Set up account mappings

Each account in ScheduleFencing is mapped to a QuickBooks customer. When a sync is started for a particular account, the account mapping is used to determine the destination QuickBooks customer for the generated invoice. By default this mapping is created automatically, although you can create the mapping manually if needed.

Sync behavior

When no mapping exists

When a sync is started for an account with no mapping, the QuickBooks customer list is searched for a customer with a matching email address.

• If no customer is found, a new customer in QuickBooks is created automatically and the sync proceeds. This automatic creation can be turned off if needed.
• If a matching customer is found, the account is mapped to the found customer and the sync proceeds.
• If more than one matching customer is found, then the sync is stopped. You should manually create the account mapping and then restart the sync.

When a mapping exists

When a sync is started for an account that is mapped to a QuickBooks customer, the sync will verify the mapping is valid.

• If the account has been changed since the last sync, the sync is stopped. You should update the account mapping and then restart the sync. Some changes which will cause the behavior include updating the account’s name, specified billing user, or billing address.
• If the QuickBooks customer has been deactivated, the sync is stopped. You should reactivate the QuickBooks customer and then restart the sync. Alternatively, you can delete the account mapping and replace it with a mapping to a different QuickBooks customer, then restart the sync.

If neither of these conditions apply, then the mapping is considered valid and sync will proceed.

Create an account mapping

Each account can be mapped to a new or existing QuickBooks customer.

1. In the QuickBooks menu, click Account Mappings.
2. Next to the account, click View Details.
3. Choose whether to map to a new or existing QuickBooks customer.
   • Existing Customer - In the Search for Existing Customer section, enter the Display Name of the existing QuickBooks customer and click Search. If a customer is found, it will be displayed in the Search Results section. Next to the found customer, click Map to Customer. If no customer is found, you should create a new customer instead.
   • New Customer - In the Create New Customer section, click Create QuickBooks Customer.

Update an account mapping

When you change any of the following account fields, you will need to update the account mapping before the next sync.

• Account name
• Account billing address
• Billing user name
• Billing user email address
• Billing user cell phone
• Billing user alternate phone

1. In the QuickBooks menu, click Account Mappings.
2. Next to the account, click View Details.
3. Click Update QuickBooks Customer.
4. Select the version of billing information to use for the QuickBooks customer.
5. Click Update QuickBooks Customer.

Delete an account mapping

You may wish to delete a mapping in order to map a different customer instead.

1. In the QuickBooks menu, click Account Mappings.
2. Next to the account, click View Details.
3. Click Delete Mapping.