QuickBooks Synchronization Preferences

As mentioned in our guide to Synchronizing with QuickBooks, the synchronization procedure will let you keep data in both applications up-to-date as you work. This dialog will let you set up a custom synchronization protocol with your QuickBooks file. You originally set part of these preferences when first setting up your New Company File, but this screen will let you adjust those settings as well as set several new options.

At the top of the dialog, you have a few choices regarding the frequency of synchronization.


Selecting Manual Synchronize Only will sync the information only when you specifically command it, whereas clicking Auto Synchronize will bring up a special field enabling you to enter a time interval in minutes (by either typing or clicking the spinner arrows), and the sync will occur repeatedly at that interval for as long as the application is open.

Additionally, you can toggle Synchronize On Startup. When checked, it will automatically synchronize with QuickBooks whenever All Orders is opened, even if the synchronization frequency is set to manual.

To help ensure that QuickBooks has your most recent transactions, choose Send unsent transactions to QuickBooks when synching and Send unsent SO payments to QuickBooks when synching.

If you do not want your sync messages to show up, click Suppress sync messages.

You can also automate the reconciliation process with every sync, if desired. You opt to automatically reconcile to All Orders, to QuickBooks, or not to automatically reconcile at all. For more information on reconciliation, please see Synchronizing with QuickBooks.


On the Advanced Tab, you have a few options for allowing NumberCruncher-only transactions, where the results are not shared with QuickBooks. You can choose to allow these transactions if the user specifies it, disable them entirely, or force all transactions to be NC Only.

You also have the option to Allow QB to update the customer default shipping contact info to be the same as the customer billing info.

All Orders will also Synchronize customer credit card data with Quickbooks if checked.



Below this set of choice, you have a series of four tabs:

The first tab, Inventory, affects how All Order synchronizes your Items. You have just one option here:

On the PO/Receiving tab, you have the following two checkboxes:

The SO/Shipping tab sports four drop-down lists. With them, you can associate an appropriate QuickBooks custom field to each of three All Orders fields that do not have a default QB counterpart. That way, when creating a sales order within QB, you can make sure these elements make it into your All Orders sync. Click the refresh button above the drop downs to load them with the latest available fields from Quickbooks. The Original Order Quantity as well as the Back Order Quantity fields can be mapped to custom item fields within QuickBooks, whereas the Sales Order # and Tracking # can be mapped to a custom customer field.

Invoice #s.


On the Lot/Serial #s tab, you can opt to include serial or lot numbers in the description of Invoices and Bills. When checked, the lot/serial numbers will replace the line items' descriptions, being displayed sequentially as each new line item is created within QuickBooks.  You can also chose to append the expiration data to the description.