QuickBooks Integration with Tenant Pro

Activating Accounting Integration in Tenant Pro:

NOTE:  The Quickbooks add-on is beneficial to those who are already using Quickbooks to track their accounting transactions.  Only tenant charges and tenant payments will be exported from Tenant Pro, into Quickbooks, with the Quickbooks add-on for Tenant Pro.

Serial Number Window

For the Accounting Integration feature to be fully functional you must first activate this option in the Serial Numbers window, as outlined below.

1. Go to Setup>Serial Numbers.

2. Enter the appropriate serial number from your License Certificate into the QuickBooks field.

3. Click Save.

Preferences Window

Tenant Pro allows you to choose which property’s financial data will be exported to QuickBooks. That selection must be noted in the Property window for each participating property.

1. Click on the Preferences icon.

2. Click on QuickBooks Integration.

3. Click to place a checkmark in the Integrate with QuickBooks field.

Limit To Transactions After Date

The date entered here should be the starting date for any periods that you want to include in the export. When exporting the system will automatically check for duplication and will not re-export duplicate data, so there is no need to continually change this date for future exports. If an edit alters data that has already been exported, the next update will include a transaction for the difference, either plus or minus, from the original exported transaction.

QuickBooks Update Reminder

If you want Tenant Pro to offer a reminder to run a QuickBooks update, place a check in the appropriate checkbox and enter a number in the Reminder Frequency (In Days) field. Your reminder will be included on the Reminders List any time there are transactions that have been entered and not yet exported within the number of days entered. (The Reminders List can be set to automatically display when you open Tenant Pro by clicking on Reminders in the Preferences list and checking the box to activate.)

Summarize Entries When Exporting

When transactions are exported from Tenant Pro to QuickBooks, you can choose to show each individual tenant charge and tenant payment transaction or you can simplify your records by exporting only the sum of each general ledger account with activity. Since Tenant Pro already retains a detailed transaction history, the default preference will be to send only a sum for each account. If you prefer to see a transaction level detail in QuickBooks, simply uncheck the Summarize Entries When Exporting checkbox.

Properties Window

By default, all properties in Tenant Pro are activated to export all income and expense account data. If you do not need all property data to be exported, you must de-activate the properties that are not needed.

1. Open the Properties window with the desired property displayed. (Click the Properties icon and select the appropriate property from the list.)

2. Click to remove the checkmark in the Export to QuickBooks field.

3. Click Save.

4. Repeat for each property that you do NOT want to export to QuickBooks.

In QuickBooks:

In order to integrate, you must be running one of the following versions of QuickBooks: QuickBooks Pro, or QuickBooks Premier 2002, 2003, 2004, or 2005 (for Windows.) Your QuickBooks program has to be installed on your local machine and not on a server to successfully link to Tenant Pro.

1. While Tenant Pro is still open and running, open a valid QuickBooks data file that you want to integrate with Tenant Pro.

2. If you have multiple users, you must switch to single-user mode.

3. If you operate on an accrual accounting basis, create a new account titled "Tenant Receivables" if one does not already exist. You must set this up using the "Other Current Asset" account type.

4. Go back into Tenant Pro to the Preferences window and double-click on QuickBooks Integration then click on QuickBooks COA Mapping. That will trigger a connection between the two applications, causing a window like the one shown below to display in QuickBooks, and alerting you to the fact that another software application is trying to access your QuickBooks data file. Click on Yes, Always.

5. You will receive a secondary warning message that Tenant Pro does not have a "signed digital certificate." It is not needed. Click on Yes.

NOTE: TROUBLESHOOTING TIP: The message asking you if Tenant Pro can access QuickBooks will not appear if the Preferences window is open in QuickBooks (such as in step 8). If you are not prompted with this question make sure that the Preferences window in QuickBooks is closed, then go to Tenant Pro and click on one of the QuickBooks Integration preference windows to re-send the connection message.

6. In QuickBooks go to Edit>Preferences from the Main Menu.

7. On the left side is a list of icons. Click on "Integrated Applications."

8. Click on the "Company Preferences" tab.

9. Verify within QuickBooks, that the Preference setting now includes Tenant Pro in its list of applications that will be allowed access to your QuickBooks data file. Click OK when you are finished.