Integrating with QuickBooks

Transcription

1 Integrating with QuickBooks OVERVIEW NetHelpDesk can be used to create sales invoices in QuickBooks for: Services (e.g. Time entered onto a ticket by a Technician) Items (e.g. Any chargeable goods/units, such as hardware or software) Recurring Billable Items (e.g. antivirus renewals, domain name hosting etc.) Fixed Price Contracts (e.g Your Customer pays a fixed amount for service you provide) If you would like to get NetHelpDesk to produce an invoice directly in QuickBooks, you must install the Intuit foundation class libraries. INSTALLATION OF QB INTERFACE FILES (MANDATORY) MANDATORY STEP: To use QuickBooks integration, please download and install the following onto every PC/Server that will be used for syncing with QuickBooks: US/CA & UK Versions up to and including 2007: US/CA & UK Versions from 2008 onwards: Australian and New Zealand versions from 2008 onwards: Now that these are installed, NetHelpDesk can now communicate with your version of QuickBooks. In the following steps, we have used the sample company file from QuickBooks Pro 2012 of a Landscape Gardening Company, and imported the sample data into an empty NetHelpDesk database. Once you understand these simple steps, you can move forward into more advanced features of the integration. Section Continued Net Help Desk Limited Page 1 of 9

2 QUICKBOOKS DATA SYNC/IMPORT WIZARD (for Customers who wish to import data from QuickBooks into an empty database) If you have details in QuickBooks that you would like to import into a blank database used by NetHelpDesk, you can use the Data Sync/Import Wizard. The following data from QuickBooks can be imported: Customer Name, Customer Addresses, Customer Telephone Number, Customer Domain Name (for incoming e mail matching). Customer Accounts ID, Service Items, Non Service Items. This process can be used for the initial data import, as well as an on going synchronisation. This part of the integration is Read Only, and will only read the data from QuickBooks and import into NetHelpDesk. It doesn t write any of the above data back into QuickBooks at any time. To carry out an import/sync: 1. Make sure you have QuickBooks open and running on the same PC as NetHelpDesk. 2. Go to Options > Setup > Billing Tab. 3. Check Use QuickBooks for Invoice Processing checkbox 4. Select the version of QuickBooks being used from the drop down menu. 5. Click Sync Customers/Items from 3 rd Party Accounts button. 6. NetHelpDesk will ask if OK to import Customers and Items from QuickBooks / Sage. Click Yes. 7. QuickBooks will ask for what permissions to give NetHelpDesk to access the QuickBooks data. Select as necessary. 8. The number of items processed from the Items List in QuickBooks will display. 9. NetHelpDesk will ask you Would you like to set Customer address details in NetHelpDesk to the address details in QuickBooks. Select as necessary. 10. The number of customers processed from QuickBooks will display. 11. NetHelpDesk will ask you When adding actions in NetHelpDesk, do you need to be able to select a QuickBooks Service item for the time to be billed against? Select as necessary. 12. The number of Service items processed from QuickBooks. 13. In the following steps, if you do not intend to use these charge rate codes, select an Accounts ID you know has a zero rate. 14. NetHelpDesk will now ask you to Choose Item to use for Periodic/Contract Charge. Select as necessary. Net Help Desk Limited Page 2 of 9

3 15. NetHelpDesk will now ask you to Select Accounts ID for the charge rate code: Remote Support. 16. NetHelpDesk will now ask you to Select Accounts ID for the charge rate code: On Site Support. 17. NetHelpDesk will now ask you to Select Accounts ID for the charge rate code: Remote Support. 18. NetHelpDesk will now ask you to Select Accounts ID for the charge rate code: Travel. 19. NetHelpDesk will now ask you to Select Accounts ID for the charge rate code: Mileage. 20. Import is now complete. However, please read to the end of the section. In the unlikely event you encounter any errors, or screens do not appear as you expect, please contact out support team. There is a high probability it will take just minutes to fix. 21. Make sure on the Billing tab, in the Tax Codes section, make sure the last column QB Tax Code match the codes in QuickBooks Sales Tax Code List. If not, manually edit these. 22. Click OK. 23. If your Customer list does not display straight away, you may not have a main screen refresh set. Change the current view to another filter selection, and then back to By Client/Site. If there is an e mail address against the Customer, the domain name is now mapped across to the site incoming domain field (used for matching unknown users from that company. UNDERSTANDING HOW NETHELPDESK INVOICES IN QUICKBOOKS In the following example, there are 2 ways to display the information we enter in a QuickBooks Invoice: a) Grouping Ticket Actions by Charge Rate, or b) Creating an Invoice Item per action. By default, NetHelpDesk groups Ticket Actions together by Charge Rate. i.e. If you have 10 actions against a ticket, and you only have 5 charge rates specified, e.g. On Site Support, Remote Support, Travel, Mileage and Miscellaneous, the most lines you will have in your QuickBooks invoice against a ticket is 5 (one for each charge rate used). If you only used 3 charge rates in the ticket, the most you will have are 3 lines in your QuickBooks invoice, and so on. To create an Invoice Line item per action, go to Options > Setup > Billing Tab > Advanced Features Section and select the Create Invoice Line Items per action checkbox. Click OK. Section Continued Net Help Desk Limited Page 3 of 9

