1. Prima Administration>General>Cloud Services>Set Financial to QuickBooks and leave default and tick in Active.

(If Token is lost and need to find in QB's - press CTRL + ALT + ? to bring up Company Code)

2. When website opens, click connect to QuickBooks, login with customer’s username and password and connect. Tick make active> save & close  

3. Dealer needs to set up tax rates in QuickBooks>Taxes area (if no AST set up, Prima will send over total invoice value to QB inc tax)

4. In Prima Admin, make sure nominals are set up in General>Nominals set up how you would like them

5. In QuickBooks, set up Sales & Purchase Nominals in Settings>Lists>Products & Services 

        - Add Product/Service>choose Services 

        - Fill in Nominal Name, make same as what is in the Sales & Purchase fields of the Nominals in Prima 

        - Tick I sell this product for the sales nominal

        - Tick I purchase this product for the purchase 


Further Information on Setup

  1. QuickBooks needs to be on Version QuickBooks Plus (or higher e.g. advanced) you need the PRO version at least if you want to complete PO’s in QB’s or transfer electronically from Prima. i.e. for sales only you can use the Essentials version. See: https://quickbooks.intuit.com/oa/online/ 
  2. AST has to be enabled in QuickBooks IF the user wants the tax to show and be reconciled in QB’s. If AST is available to enable, go to TAXES and add the tax regions here to enable. How to switch to AST in Quickbooks (automated sales tax): https://quickbooks.intuit.com/learn-support/en-us/sales-taxes/switch-to-automated-sales-tax-in-quickbooks-online/00/192599 
  3. If a version without AST is used (e.g. after conversion from QB’s desktop) then invoices will still be transferred BUT ONLY AS A INCLUSIVE TAX AMOUNT AT LINE AND HEADER LEVEL (as Britannia). You cannot update QB to have AST if it didn’t have it available already so if the dealer wants the tax to show, they would need to purchase a separate version of QB with AST and manually enter their opening balances. 
  4. Prima’s default is to compare tax to QB’s AST calculation and put in a journal entry if different. Because Prima can calculate many addresses with different tax status’s as default you often get error journal when a location is exempt in Prima (and the company in QB’s has not been set to exempt). This will not cause issues.  
  5. Before Transferring companies make sure there is a company name (not just display name) in QuickBooks online – otherwise the Prima transfer will create a duplicate company. Note: duplicate companies in QuickBooks online can be merged. Company names can’t have invalid characters , and : Note: The company gets created with a display name of [c] or [s] 
  6. The system key to ‘not send all companies to financial system’ in financial system keys is set to N as default. When you are ready and if you want all companies to transfer (this may take hours and should be done before go live IF required). It’s usually best to only transfer the companies that have invoices in Prima as they are created. Must set up in Prima Financials: Last date import occurred ‘20191102-19:14:01’