Webinar Q & A. Q. Can ArchiOffice sync with QuickBooks Online instead of QuickBooks desktop version?

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2 Webinar Q & A Q. Can ArchiOffice sync with QuickBooks Online instead of QuickBooks desktop version? A. No. Unfortunately we only sync with a local copy of QuickBooks. Q. For the Smart Match tool, are all the records that are shown active or does it also show all the inactive records in both ArchiOffice and QuickBooks? A. At the bottom left and right corners of the Smart Match screen, you will find an Active check box. Check this to show only those records that are active in both ArchiOffice and QuickBooks. Q. In the Smart Match screen, can you delete information on the Unmatched tab if you choose not to send it to the other application? A. No. The utility is only a tool to see what items you can compare between the two applications. If there is information that you don t want to sync, you will need to go into the application and make the item Inactive. Then go into the Sync Settings screen and make sure to check the Active Only box for that item so that only the active items sync. Q. In ArchiOffice Contacts, are only those contacts marked as Client type looked at for syncing or can other types also sync? A. It s actually the Billing box that is the trigger for syncing clients with QuickBooks. The contact type Client is necessary as a designation for billing clients (the person who will receive the invoice) in ArchiOffice. You can, however, use the contact type to designate it to sync with QuickBooks as a Vendor. You have to then go into the Sync Settings screen and check all the corresponding contact types that should be synced as vendor. Q. I did not see the sample project using Project Numbers. Will project numbers be possible in Client List? A. The reason for this is that QuickBooks does not have a field dedicated to a project number; therefore, a project syncs into ArchiOffice with project name as the project number. You can simply go into ArchiOffice and manually enter the correct number. When you sync data from ArchiOffice to QuickBooks, no project numbers sync because there is no field for it there. Q. Can we send job information from ArchiOffice to QuickBooks without sending the phases? We only need the jobs in QuickBooks. A. Unfortunately, we must send phases as part of the project from ArchiOffice. These phases will be necessary for future time and expense syncing. You can make phases Inactive in ArchiOffice and only then they won t sync. However, this should not be used as a tool to not have phases in QuickBooks, but rather use it to limit the phases to only those that are active or if you are unsure what the full scope of ArchiOffice-QuickBooks Integration Webinar Q&A 2013 Page 1

3 the project will be. Once you are ready to send those phases, you simply sync the project to QuickBooks and the newly active phases will be sent. Q. What versions of QuickBooks does ArchiOffice sync with? A. Any version of QuickBooks 2004 or later and any flavor except Online editions. Q. Is it a must to use QuickBooks in order to get good results in ArchiOffice? A. Not at all. It depends on your company s particular situation and needs. The benefit of syncing ArchiOffice with QuickBooks is that your project balances, invoices and payments remain current in QuickBooks without having to enter them again. Otherwise, you can effectively use ArchiOffice and QuickBooks separately. Q. Which QuickBooks program works with ArchiOffice 2013? Can any QuickBooks version be used or it has to be the latest? We use QuickBooks A. Yes. Any version of QuickBooks 2004 or later, and any flavor except Online editions can be used with ArchiOffice. Q. Do you have ArchiOffice seminars for beginner-level users? We need to be familiar with this program. A. We conduct webinars regularly. Please feel free to attend them but training would be a better way to become familiar with ArchiOffice and get you up-and-running quickly. Q. Is QuickBooks Premium required for the sync to work properly? A. No. Any version of QuickBooks 2004 or later, and any flavor except Online editions can be used with ArchiOffice. Q. Are the phases in QuickBooks used for any purpose other than entering expenses? For example, are they correlated to invoices or employee time? A. Phases in QuickBooks are necessary for time and expenses. They do not have anything to do with invoices. We use job codes/service items for invoices. Q. When getting expenses, do you keep the name From QB or can you change the employee name? A. In the Sync Settings screen, you can designate one employee to be the user for all expenses synced from QuickBooks to ArchiOffice. Once the expense slip is in QuickBooks, you cannot change the From QB employee. ArchiOffice-QuickBooks Integration Webinar Q&A 2013 Page 2

4 Q. Are the invoices sent from ArchiOffice to QuickBooks split in terms of Design Income, Reimbursables, Mark Up, Sales Tax, etc.? If so, could we see the general journal entry for an invoice in QuickBooks that was sent from ArchiOffice? A. Invoices are sent from ArchiOffice with services, reimbursables and tax identified. We do not enter invoices as general journal entries. Our older software versions that utilized the export/import process would create invoices as general journal entries, but now with the sync tool we actually create a generic invoice in QuickBooks with items as noted above. Q. When is the best time to sync? Is there a way to automate sync? A. Unfortunately, we do not automatically sync data; it is a manual effort that gives you control over the transfer of data. I recommend to sync more often than not. It s easier to manage if you do it in smaller batches. For some firms it can be every day and for others it can be once a week, depending on the volume of data to be synced. I would not recommend syncing less than once a week. Q. What about mark-ups for reimbursable expenses? If you enter it in QuickBooks, how will that show or match in ArchiOffice? A. You can enter the basic expense amount in QuickBooks and then get that data into ArchiOffice. Let the project add on the markup (based on the markup set for the project in ArchiOffice); then when you run the invoice, it will be marked up accordingly in ArchiOffice. Q. How does the reimbursable expense amount show up on the invoice and how will that invoice total match in ArchiOffice and QuickBooks? can then cut a check in QuickBooks to reimburse your employee for the expense. In QuickBooks, the expense is not directly tied to the employee; you will have to enter the check separately for the employee. However, you could enter the employee reimbursable expense in QuickBooks and then send it to ArchiOffice (making sure to check the Employee Reimbursable option in ArchiOffice after the sync). Q. I saw how you enter expenses for things like reproduction costs, but what about mileage? Presently, employees enter it as an expense record. How will these charges be added to an invoice? Do they have to be entered in QuickBooks? can then cut a check in QuickBooks to reimburse your employee for the expense. See the above response. ArchiOffice-QuickBooks Integration Webinar Q&A 2013 Page 3

5 Q. What if we are not using QuickBooks? A. Then there would be no need to sync data between ArchiOffice and QuickBooks. If you are using another accounting application, you will have to enter the project related information manually. Q. Can you me a copy of the webinar recording when it is available? Thanks. A. The webinar recording should be available shortly and will be ed to you. Q. How does employee mileage work when the employees enter their mileage or other expenses in ArchiOffice? can then cut a check in QuickBooks to reimburse your employee for the expense. See the above response. Q. We don't do payroll in QuickBooks. Do we have to sync time? A. No, in fact I recommend you do not send time entries to QuickBooks as it simply bloats the QuickBooks data file unnecessarily. Instead, run your time reports from ArchiOffice. We provide 12 different time and expense (slips) reports that will give you all the time information you need. Like ArchiOffice on Facebook Follow us on Twitter Subscribe to our Blog Join us on LinkedIn ArchiOffice-QuickBooks Integration Webinar Q&A 2013 Page 4