QuickBooks Integrator Quick Start Guide

It is highly recommend that you read the setup information in the full QuickBooks Integrator User Guide . This online User Guide contains the most up to date information available.

Note: The User Guide on the QuickBooks Installation CD may contain dated information. Please refer to the online guide for the most current information.

This document is a summary of the key items available in the full user guide.

Setup BEFORE first Synchronization:

QuickBooks setup:

  • Create a new Company File. It is not recommended to import into an existing Company file.
  • For Manager Plus and Shopkey Management it is critical during the QuickBooks Interview to say Yes to ‘Do you charge Sales Tax’ and Yes to ‘Do you track inventory’.
  • For Manager and Shopkey Service Writer it is critical during the QuickBooks Interview to say Yes to ‘Do you charge Sales Tax’ and No to ‘Do you track inventory’.
  • Do not setup the Chart of Accounts in QuickBooks. The Integrator has an account mapping process that will add the accounts it requires to work.

Manager Setup:

  • Assign general account classes by going to ‘Setup’, ‘Standard Tables’ and ‘Account Classes Tab’.
  • Assign account classes for Shop Supplies and Hazardous Materials under ‘Setup’, ‘Shop Data’, ‘Shop/Hazmat Tab’.
  • Assign account classes for Inventory List items under ‘Inventory’, ‘Inventory List’ for each Inventory record.
  • Assign account classes for Vendors under ‘Setup’, ‘Vendor Setup’ for each Vendor.

Note: The category <none> should NOT be selected for any of the Account Classes. Company Names do not transfer to QuickBooks. We recommend entering your Company Account names into the last name field on the Manager Customer screen in addition to the Company field.

Integrator Installation:

  • Backup the Manager and QuickBooks databases before installing the Integrator.
  • QuickBooks and Manager must both be installed on the same PC for Integrator to work.
  • Close QuickBooks and Manager.
  • QuickBooks Integrator is available for download at http://www.buymitchell1.com/quickbooks/download.htm or on CD.

Installing QuickBooks Integrator:

1. Double click the Integrator Setup icon to start the installation.
2. Click ‘Yes’ to agree to the License Agreement.
3. Enter a User Name and the Company Name you use in QuickBooks to identify your business click ‘Next’ and click ‘Next’ on the Destination Folder screen.
4. Click the Open QuickBooks check box and ‘Finish’.

Setup the Integrator in QuickBooks:

1. Open QuickBooks (If not automatically opened).
2. The QuickBooks Application Certificate appears, click ‘Yes, always; allow access even if QuickBooks is not running’, click ‘Continue’
3. Click ‘Done’ to allow access to your QuickBooks Company file.
4. You are prompted to enter your Mitchell1 or Shopkey account number to activate your account. Internet access is needed during this account activation.
5. Click ‘Yes’ to the map Accounts and Payment Methods prompt.
6. Click ‘Import’ on the ‘Link Accounts’ and ‘Link Payment Method’ tabs. The drop down box will default to ‘Add to QuickBooks’ if the Account or Payment Method doesn’t exist in QuickBooks.
7. Click Close.

Initial Synchronization:

1. Open QuickBooks, click ‘Company’ and then ‘Mitchell1/Shopkey QuickBooks Integrator’.
2. You are prompted to select the date of initial synchronization, Click ‘OK’. It is not recommended to synchronize several years of transactions from Manager.
3. The synchronization can take some time depending on the size of your database
4. The synchronization date can not be selected again.

Subsequent Synchronization:

1. Open QuickBooks, click ‘Company’ and then ‘Mitchell1/Shopkey QuickBooks Integrator’, click ‘Synchronize’.
2. Subsequent synchronization should be performed daily.

Additional Resources: