QuickBooks Desktop: Import Instructions

Import your accounting actuals from QuickBooks Desktop to begin planning and reporting in Jirav

Jirav's foundation is built on your accounting data. The QuickBooks Desktop integration utilizes the Jirav Sync Manager powered by our trusted integration partner, Autofy by Rightworks. The Jirav Sync Manager must be set up prior to establishing the connection in Jirav.

Article Contents

Initial Connection Instructions

To get started, import the chart of accounts, account balances, and optionally, a department structure from QuickBooks following these steps.

Step 1: Review QuickBooks Desktop Requirements

  1. Check Compatibility with QuickBooks Desktop Editions
    • Jirav supports the QuickBooks Desktop editions Pro & Premier (2014 and later) and Enterprise (14.0 and later)
  2. Verify Admin User
    • Confirm an admin user is logged into the QuickBooks Desktop account.
    • Check under the Company menu -> Set Up Users and Passwords -> Set Up Users.
  3. Enable Single Single User Mode
    • QuickBooks should be in single-user mode and accessed by the QuickBooks admin, not just a user with admin rights.
    • If the Jirav admin doesn't have QuickBooks admin privileges, IT assistance may be required to proceed.
  4. Review Company File Management
    • Open QuickBooks to the desired company file.
    • Ensure only one company file is open at a time. 
  5. Verify Business Cloud License (Right Networks Hosted Only)
    • If your QuickBooks Desktop files are hosted on Right Networks, ensure that you have the Business Cloud license to ensure seamless integration compatibility.
  6. Select Accrual or Cash Basis for Import
    • Jirav offers flexibility in importing data either on an accrual or cash basis.
    • Verify the desired selection is made from the Summary Reports Basis selected in Preferences -> Reports & Graphs -> Company Preferences.

Step 2: Download Jirav Sync Manager (Autofy Agent)

  1. Download Sync Manager:
    • Click this link to download the Jirav sync manager: Jirav Sync Manager Download File.
    • Install the agent on the system running QuickBooks Desktop.
    • Follow the instructions provided by the Jirav Setup Wizard to finalize the installation of the sync manager. After the installation process is finished, a prompt will appear requesting a token to be entered as pictured below.Screenshot 2022-08-02 130804-1

Step 3: Obtain Agent Token from Jirav & Input it to the Jirav Sync Manager

  1. Obtain Agent Token
    • Login to Jirav and navigate to Settings ⚙️ > Actuals > Locate the intuit QuickBooks Desktop Tile.
    • Click Connect to generate the token.
    • Connect with Sync Manager
      • Copy the token from the QuickBooks Desktop Configuration in Jirav.
      • Paste the token into the Sync Manager and click Login.
      • Wait for the Status to change to Connected.
      • Click Done in Jirav to complete the configuration. 
Be Aware: 

For security reasons, you will need complete this step without delay or the system will time out

Step 4: Approve Connection to Jirav within QuickBooks Desktop

  1. Approve Access:

    • Respond to the popup requesting access to QuickBooks files.
    • Select "Yes, always; allow access even if QuickBooks is not running" for maximum availability.If needed based on your IT security policies, you can choose "Yes, prompt each time," which will require completing these steps each time you wish to import your data.

Be Aware:

If prompted to reboot the machine for file service updates, simply click "OK" to proceed. After the reboot, make sure to open the QuickBooks file and switch back to single-user mode if necessary.

Step 5: Import Accounting Data to Jirav

  1. Initiate Import:

    • Login to Jirav and navigate to Settings ⚙️ > Actuals.
    • Locate intuit QuickBooks Desktop tile and click IMPORT.

  2. Select Date Range:
  • Choose a single month as the import range.
    • For example, choose the first month of the fiscal year, before clicking on the Import button. This increases the likelihood of a successful data import process.
  • Click Import to begin the data import process.

After completing these steps,  you will receive a confirmation indicating that the data import was successful. 

You can now go start exploring dashboards, reports & plans!

Jirav Departments and QuickBooks Classes, Locations and Divisions

Classes, locations and divisions in QuickBooks serve as valuable tools for organizing financial data, facilitating accurate reporting, and gaining insights into various aspects of your business's operations and performance.

Optionally choose to map Class, Location or Division from QuickBooks to Jirav Department. 

