USING QUANTIFY WITH QUICKBOOKS

Transcription

1 USING QUANTIFY WITH QUICKBOOKS Quantify and QuickBooks communicate with each other seamlessly, eliminating the need to manually enter invoices into QuickBooks. Jobs and Customers associated with Quantify invoices are linked to items in QuickBooks. Quantify does this by synchronizing with QuickBooks. Synchronization is a twoway process in which information is shared between QuickBooks and Quantify. Invoices in Quantify are updated with payment status and other data as they change and are updated in QuickBooks. To integrate your Quantify database with QuickBooks, follow these basic steps, which are detailed in the sections below. Turn on Accounting Integration in your Quantify database, see the Accounting Integration section Establish a communication link between Quantify and QuickBooks, see the Accounting Integration section Verify Accounting Item Types in QuickBooks, see the Accounting Item Types section Update Additional Charges items in Quantify, see the Additional Charges Updates section Add Customers to QuickBooks, see the Add Customers to QuickBooks section Verify Tax Codes in QuickBooks, see the Tax Information section Accounting Integration To establish the communication link between Quantify and QuickBooks first turn on Accounting Integration in Quantify. Select Global Options from the Tools menu. This will launch the Global Options dialog. Navigate to the Accounting integration section on the Billing tab. Select QuickBooks from the Integrate with drop down. Page 1

2 Click the COMPANY FILE browse button and navigate to your QuickBooks Company file and select it. This will establish a communication link between Quantify and the company file used for QuickBooks. The path to the file will appear in the company file field. Click the TEST SETTINGS button to test the communication link. A Test Accounting Software Settings message is returned. In the example below the connection is successful. Click the OK button to save changes and exit Global Options. A communication link between Quantify and QuickBooks has been established. Accounting Item Types When a Quantify invoice is synchronized with QuickBooks, a single invoice item is added to the QuickBooks invoice for the total of the rent as well as for each item code as shown in the Accounting Item Types on the Billing tab in Global Options. Accounting Item types must be mapped to the appropriate Item in the QuickBooks company file. These items may be viewed and edited as needed in Global Options. Accounting item types may be viewed on the Billing tab of Global Options. Use the EDIT button to edit Item Types and Names as needed to map them to their equivalent items in QuickBooks. The Report drop down will display an Item Accounts Report that may be printed. Page 2

3 If an Accounting item type does not exist in QuickBooks the following Invoice Synchronization error will be received. In this example the Item Equipment Rent does not exist in QuickBooks and must be resolved before successful synchronization may occur. Additional Charges Updates Additional Charges are mapped by the Accounting ID (Item name in QuickBooks). Equivalent QuickBooks accounting ID s are set up for each individual Quantify Additional Charge entry in the Additional Charges section. In this example the Accounting ID of Freight has been added to the Additional Charge item Freight to map with the Freight item in QuickBooks. Freight charge on QuickBooks invoice Add Customers to QuickBooks Customers are required on invoices in both QuickBooks and Quantify. During synchronization Quantify will match customers by name and link them. Unlike most other data, a customer is required to be set Page 3

4 up in QuickBooks first and invoicing won t proceed without a matching customer. If a customer doesn t exist in QuickBooks, Quantify will display the information message below. Once the customer has been added to QuickBooks, synchronization of the invoice can continue. If a matching customer is found, Quantify will link the customer with an underlying ID that is stored and reused in later synchronizations. Note: When first synching new Customer name(s), the following characters cannot be used in the Customer name: After the first sync and the customer has been established, the customer name may be edited in both Quantify and QuickBooks if desired. Tax Information When taxes are charged in Quantify, the tax codes must be matched between Quantify and QuickBooks and then are linked. The taxes on a Quantify invoice will be posted to tax agencies in QuickBooks. If a tax code doesn t exist in QuickBooks, Quantify will display the information message below. The tax code must be added to QuickBooks before synching may occur. The Accounting integration option, When QuickBooks resets the tax rate, set this rate to the Quantify invoice controls whether, the tax rate set in QuickBooks will override the Quantify tax rate after synch has occurred. Job Sites Jobs are automatically added to QuickBooks if a matching job (by name) isn t found. The Billing address on the Quantify job site is added to the QuickBooks job. Quantify Job Site Corresponding QuickBooks Job Site Page 4

5 Sales Reps Sales Rep (Employee) assigned to a Quantify Job Site will populate to the QuickBooks invoice automatically. Sales Rep Employee, Maxwell Klinger is associated to the Job Site and is displayed on the Quantify Invoice. After synching, the new invoice created in QuickBooks shows the Sales Rep information. Invoices Tab Changes are made to the invoices grid when Quantify has been integrated with QuickBooks. A QuickBooks drop down menu has been added to the Invoices tab. A QuickBooks Status column has been added to the grid. The QuickBooks Status of a Quantify invoice dictates whether the invoice is eligible to be synchronized with QuickBooks. Page 5