4 UNDERSTANDING WHERE INFORMATION ON QUICKBOOKS INVOICE IS PULLED FROM IN NETHELPDESK Pay As You Go Quantity Item Code Description Price Each Quantity Number of Hours and Minutes in Action Open up a Ticket > Add an Action > Add Action Note > Add Hours and Minutes Taken > Select applicable charge rate > Click OK. Item Code QuickBooks Item Code Options > Setup > Billing Tab > Global Charge Rates (Amounts, Descriptions and 3rd Party Accounts Item Codes) > Select a Charge Rate from the list > Edit Charge Rate Description > 3rd Party Accounts ID: Net Help Desk Limited Page 4 of 9

5 Description Information on line item. Options > Setup > Billing Tab > Global Charge Rates (Amounts, Descriptions and 3rd Party Accounts Item Codes) > Select a Charge Rate from the list > Edit Charge Rate Description > 3rd Party Accounts Desc: String Variables for Billing in NetHelpDesk with QuickBooks $FaultID Ticket Number $Symptom Ticket Summary $Symptom2 Ticket Details $Clearance Closure Note $AssignedTo Technician Assigned to Ticket $DateOccured Date Ticket Logged $DateCleared Date Ticket Closed $username End user name $faultid Request ID number $actionnote Action note $actiontech Technician who added note $actionstarttime Time action logged in 24HR format, e.g. 14:00 $actionduration hrs:mins entered against the action, e.g. 1:30 $actionendtime Time action finished in 24HR format, e.g. 15:30 Price Each Price of 1 whole unit. Options > Setup > Billing Tab > Global Charge Rates (Amounts, Descriptions and 3rd Party Accounts Item Codes) > Select a Charge Rate from the list > Edit. Net Help Desk Limited Page 5 of 9

6 Fixed Price Quantity Item Code Description Price Each Quantity Number of Billing Period Units. Usually 1 for Fixed Price Billing. Item Code QuickBooks Item Code Options > Setup > Billing Tab > Accounts ID Codes > Item Code to use for Periodic / Contract Charge: Description Information on line item. Options > Setup > Billing Tab > Accounts ID Codes >Periodic Charge Description. Price Each Price of 1 whole unit Right click on Customer > Edit Customer > Billing Details Tab > Add Contract > Period Charge Amount. Net Help Desk Limited Page 6 of 9

7 Recurring Billing Quantity Item Code Description Price Each Quantity Number of Billing Period Units. Right click on Customer > Edit Customer > Recurring Billing Tab. Item Code QuickBooks Item Code Items > By Device Type > Recurring Items > Right click on group > New Item > Accounts ID Description Information on line item. Items > By Device Type > Recurring Items > Right click on group > New Item > Main Description Price Each Price of 1 whole unit Right click on Customer > Edit Customer > Billing Details Tab > Add Contract > Period Charge Amount. Net Help Desk Limited Page 7 of 9

8 CREATING INVOICES FROM NETHELPDESK IN QUICKBOOKS Now that you have your Customer and Item details in NetHelpDesk, let s produce a sample invoice with some actions with time, and some items issued, so you can see information from a NetHelpDesk ticket being injected in a QuickBooks invoice. Creating a Sample Ticket to Invoice 1. Choose a Customer, and create a New Request in NetHelpDesk against one of the users. e.g. Right click on a User s Name, and select New Request. 2. Make a note of the Customer you have used, as this will be needed later. 3. Add a Summary for the call, and some brief Details, and click Add Request. 4. Add some actions, maybe 2 or 3, against the ticket, and associate a different charge rate for each one. 5. Add a few Items as well to the Items Issued tab. 6. Now Close the Ticket, add some closure Notes, and some final time. 7. The ticket will disappear from the main screen, as NetHelpDesk assumes that no further Technician action is necessary. If you need to review, use the main screen filter by clicking on the green + button in the top right hand corner of the main screen. 8. Now that a ticket has been created, you will want to see what NetHelpDesk does with the data. So, now we run a standard Billing and Invoice Routine. Net Help Desk Limited Page 8 of 9

9 Standard Billing and Invoicing Routine This routine injects information straight away into QuickBooks. Select a Trial Run if you want to test everything is ok first, which will not update QuickBooks. 1. Click Reports in the main screen. 2. Under Invoicing Reports and Accounting Process, click Create Invoices and Invoicing Report. 3. Client to Invoice: Select the Customer you applied the test ticket to earlier. 4. Select Update Database and produce 3rd Party Accounts transactions checkbox. 5. Click OK. 6. NetHelpDesk will then ask if ok to continue. Click Yes. QuickBooks will need to be running for the transactions to synchronise. 7. OK to Process: X Accounts Transactions? Click Yes. 8. Reminder to have QuickBooks running now in order for it to work. Click OK. 9. NetHelpDesk will then confirm the number of transactions processed successfully. Click OK. If any transactions are not processed correctly for any reason, view the log file to see errors. These errors are usually regarding missing information, and easily resolved. Speak with the support team to guide you through these. 10. If all ok, you do not need to view the log file now, so click No. 11. Your sample invoice is now in QuickBooks. For more detailed information on how NetHelpDesk integrates with your third party accounting software, and how to utilise the powerful billing mechanism of NetHelpDesk, please see the Billing from NetHelpDesk section of this guide. END OF DOCUMENT Net Help Desk Limited Page 9 of 9