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Linking your LMN Cost Codes with QBO Service Items and Classes

Before you start exporting estimates and timesheets, you need to link some basic configuration information between LMN and QuickBooks Online.  The most important is linking LMN Cost Codes with QBO Service Items.

What does a QBO Service Item do?  Service items link to accounts in your chart of accounts so that LMN puts the revenue, or cost, in the correct account.  When LMN exports an estimate line item, or a timesheet, those items reference a QBO Service item which, in turn, tells QBO what account to store the revenue (for estimates/invoices) or cost (for timesheets) information in.

Do you have a recommended list of QBO Service Items?  Because landscape companies do a wide variety of work, every company has different needs for service items.  However in the Attachments section of this article, you will find 2 documents - 1 is a sample list of QuickBooks Chart of Accounts, and the other is a sample list of Service Items and what Chart of Accounts they link to.

 

Linking LMN Cost Codes to QBO Service Items (mandatory)

  1. From the LMN QuickBooks Online Sync app (https://accounting.golmn.com) open the Setup menu on the left side
  2. Choose the Link Service Items option
  3. Your LMN Cost Codes show on the left.  Your QB Service Items show on the right.  For each LMN Cost Code, assign the QBO Service item that you want it to link to.  
    1. Each LMN estimate is assigned to LMN Cost Codes.  These cost codes link to QBO Service Items, which link to QBO Chart of Accounts.  By linking LMN cost codes to QBO service items, the revenue from the LMN estimates gets entered to the correct QBO revenue account.
    2. LMN Time jobs have a Cost Code assigned to each task.  Because the LMN Cost Codes link to QBO Service Items (which link to QBO Chart of Accounts), the payroll costs end up getting entered in the correct account.
  4. It's OK if more than 1 LMN Cost Code matches to the same QuickBooks Service item, but it would be unusual to set it up that way.
  5. When you match a QB Service item, it disappears from the Unmatched Cost Codes tab and is moved to the Pending Updates tab.  
  6. When you're finished all your matching, you can review your matches by clicking the Pending Updates tab.  If you have made changes, there will be a green numbered box beside this tab indicating how many changes are pending.
  7. Click Save Settings to save your matching settings.

 

 

Linking LMN Cost Codes to QBO Classes (OPTIONAL - only necessary for companies using Classes)

  1. Make sure your QB Classes are set to row-based transaction.  Click here to read how to do that.
  2. From the LMN QuickBooks Online Sync app open the Setup menu on the left side.  
  3. Choose the Link Classes menu option
  4. Assign each LMN Cost Code (left side) to a corresponding QB Class (right side).  It's OK and it's completely normal if more than 1 LMN Cost Code matches to the same QB Class.  Usually, you'd have multiple LMN Cost Codes (e.g. Planting, Lighting, Carpentry) all matching to one QB Class (e.g. Installation Division)
    1. When exporting estimates or timesheets to QuickBooks, LMN will set the QB Class based on the LMN Cost Code selected for the estimate/timesheet.  Because each LMN Service Item is matched to a QBO Cost Code and a QBO Class, the LMN Cost Code sets both the service item and the class in QBO.
  5. When you match an LMN Cost Code to a QB Class it disappears from the Unmatched Classes tab and is moved to the Pending Updates tab.  
  6. When you're finished all your class matching, you can review your matches by clicking the Pending Updates tab.  If you have made changes, there will be a green numbered box beside this tab indicating how many changes are pending.
  7. Click Save Settings to save your matching settings.
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