The QuickBooks Integration feature allows users to connect QuickBooks Online to their Grant Lifecycle Manager (GLM) site, enabling grant installment information entered in GLM to be easily sent to QuickBooks Online. Once you have completed the initial setup, you can link organizations in GLM to vendors in QuickBooks and then make payments on request installments in QuickBooks.
QuickBooks Integration Setup
- Click Tools on the upper navigation bar, and then click QuickBooks Integration.
- If QuickBooks Integration is not displayed, reach out to Support to have it enabled.
- Click Connect to QuickBooks.
- Click Connect.
Connect GLM Organizations to Vendors in QuickBooks
GLM organizations need to be linked to vendors in QuickBooks one at a time before requests can be paid in QuickBooks.
- Click Tools on the upper navigation bar, and then click QuickBooks Integration.
- Click the Linked toggle next to the organization to connect it to QuickBooks.
- Click the radio button next to the correct vendor, and then click Link.
- Use the Quick Search field to search for the organization by name.
- The toggle will turn green once the vendor is linked.
- To unlink a vendor click the green Linked toggle, and then click OK.
- Use the Quick Search field to search for the organization by name.
Use QuickBooks Integration to Make a Payment
- On the Request Summary page for an approved request from an applicant from the linked organization, click the Installment Form drop-down.
- Select an account from the drop-down menu, and then click the Send to QuickBooks icon.
- Navigate to QuickBooks.
- Click Expenses, and then click Vendors.
- Click the vendor name.
- Click the Schedule payment drop-down menu, and then click Mark as Paid.
- Click Save and close.
- On the installment in GLM, the Paid field will display the amount that was paid in QuickBooks.
- Multiple payments can be made in QuickBooks by editing the Amount on the Mark as Paid page.
- In the example below, the installment amount sent over from GLM is $1,500. The payment in QuickBooks has been edited to $500, which means that $1,000 is still outstanding. Additional payments can be made for the $1,000 that is outstanding. The amount shown in the Paid field in GLM on the installment will update with each payment made in QuickBooks.
- In the example below, the installment amount sent over from GLM is $1,500. The payment in QuickBooks has been edited to $500, which means that $1,000 is still outstanding. Additional payments can be made for the $1,000 that is outstanding. The amount shown in the Paid field in GLM on the installment will update with each payment made in QuickBooks.
Delete a Bill in QuickBooks
- Navigate to QuickBooks.
- Click Expenses, and then click Vendors.
- Click the vendor name.
- Click View/Edit next to the paid transaction.
- Click Clear Payment.
- Click Save and close.
- Click Schedule Payment, and then click Delete next to the reopened transaction.
- The installment in GLM will now show that the paid amount is $0.00. The payment can then be resent to QuickBooks with a new account selected.
Batch Send Installments to QuickBooks
Installments from an organization that is linked to a QuickBooks vendor with the request in either the Approved or Follow Up status can be sent in batch to QuickBooks.
- Click Tools on the upper navigation bar, and then click Payment Tracking.
- Enter the Search Criteria, and then click Search.
- Check the box next to each installment that will be sent to QuickBooks.
- Click Batch Actions, and then click Send Installments to QuickBooks.
The installments can then be viewed on the Vendors page in QuickBooks to be marked as paid.