been merged, these changes will not be reflected on the other side. This will be implemented in the near future.

Transactions (Journal Entries)

• After integration, you cannot modify any transaction in 1TRACKER. Solution: make a counter entry. Transactions that are user entered in 1TRACKER after the integration will remain editable until your next integration.
• If an original 1TRACKER transaction has been modified in QuickBooks, all 1TRACKER specific attributes (journalLineType, split, toTimesheet, toExpensereport, toProductBill, toBill, toPayment) will be lost in the counter entry. In such case, please refer to original entry for these 1TRACKER attributes.
• If you ever delete any transactions in QuickBooks, please activate the optional "Deleted Transactions Check" integration step.
• All transactions that have been modified on the last day that any transactions have been modified in QuickBooks, will always be re-processed again by 1TRACKER. Although 1TRACKER will not double-import them, the integration might take more time because of this. This will be resolved when Intuit releases QBXML 4 for both Canada and the US.

Known Issues

4.0.5-QBI0001 - Signed Applet: The java integration applet is signed by a "Thawte Freemail" member, and may cause confusion when a user is asked to accept it. This will be upgraded in the near future with a more appropriate name.

4.0.4-QBI0002 - FireFox may crash when a user logs out from a web page with the integration applet still running. Solution: return to 1TRACKER and log out from there.