HOW-TO GUIDE

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QuickBooks IntegrationQuickBooks IntegrationQuickBooks IntegrationQuickBooks Integration INTRODUCTION

This guide explains the process of integrating QuickBooks into Clinical Conductor by:

1. QuickBooks setup

2. Network connection configuration

3. Linking entity accounts

4. Configuring system for QuickBooks

5. Mapping Clinical Conductor entities to QuickBooks entities

6. Configuring a study for QuickBooks integration

Before configuring the site to use QuickBooks, a remote connector module must be installed

on one computer at the site. The computer can be a server or any PC that uses Quick-

Books. Please contact customer support to obtain the Remote Connector.

1 QUICKBOOKS SETUP

The QuickBooks Setup section is where the connection to the QuickBooks database is estab-

lished and configured. It contains network settings that will need to be set by the administrator.

The setup only needs to take place one time and only on one computer.

1. Click Setup QuickBooks Files in the “Accounting System” menu under the “System Admin”

tab.

2. The “QuickBooks File List “will open and display all available QuickBooks files. Open an exist-

ing QuickBooks file by clicking its link in the “QuickBooks File” column or click Add New File to

set up a new QuickBooks file.

3. This will open the QuickBooks file setup screen:

The configuration process is now split into two steps: configuring the connection to QuickBooks

and aligning the entity accounts.

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NETWORK CONNECTION CONFIGURATION 2

1. Set the “QuickBooks File Path” by clicking Browse. Use the browse window to locate the

Quick Books Data File. This path should either be a path to a location on the machine run-

ning QuickBooks or to a network drive. In the case where the file is on a network shared

drive it must be mapped to a drive letter (Z:\ServerFolder\QuickBooks.qbw).

2. Type the external IP address of the computer hosting the QuickBooks database into the

“Remote Connector IP Address” field. This could either be the IP address of router for the

network or for the PC running the Remote Connector application.

3. Type the User ID for the Remote Connector into the “Remote Connector User ID” field.

This should match the User ID that was configured on the Remote Connector and is inde-

pendent of any other username in either Clinical Conductor or another system.

4. Type the password for the Remote Connector User ID into the “Remote Connector Pass-

word” field. This should match the password that was configured on the Remote Connector

and is independent of any other password in either Clinical Conductor or another system.

5. f the site uses a “Remote Connector SSL Certificate File”, type the application website file

path to this file into the designated field. This setting is not commonly used, if this feature is

needed please contact Bio-Optronics to complete this step.

6. Enter in the “Remote Connector Port Number” of the QuickBooks system into the desig-

nated field. Note that port forwarding will need to be configured on the internal router and

firewall for successful database connection.

LINKING ENTITY ACCOUNTS 3 The next step in the configuration of QuickBooks with Clinical Conductor is setting the linking

between Quick Books and Clinical Conductor entities. QuickBooks organizes its data in enti-

ties called customers, vendors, and employees. Clinical Conductor uses many more entities

(labs, vendors, patients, etc.). It is possible to map the multiple Clinical Conductor entities to

the limited set of QuickBooks entities.

Note: Depending on how the QuickBooks file is configured, the accounts can be set to in-

voice against sponsors or studies. The “Invoicing Against: Sponsors” setting is used when

invoices are made against a Sponsor for all studies they are running. When choosing to

create a separate sponsor account for each study then the “Invoice Against: Studies” setting

should be used.

1. Locate the “QuickBooks Entity Settings” section on the “QuickBooks File Setup” screen

and select the correct settings with the drop-down menus based on how the entities are

currently being stored in QuickBooks.:

Note: Sponsors/Studies are always categorized as “customers”. This is because QuickBooks

is setup so that only customers can be invoiced.

2. Once all the entity configuration settings for the QuickBooks integration are set, click

Apply to use these new settings or Save to apply the new settings and return to the welcome

screen.

7. When external connections to QuickBooks are needed, make sure the designated box is

checked.

8. The “Queue All QuickBooks Transactions” allows for all issued transactions to be added

to a queue and then synced with QuickBooks at a later time by the user. This option is rec-

ommended as it will allow the user to issue all of the desired transactions without having to

sync after each one.

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1. Navigate to “My Site” from under the System Admin

menu. Click on the name of the site to be configured. This will open the “Configure Site”

screen for the selected site. Scroll down to the “Site Financial Software Integration” sec-

tion. This section is where the financial software and check printing options are configured.

2. Locate the Financial Software dropdown menu and select QuickBooks. The ability to

revert back to Clinical Conductor as the financial system is made possible by selecting Clini-

cal Conductor form the dropdown.

3. Locate the QuickBooks File dropdown and select the appropriate file. You can also re-

vert back to Clinical Conductor as the financial software by reselecting it from the Financial

Software dropdown list.

CONFIGURING SYSTEM FOR QUICKBOOKS 4

The next step in the integration of Clinical Conductor with QuickBooks involves setting up the site(s) that will be to be configured to function with QuickBooks from within Clinical Conductor.

MAPPING CLINICAL CONDUCTOR ENTITIES

TO QUICKBOOKS ENTITIES 5

Each account that will be needed to interact with between QuickBooks and Clinical Conductor

need to be mapped to each other.

Note: QuickBooks requires that every account have a unique name which means that in the

case of two patients with the same name QuickBooks will have difficulty mapping these.

1. From the “Accounting System” section under the “System Admin” tab in the main header

menu, select one of the Mapping options (e.g. Staff Mapping, Patient Mapping). Each

screen will contain a grid similar to the following:

CC Entity

Mapping Status

The status column shows either:

Successful synchronization with QuickBooks.

Item is not synchronized with QuickBooks.

2. To map individual items to QuickBooks, click the icon. This will open a “QuickBooks

Entry” window within the screen. Once the link has been successfully made for the de-

sired row, it will be indicated by a green check in the status column.

Auto-Binding: This function allows Clinical Conductor to search for and bind accounts

that have an exact match to each other and create new accounts in QuickBooks for

those that do not have a match.

Note: This functionality can save much time but must be used with care. If there is an

account for a patient in Clinical Conductor where the name of the patient is Robert but

the account is already stored in QuickBooks under the name of Bob then a new account

would be created instead of syncing the two together.

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CONFIGURING A STUDY FOR QUICKBOOKS

INTEGRATION 6

Clinical Conductor must also be set up with QuickBooks at a study level.

1. To perform a setup, navigate to “Study List” from the “Studies” menu then select a study

from the list. Once at the “Study Details” for the selected study locate and click Setup Quick-

Books under the “Study Finances” section.

2. Once at the “QuickBooks Study Integration Setup” page choose the correct Entity Mapping

for each budget that will be associated with QuickBooks from Clinical Conductor. This is done

by choosing a corresponding user defined “Fixed Study Budget” for each “Clinical Conductor

Budget” which will be mapped to QuickBooks.

3. The next step is to map each of the user defined “Fixed Study Budgets” to a corresponding

QuickBooks account and a bank account. This is done by selecting the appropriate account

and bank account for each desired fixed study budget to be mapped.

Note: Fixed Study Budgets are created on a per study basis by the user at the Fixed Budgets

screen. For more information on Fixed Budgets and other finances refer to the CC FAQ guide

“Study Finances”.