Implementation guide

When migrating from QuickBooks Desktop (Pro, Premier, or Enterprise) to QuickBooks Online, it's recommended to close all existing projects in QuickBooks Online before starting the migration.

If closing projects beforehand is not feasible, complete the migration first, then follow the steps below to manage your projects in QuickBooks Desktop.

Configure AccountingLink with QuickBooks Desktop

1. Switch to QuickBooks Desktop and verify the integrity of the file or database after the transfer.
2. Download and install the AccountingLink for QuickBooks Desktop application.
3. Open the QuickBooks Desktop and file in a single user mode as an administrator.
4. In Sage Construction Management, go to Settings () > Company Settings > Profile.
5. In the External applications section, select Intuit QuickBooks in the Accounting system field.
6. Select Save.
7. Open the AccountingLink for QuickBooks Desktop application and log in.
8. Create a new connection and update the sync preferences.
9. Close the AccountingLink application.
10. Send an email to SageCMsupport@sage.com with your company ID and list all the active project numbers that need to be relinked to the new QuickBooks Desktop file.

Update Sage Construction Management

1. The Sage Construction Management administrator will copy the connection and sync preferences data to the QuickBooks Connection.
2. Any customer, vendor, employee, and project links will be removed.

Link customers, vendors, employees, and active projects

1. Open the AccountingLink for QuickBooks Desktop application.
2. Select the connection.
3. Auto-link or manually link customers, vendors, and employees.

   Manual linking can be done through the Advanced Utilities section.

4. Manually link active projects using the available option in the Advanced Utilities section.

1. Open Intuit QuickBooks in Single User Mode with the updated or new QuickBooks database file.
2. Open the AccountingLink for QuickBooks application.
3. Log in to the AccountingLink.
4. Select the connection that was used prior to the upgrade and select Connect.
5. Select Sync Preferences.

6. On the Sync Preferences page, review the file name in the second field.

   If needed, clear the field and select the folder with the magnifying glass icon to repopulate it with the file that's currently open in QuickBooks.

7. Switch to QuickBooks and select one of the following options when prompted to allow access to the application:

   • Yes, whenever this QuickBooks company file is open

   • Yes, always; allow access even if QuickBooks is not running

8. After granting access, switch back to the AccountingLink.

9. Select Save.

10. Select the updated QuickBooks connection.

The Sage Construction Management AccountingLink will stop importing vendors from QuickBooks if it encounters a vendor that does not have a value in the Company Name field. Sage Construction Management’s Contact Management module relies on this field to complete the import process. If even one vendor misses a Company Name, the synchronization will halt.

To ensure a smooth import, make sure every vendor in QuickBooks has both a Vendor Name and a Company Name, even if they’re identical.

Sage Construction Management maps the Company Name field from QuickBooks to its own Company Name field in Contact Management. It does not use the Vendor Name field from QuickBooks. This can cause discrepancies if the Company Name field in QuickBooks is blank or different from the Vendor Name.

To verify and add Company Names in QuickBooks Desktop:

1. Open the Vendor Center in QuickBooks.

2. Right-click on the column headers in the vendor list and select Customize Columns.

3. In the Available Columns list, scroll down and select Company.

4. Select Add to move it to the Chosen Columns list on the right.

5. With the Company field selected, select Move Up until it appears just below the Name field.

6. Select OK to apply the changes.

7. In the Vendor Center, you’ll see both the Vendor Name and Company Name side by side. Make sure that each vendor has a value in the Company Name field.

You can set up Sage Construction Management and QuickBooks Desktop for Certified Payroll reporting using two applications from Sunburst Software Solutions, a QuickBooks Gold Certified Partner.

Required applications

• Sage Construction Management: Time tracking and job costing
• AccountingLink for QuickBooks Desktop
• QuickBooks Desktop: General accounting and payroll processing
• Sunburst Software Solutions:
  • Wage Manager for QuickBooks
  • Certified Payroll Solution for QuickBooks

Example scenario

Project # 1031

Type of worker CARP - Prevailing wage carpenter

Payroll items Straight time (ST), Overtime (OT)

Payroll item code	Payroll item description
CARP-ST-1031	Prevailing wage carpenter - Straight time - Project 1031
CARP-OT-1031	Prevailing wage carpenter - Overtime - Project 1031

Sage Construction Management note: The payroll item code must be 25 characters or less.

QuickBooks note: QuickBooks' payroll item list does not support a code only a description.

