New World Technologies, Inc Invoice Importer

Transcription

1 New World Technologies, Inc Invoice Importer The Invoice Importer is a tool that allows users of QuickBooks Pro, Premier, Accountant's and Enterprise editions 2010 or greater to import Invoices, Sales Receipts and Sales Orders into QuickBooks in three simple steps. First Select one of two options for importing your data: Place your order information into the Invoice Importer Sample Excel template. New World Technologies creates a custom import module based on your order file layout and order entry specifications. Call us Toll Free: for more information on custom import modules. Second Import orders into the Invoice Importer through a standard user-friendly interface. Third Press the QuickBooks button and have your orders posted into QuickBooks as Invoices, Sales Receipts or Sales Orders. Installation, Setup and Operating Instructions 1. Install the Invoice Importer by downloading the InvoiceImporter_Setup.exe to your desktop. After downloading double click or right click on the InvoiceImporter_Setup.exe and follow installation wizard to complete setup. 2. Perform a onetime registration with QuickBooks to allow the Invoice Importer to have access to your QuickBooks company file. Start QuickBooks and open your company file logged in as administrator. Please make note of the company file you currently have opened in QuickBooks by selecting the File menu in QuickBooks. Then place your mouse over top of Open Previous Company, a list of previously opened company files will appear. Make note of the full path and file name as seen below.

2 Locate the Invoice Importer shortcut on your desktop and open the Invoice Importer. The following screen will appear:

3 Next click the QB button next to the QuickBooks Company File field. An open dialog box will open as seen below. Navigate to the path and file name of the Company File you currently have opened in QuickBooks. This is the path and file name you made a note of previously.

4 Select the file you currently have opened in QuickBooks then you will be prompted with the following screen: Make sure your QuickBooks Company File is opened and logged into an Admin account, an Admin account is needed for the initial registration with QuickBooks. After the one time registration is complete you will not need to open QuickBooks as Admin. Press the Yes button after you ve opened QuickBooks. The Invoice Importer will then attempt to open a session with QuickBooks. If successful, QuickBooks will prompt you with the following screen.

5 In response to the question: Do you want to allow this application to read and modify this company file? Select Yes, always; allow access even if QuickBooks is not running. Then click the Continue... button and the following screen will appear.

6 Click the Done button to confirm access then switch back to the Invoice Importer registration screen and you will be prompted with the following question. Click the Yes button to have registration fields filled in automatically with company information you have stored in QuickBooks. Fill in any fields that were not filled in due to the information not being available in your QuickBooks Company File.

7 Enter your registration code. If you don t have a registration code because you are trying the Invoice Importer before you buy, you don t have to enter a registration code. The system will run in Trial mode. In Trial mode you will be able to post 25 orders to QuickBooks, after posting 25 orders you will be required to purchase a license to continue using the Invoice Importer. Check the Add Customer check box if you want the Invoice Importer to do a customer lookup to see if customers exist in QuickBooks before attempting to post order to QuickBooks. With the Add New Customers check box check the Invoice Importer will add customers to QuickBooks if the customer does not already exist in QuickBooks. If you are certain the customer you re importing orders for will always exist in QuickBooks there is no need to check this box. Check QuickBooks assign invoice numbers if you want QuickBooks to automatically assign the next sequential invoice number. If you don t check the QuickBooks assign invoice numbers box the value you have in the refnumber field of your import file will be used as the invoice number in QuickBooks. Click the Start button to begin using the Invoice Importer for the first time. The following message should appear if you have a registration code.

8 If you don t have a registration code and your trying the Invoice Importer the following message will appear: Click the OK button to complete your one time registration of the Invoice Importer with QuickBooks or to start your trial. 3. Begin importing invoices into QuickBooks using the user-friendly interface of the Invoice Importer.

9 Importing Orders Click the Select Import File open dialog button located at the top of main screen.

10 Then navigate to where your import file is located and select it. At this point your data will be imported into the Invoice Importer with a status of ready. All orders imported will be displayed in the main screen.

11 After the import is complete you can double click on an order line to display order detail.

12 Posting Orders to QuickBooks Click the QuickBooks button at the top of main screen. The following screen will appear:

13 Next press the invoice button and the following will occur: The Invoice Importer will count the number of orders with a ready status. Then it will query QuickBooks for its customer list and check to see if customers in the order file exist in QuickBooks. If a customer is not found in QuickBooks the customer is added to QuickBooks. Invoice, sales receipt and sales orders are created for each order with a ready status. A summary of the number of orders ready for invoicing, customers added, invoices, sales receipts and sales orders created will be displayed. If an invoice fails to post, the reason for failure is stored in the notes field of the order. This reason can be viewed by double clicking on the order row that failed to post to open order detail screen then press the notes button to see reason why order did not post to QuickBooks. After identifying the failure reason and fixing the problem you can change the order status back to ready by choosing the ready status from the order detail screen order status drop down. At this point you can resubmit failed orders by pressing the QuickBooks button on the main screen and going through the same process posting process. Orders that successfully post to QuickBooks will be removed from the main view. Deleting orders

14 You can delete a single order by press the Delete button or delete all orders by pressing the Delete All button. Item Mappings You can use the item mapping feature by press the Mapping button. This mapping feature allows you to map an item name in your import file to the corresponding item name in QuickBooks. This feature is useful when the item name in your import file doesn t match item name in QuickBooks. To create a mapping simple enter the item name in the import file in column one then enter the item name as stored in QuickBooks in column 2. ** Note ** If you would like to change the QuickBooks Company file name or location being used by the Importer hold down the Shift key and press F1.