Sync Recurring Transactions

Approved Linarc project costs sync directly to QuickBooks Online (QBO) as expense bills, ensuring alignment between field operations and accounting. Costs mapped to Linarc cost codes are recorded as expenses in QBO and can be categorized based on classes for accurate tracking and reporting.

• Enables detailed, class-based financial reporting
• Improves visibility into project costs and budget performance
• Reduces manual entry and minimizes errors
• Keeps project management and accounting data in sync

Prerequisite
Company cost codes must be properly mapped and synced, as recurring transactions relies on these cost codes for class based categorization in QBO.
The corresponding project details for the budget must also be mapped and synced.

The "Auto Update" option is not available for recurring transactions. Therefore, it is mandatory to manually import the data to the staging screen every time a new recurring cost is approved in Linarc.

To open the integration screen

• Ensure that you are in the portfolio console.

• To return to the portfolio console from any other part of the platform:
  • Click the App Launcher buttonin the top-right corner and select "Portfolio" from the dropdown.
• Click 'Integration' on top and 'QBO Integration Dashboard' on the left.
• Click 'Costs' tab

Project Name - The descriptive name of the project as entered in Linarc. 

Cost Code - The unique cost code associated with the category of the cost item 

Cost Name - The label of the cost item, auto-populated after adding the cost code. 

Actual Cost -  The cost value for each recurring instance 

Vendor - The name of the vendor or supplier associated with the recurring cost.  

Quantity -  The numeric value of the amount of work done

Cost Status - The current state of the recurring cost entry

Status - Shows the current state of synchronization from source to destination. The possible values are

• Synced – Indicates that the record has been successfully synchro9nized between the source and destination systems.
• Failed – Indicates that the synchronization attempt was unsuccessful due to an error.
• Needs Action – Indicates that user intervention is required to resolve issues (such as missing mappings or incomplete data) before synchronization can proceed.

Synced - Displays the date and time when the entry was last successfully synchronized. If synchronization has not occurred, it displays Not Synced. 

Actions-  Click the following icons to perform the respective actions.

• Change History– View a log of changes and synchronization activity for the selected record.
• Manual Mapping– Manually map or update the relationship between source and destination records when automatic mapping requires correction.
• Json Script- View the raw JSON data payload for the selected record. This is primarily used for advanced troubleshooting to verify the exact data being transferred between systems.  

Import and Sync Data from Linarc 

When there is a new entry created or an update made in Linarc, you have to import that data into the staging screen before syncing it to QBO to maintain a consistent record. 

• Click the 'Import' dropdown at the top-right and select 'Import New Items from Linarc'. This pulls newly created recurring costs or records of newly synced projects from Linarc system that do not currently exist in the staging platform

Review the imported records in the list view. The system automatically syncs the imported data to QBO. If any entries are not synced:

• Click the S.No of the record you want to push to QBO. Use the 'Ctrl' 'Shift; or 'Cmd' keys on your keyboard to select multiple records at once. Or click thebutton to select all the entries.
• Click the 'Sync to QBO' button.

Alternatively,

• Click the 'Failed' status button to perform sync for a single entry separately