Step 1: Set up payroll items in Sage Construction Management

1. Log in to Sage Construction Management.
2. Go to Settings > Feature Settings > Time & Expenses.
3. In the Payroll Items section, add the following items:
   • CARP-ST-1031
   • CARP-OT-1031

Step 2: Set up employee payroll item rates in Sage Construction Management

The following steps use the Microsoft Excel import template to set up employee payroll rates quickly. Alternatively, you can enter rates manually in each employee's profile.

1. Log in to Sage Construction Management.
2. Download the Excel import template for setting up employee payroll rates.
3. In the spreadsheet, enter the employees who will work on the Certified Payroll Project (for example, 1031) and reference the payroll items listed above (for example, CARP-ST-1031, CARP-OT-1031) along with their rates.
   Leave the Project column in the spreadsheet blank.
4. Import the spreadsheet in Sage Construction Management.

Step 3: Set up employee payroll item rates in QuickBooks Desktop

1. Use Sunburst Software Solutions Wage Manager to replicate steps 1 and 2 in QuickBooks Desktop, as described on their website.

Step 4: Link Sage Construction Management payroll items with QuickBooks Desktop

1. Open the AccountingLink for QuickBooks Desktop application.
2. Log in to your account and select Sync Preferences.
3. In the Time Tracking section, link the Sage Construction Management payroll items with the corresponding QuickBooks Desktop payroll items.
4. Select Save.

Step 5: Enter timecards in Sage Construction Management

1. Log in to Sage Construction Management.
2. Add timecards as needed:
   • Add daily labor timecards for a single employee.
   • Add weekly labor timecards for a single employee.
   • Add timecards for crews.
   • Import timecards from an Excel file.

Step 6: Approve timecards in Sage Construction Management

1. Log in to Sage Construction Management.
2. Approve labor timecards.

Step 7: Export timecards to QuickBooks Desktop

1. Open the AccountingLink for QuickBooks Desktop application.
2. Log in to your account and select Sync.
3. Export the labor timecards listed in the Sync step.

Step 8: Process payroll in QuickBooks Desktop

1. In QuickBooks Desktop, process the payroll as usual.

Step 9: Generate Certified Payroll reports

1. Use Sunburst Software Solutions Certified Payroll to generate the reports, as described on their website.

Linked and Sync describe two different ways Sage Construction Management works with QuickBooks.

Linking establishes a relationship between records in Sage Construction Management and QuickBooks. It maps two existing records so both systems know that they represent the same entity, such as a customer, vendor, or project. Linking does not transfer or update data. Instead, it helps prevent duplicate records and ensures transactions post to the correct record. For example, when a Sage Construction Management project is linked to a QuickBooks job, it no longer appears in the Sync Wizard because the relationship is already set.

Syncing updates data for records that are already linked. If the relationship exists, syncing keeps selected fields, such as address, phone number, or tax codes, consistent between the two systems. Syncing does not create new records, it only updates specific attributes for records that are already linked.

In summary, linking connects records in Sage Construction Management and QuickBooks so that they’re recognized as the same entity, without posting or updating data. Syncing then updates selected information to keep those linked records consistent across both systems.

The Vendor Summary report displays payment information based on data synchronized between Sage Construction Management and QuickBooks.

Payment amounts are updated through the following process:

1. A transaction is created in Sage Construction Management, such as a subcontract invoice.

2. The AccountingLink utility or browser solution posts the transaction to QuickBooks.

3. QuickBooks processes payments for the bill or subcontract invoice.

4. The AccountingLink retrieves payment details from QuickBooks and updates the payment information in Sage Construction Management.

For example, for subcontract invoices:

1. The subcontract invoice is created in Sage Construction Management.

2. The AccountingLink posts the subcontract invoice to QuickBooks.

   Sage Construction Management stores the associated accounting transaction ID to retrieve payment information later on.

3. When a payment is made in QuickBooks, the AccountingLink retrieves the payment information during the next synchronization.

4. The payment amount is then updated in the Accounting Info section of the subcontract invoice record and becomes available for reporting and analytics.

Payment information is not updated in real time. The Payment function in the Sync section is responsible for updating payment amounts in Sage Construction Management. This synchronization can be run manually or scheduled to run automatically on a recurring basis.

If payment amounts do not appear in the Vendor Summary report, verify that:

• The transaction was successfully posted from Sage Construction Management to QuickBooks through the AccountingLink.

  Payment information is available only for transactions posted from Sage Construction Management to QuickBooks through the AccountingLink. The posting process creates the relationship needed to match Sage Construction Management transactions with payment records in QuickBooks. If a transaction is entered separately in both Sage Construction Management and QuickBooks, no relationship is created between the records. In this situation, payment information entered in QuickBooks cannot be linked to or displayed for the corresponding transaction in Sage Construction Management.

• Payment has been processed in the accounting system.

• The Payment function has completed successfully.