6 QuickBooks Statuses Invoices in Not Synchronized and Not Paid status are eligible to be synchronized with QuickBooks. Not Synchronized Do Not Sync Not Paid Paid The Quantify invoice has not been synchronized with QuickBooks and is eligible for synching. The Quantify invoice is not eligible for synching with QuickBooks. To synch an invoice in this status, the status must be changed to Not synchronized. The Quantify invoice has been synchronized with QuickBooks, but the full payment has not been applied to the invoice in QuickBooks. Once this invoice has been paid in full, the status will change to Paid. The QuickBooks invoice has been paid in full. The invoice is no longer eligible to be synchronized with QuickBooks. Synching Invoices Once invoices have been created in Quantify the invoices can by synchronized with QuickBooks. Invoices with a QuickBooks status of Not Synchronized or Not Paid can be synchronized. Invoices with Do not Sync and Paid will be ignored by synchronization even if selected to be synchronized. Select the invoices to be synchronized and then select, Synchronize Selected Invoice from the QuickBooks drop down on the Invoices tab. The Synchronize Invoices dialog will launch. In the Selected invoices to synch section, the number of Invoices selected to be synched will be indicated. This will be the count of selected invoices in an eligible status. Click the SYNCHRONIZE button when ready. The dialog will display the progress of the synch request. Page 6

7 When completed an Invoice Synchonization information message will display. This information will either notify of errors to be corrected, or in the sample below a successful synchronization. In this example 3 invoices were synched to Quickbooks without errors. The Quantify invoices are now linked to the new QuickBooks invoices, and the original Quantify invoice number has been replaced with the new QuickBooks invoice number. The QuickBooks status will be updated with the appropriate status from QuickBooks in the Invoice grid. After synchronizing invoices, additional QuickBooks invoice information is available in the Quantify invoices grid. Synching All Quantify invoices may be selected for synchronization by selecting individual invoices or groups of invoices on invoice grids. An optional configuration setting in Accounting Integration allows that all eligible invoices within the corporation be synched at once. The option to Synch All must be turned on in the database. Select Global Options from the Tools menu. This will launch the Global Options dialog. Navigate to the Accounting integration section on the Billing tab. Select the Allow synchronizing all QuickBooks invoices at one check box. Click the OK button on Global Options when ready to save. Or alternatively, select Accounting Options from the QuickBooks dropdown n the invoices tab. Page 7

8 Synchronize All Invoices. Is now a choice on the QuickBooks drop down on the invoices tab. This allows All eligible invoices in the database to be synchronized at once. Importing QuickBooks Bills After bills are created in QuickBooks they can be imported into Quantify. This import will create a Transaction in Quantify and update inventory counts and average cost information. When Quantify is integrated with QuickBooks a QuickBooks drop down will be added to the Transactions tab. To import a Bill from QuickBooks, select Import from QuickBooks from the QuickBooks drop down on the Transaction tab. The Import Bill from QuickBooks dialog will launch. The Import into field will default with the Branch Office selected in the Organization Tree. Use the drop down to change as necessary. Click the LOAD LAST 6 WEEKS button to load the grid with bills created in QuickBooks over the last 6 weeks. Click the LOAD ALL button to load the grid with all bills created in QuickBooks. Select the bill in the grid to import into Quantify by checking the checkbox. Click the IMPORT SELECTED button when ready. Note: only one bill may be imported at a time. Page 8

9 When the import completes, a confirmation message will display. Click OK when ready. Remove QuickBooks number on Transaction Any associated QuickBooks number created on the bill in QuickBooks will be added to the Quantify Transaction during the import. This number may be removed from the transaction if needed. Focus on the Transaction; then select Remove QuickBooks No. From Selected Transaction from the QuickBooks menu dropdown. Page 9

10 Respond Yes to the confirmation message. A confirmation message is displayed. Click OK when ready. The QuickBooks No. has been removed and is no longer included on the Quantify Transaction. Page 10

11 Quantify and QuickBooks Synching Process (Flow Chart) Get all invoices that have not been sync d before, or have not been paid. Process for each invoice... Report errors to user in listbox (individual invoice not sync d) Customer match? No Yes Check each line item on Quantify invoice Note: Items are first *matched* by name. Once a name is matched, then the corresponding unique ID of the item is stored in Quantify. Subsequent sync s will use the ID Invoice item found? No No Yes Tax entity found? Jobsite found? No Add Jobsite Yes Create invoice and line items. Page 11