To enable this feature, go to Settings ⚙️ > Departments, click on the ellipsis (...) next to the QuickBooks column to enable the context menu, click on Select Dimensions choose either Class, Location or Division from the prompt, and click Confirm. 

After selecting the desired dimension, map the chosen dimension values to their corresponding Jirav Departments by clicking in the white space to the right of Jirav department.


Subsequent Imports of QuickBooks Desktop Data

After setting up the initial connection, follow these steps for any future imports.

  1. Open Jirav Sync Manager: Click the arrow in the bottom right corner of your taskbar to access the system tray. Locate the Sync Manager logo and right-click on it. Then, select "Configure" from the menu.

  2. Establish Connection with QuickBooks Desktop: After opening the Sync Manager, allow a moment for it to establish a connection with QuickBooks Desktop. Once connected, the status should indicate "Connected".

  3. Initiate Import Process: Once confirmed that the Sync Manager is connected, proceed to log in to Jirav. Navigate to Setup ⚙️ > Actuals, and click on the Import button within the QuickBooks Desktop tile.

  4. Select Date Range: Upon initiating the import process, you'll be prompted to select the desired date range for importing data. Choose the appropriate range and proceed. It is recommended to import one month at a time. 

  5. Confirmation and Review: The import process may take a few moments. Once completed successfully, you'll receive confirmation. Review your Plans and Reports within Jirav to ensure that the imported accounting data is accurately updated.

Be Aware:

The Jirav Sync Manager must be downloaded and installed on the same computer where the QuickBooks Desktop file is located. This ensures seamless data accessibility for Jirav.


Connecting to Different Quickbooks Desktop files

You may have multiple QuickBooks Desktop file stored on the same system that you need to connect with multiple Jirav accounts. Follow these steps to connect to a different Quickbooks Desktop file other than the one currently configured. 

  1. Obtain Agent Token for New QuickBooks Desktop File:

    • Go to the Jirav account you wish to import to and navigate to Setup ⚙️ > Actuals.
    • Select the three dots just above the Import button and choose "Show Agent Token".
    • Copy the displayed token.
  2. Update Jirav Sync Manager Configuration:

    • Open the Jirav Sync Manager by clicking the arrow in the bottom right corner of your taskbar.
    • Locate the Sync Manager logo and right-click on it.
    • Choose "Configure" from the menu.
    • Select "Edit" in the configuration settings.
    • Erase the existing token and paste the new token in the appropriate field.
    • Save the changes.
  3. Establish Connection with QuickBooks Desktop:

    • Allow a moment for the Sync Manager to establish a connection with QuickBooks Desktop.
    • Verify that the status indicates "Connected" once the connection is successful.
  4. Initiate Import Process:

    • Log in to Jirav.
    • Navigate to Setup ⚙️ > Actuals.
    • Click on the Import button within the QuickBooks Desktop Tile. 
  5. Select Date Range and Confirm:

    • Choose the desired date range for importing data.It is recommended to import one month at a time.
    • Proceed with the import process.
    • Upon successful completion, review Plans and Reports within Jirav to ensure accurate data update.

Helpful Hints:

  • Systematic automation of importing actuals to Jirav is not feasible due to the nature of QuickBooks Desktop as an offline software product. However, through our collaboration with Right Networks, QuickBooks Desktop users can trigger manual imports to efficiently import accounting data into Jirav. 
  • Using Class, Location or Division is not mandatory - If your company does not currently utilize these QuickBooks fields, you can simply plan at the company level in Jirav
  • Jirav Departments can map to a single QuickBooks dimension of your choice
  • Review your chart of accounts in Quickbooks to verify there are no duplicates -  The connection will fail if there are multiple accounts with the same name
    • Duplicate accounts must be renamed - Inactivating the accounts will not resolve the issue as Jirav imports all accounts, active or inactive
  • If you decide you would like to change which dimension from Quickbooks that you previously mapped to Departments in Jirav, navigate to Settings ⚙️ > Departments > Click on the ellipsis (...) next to the QuickBooks column to enable the context menu, click on Select Dimensions choose either Class, Location or Division from the prompt, and click Confirm. 
  • Click here to learn more about Departments in Jirav 
  • Having trouble connecting? Please reference our QuickBooks Desktop troubleshooting article article.

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