Description

If your institution uses QuickBooks for accounting, openSIS allows General Ledger (G/L) Accounts to be synchronized with QuickBooks during account creation. This integration helps maintain consistent account structures across both systems, reducing duplicate data entry and simplifying financial management.

Once synchronized, the same ledger account can be used for billing transactions in openSIS while remaining aligned with your QuickBooks chart of accounts.

Navigation

Settings → Billing & Fees → General Ledger (G/L) Accounts

Before You Begin

Before synchronizing G/L Accounts with QuickBooks, ensure that:

• QuickBooks integration has been configured in openSIS.
• The QuickBooks connection is active.
• You have the necessary permissions to synchronize accounting data.

Note: For QuickBooks integration setup instructions, refer to How to Integrate QuickBooks with openSIS.

Synchronize a New G/L Account

1. Navigate to Settings → Billing & Fees → General Ledger (G/L) Accounts.
2. Click Add New G/L Account.
3. Enter the required account information:
   • Code
   • Name
   • Description (Optional)
4. If creating a child account, enable Is Sub-Account.
5. Under QuickBooks Information, select Synchronize this item with QuickBooks.
6. Click Submit.

If the synchronization is successful, the account is created in both openSIS and QuickBooks.

Why Synchronize G/L Accounts?

Synchronizing ledger accounts helps institutions:

• Maintain a consistent chart of accounts.
• Reduce duplicate account creation.
• Improve accounting accuracy.
• Simplify reconciliation between openSIS and QuickBooks.
• Ensure billing transactions map to the correct accounting records.

Best Practices

• Configure the QuickBooks integration before creating synchronized accounts.
• Use consistent account codes and names across both systems.
• Synchronize only active accounts that will be used for billing.
• Review newly created accounts in QuickBooks after synchronization.

Notes

• QuickBooks synchronization is optional.
• If the synchronization option is not selected, the account is created only in openSIS.
• A successful QuickBooks connection is required before synchronization can occur.
• Synchronized accounts can later be assigned to Fee Types and Subscription Items.

Expected Outcome

General Ledger accounts are created in openSIS and synchronized with QuickBooks, ensuring consistent financial account structures across both systems.