Migrating from WiseSync to Mobius

Both tools are working with the same datasets of ConnectWise Manage (CWM) and QuickBooks Online (QBO) much of the setup process was already good to go.

Before you begin, because you are already using a sync tool, there is minimal prep than can be done before the cut-over. Here are a few things you can do before cut-over.

TABLE OF CONTENTS

Pre-Cut Over

In ConnectWise Manage

For detailed documentation on the Mobius setup, see their setup guide.

    • Create API Security Role

        ◦ How do you Configure ConnectWise Manage to begin with Gozynta Mobius?

        ◦ Name it “Gozynta Mobius”

    • Create API Member

        ◦ System, Members, API Members

        ◦ Give it the name “Gozynta Mobius”, Select the “Gozynta Mobius” role you created earlier.

        ◦ API Keys, + (add), Description “Gozynta Mobius”

        ◦ Get the Public Key and Private Key (You will need to enter these values in the Mobius configuration, but for security, it’s not recommended to save them.  If you need to re-enter them in the future, you can easily re-create the API Key)

        ◦ Copy API Public, Private key from Manage into Gozynta Mobius

In Gozynta Mobius

    • Connect to ConnectWise Manage

        ◦ In ConnectWise Manage, Create API Member

            ▪ System, Members, API Members

            ▪ Give it the name “Gozynta Mobius”, Select the “Gozynta Mobius” role you created earlier.

            ▪ API Keys, + (add), Description “Gozynta Mobius”

            ▪ Get the Public Key and Private Key (You will need to enter these values in the Mobius configuration, but for security, it’s not recommended to save them.  If you need to re-enter them in the future you can easily re-create the API Key)

        ◦ Copy API Public, Private key from Manage into Gozynta Mobius

    • Connect to QuickBooks Online

        ◦ Save & Close

        ◦ Go back to Set up QuickBooks Online, 

            ▪ Contacts…

            ▪ Append Account Name (UNCHECK) (explanation)

Preventing Duplicated Customers/Vendors

I’ve found that this was typically not an issue for this migration, but please review this article and spot-check a few before you begin bulk syncing. The good news is, if a name is duplicated, you can simply rename the old name to the new name in QuickBooks Online and the data is merged in such a way as not to be a recurring problem.


Cut Over

As with any migration, we have to set up the Accounting Setup Table in ConnectWise Manage as well as ConnectWise Manage’s billing options and QuickBooks Online’s Chart of Accounts. These settings can be critical for business management, but I would generally advise against making changes during the migration. Instead, get the migration working like it was before, and then once working seamlessly, start your other improvement projects.

Now it’s cutover time. Before you begin make sure you are ready to complete the entire process (which can take less than an hour). I find it helpful to begin this process right after any large batches or important invoice dates, so you have time for testing and dealing with any issues before you impact your business’ Accounts Receivable. 

ConnectWise Manage – Setup Tables, Accounting Package 

        ◦ Delete any record in the Accounting Package Path tab (grab a screenshot if you like for backup)

        ◦ In the Accounting Package tab, 

            ▪ Set Accounting Package to “Other”

            ▪ Uncheck Transfer Expenses as bill (see Mobius documentation about the difference)

            ▪ Save and Close

Updating ConnectWise Manage’s GL Account Mapping

    • Gozynta Mobius can use account numbers from QuickBooks Online. If you have those set up in QuickBooks Online, you can update the GL Account for Revenue, COGS, and/or Inventory by simply updating the account number. A reminder that the account numbers are all you need - no need to include the parent account number.

    • If not suing account numbers, make sure each Revenue, COGs, and/or Inventory account is using the nomenclature PARENT ACCOUNT NAME:SUBACCOUNT NAME. This may already be accurate from your previous sync tool

    • If you make any updates to this table and have invoices that have been created but not yet synced, you will need to go to Accounting Interface…Invoices (or Expenses or Procurement)…Check All…and Update GL Entries

    • TAX AGENCY Tax Mappings (Old Method)

        ◦ Change the name in QuickBooks Online to match the tax CODE

Testing

The basic areas of things to check are all in your QuickBooks Online lists. Types of things to check for:

        ◦ If you are using ConnectBooster or another payment portal, you may wish to disable automatic invoice syncing during this process.

        ◦ Run batches of several individual transactions in Mobius at first to check for mapping issues.  Confirm that they come over the way you’d expect with no mapping errors.

        ◦ Duplication of List items

            ▪ Vendors – common issue

            ▪ Clients – a common issue

            ▪ Items – do not tend to be problematic

            ▪ Billing Terms – do not tend to be problematic

        ◦ Verify sales tax mapping.

        ◦ To retry a batched transaction:

            ▪ Delete the batch in ConnectWise Manage (if changing the GL Accounts table, don’t forget to Open and Close the invoice to reset the GL Mapping)

            ▪ Delete the created transaction in QuickBooks Online

            ▪ Run a new batch

Cleaning Up

If you did any test syncing, these steps will help you clean it up.

        ◦ In QuickBooks Online

            ▪ Delete any test invoices/bills

            ▪ If any duplication in any lists occurred, rename the old duplicate name to the new duplicated name.

        ◦ In ConnectWise Manage, for all test invoices/bills, 

            ▪ Unbatch, 

            ▪ Set Invoice(s) to open (this can be done in bulk)

            ▪ Delete Invoices

            ▪ From Invoicing screen drill into each test record and delete the original record


Adding Automation

    • In ConnectBooster

        ◦ Reenable automatic synchronization for QuickBooks Online for it to continue functioning without you.

        ◦ If you had it set before, reenable Automatic Invoice Sending on Creation.

    • After going through a billing cycle without any issues, you can then turn on automatic syncing from Gozynta Mobius. (Autosync Module)

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