Configuring Item Names for QuickBooks Desktop Export

Overview

This article includes information for setting up Item Names in QuickBooks and pulling and applying those Item Names to Earn Codes in Bullhorn One for the purposes of exporting invoices into QuickBooks.

Before You Begin

  • When setting up a Bullhorn One to QuickBooks Desktop Integration, the Item Names between the two systems must match.
    • If you attempt to export an invoice with an Item that doesn’t have a related Item in QuickBooks Desktop, the export will fail.
  • Item Names will be added upon integration and with any subsequent additions in QuickBooks Desktop.

Steps

Adding New Item Names in QuickBooks Desktop

  1. In QuickBooks Desktop, open your company file.
  2. From the menu bar, select Lists > Items.
  3. With the Item List open, select the Items menu at the bottom of the screen and choose New.
  4. Complete the fields in the New Item dialogue box as needed.
  5. Select OK to confirm your changes.

Adding the New Item Names in Bullhorn One

  1. In QuickBooks Desktop, run the QuickBooks Web Connector:
  2. Select File > Update Web Services.
  3. Check the box next to the integration you wish to update.
  4. Select Update Selected.
  5. In Bullhorn One, from the Admin menu, select Earn Codes.
  6. Add or edit an Earn Code tied to this item name.
  7. Update the Produce/Service Code field with the Item Name as it is entered in QuickBooks.
  8. Select Save to confirm you changes.

When going through your typical Invoicing workflow, you should set that Earn Code to whichever part of the invoice you want to be represented by that Item Name (Placement, Billable Charge, Bill Master, Placement, Surcharge, Discount, etc.).