SQLink - Vendors
Vendors:
Definitions:
- QB: QuickBooks® by Intuit®
- SME: Service Management Professional (version 5) by High 5 Software™
- SQLink: SME to QB synchronization program by High 5 Software™
Vendor syncing is bi-directional when using SQLink with the exception of the 1099 setting. Vendors can be modified in either SME or QuickBooks and those changes will update the other application. As is always the case there will be some instances where the update cannot take place as expected. This will only happen when exporting SME changes to QuickBooks. For more information refer to the Vendor errors & troubleshooting pages. Note: If you are syncing SME with a QuickBooks company file that has the same vendor list you will need to contact High5 Software to setup a test sync and address all issues prior to going ‘live’ with the sync.
Terms:
Initial Sync: refers to the initial import of QuickBooks lists into SME
Routine Sync: refers to syncing per the users business requirements and can be performed at any time.
Module Sync: refers to using the SQLink Data Functions Module sync to move SME information to QuickBooks.
Syncing:
Initial sync: The initial sync of SME and QuickBooks will bring all vendor records from QuickBooks to SME.
Routine Sync: Once a vendor is synchronized between SME and QuickBooks, changes can be made in either SME or QuickBooks and the changes will be reflected in the other program with the exception of the 1099 setting. Note: The SME data is exported/synced first, so in the rare case that a record is changed in both SME and QuickBooks, the SME changes will take place and the QuickBooks changes will be overwritten.
Guidelines:
It is a best practice to enter new vendors in one application as this will minimize the chance of duplication.
Do not enter Vendor names in SME in excess of 40 characters. (This is a QuickBooks limit). This shows in SQLink as an error on importing.
Mandatory steps for adding new Vendors:
A best practice is to Always fill out ‘ALL’ information when setting up new records as this will avoid unnecessary errors when syncing invoices.
The following Fields will sync:
Vendor Name – QuickBooks or SME
Company Name - QuickBooks or SME
Account Number – QuickBooks or SME
Address Information – QuickBooks or SME
First Name, Last Name – QuickBooks or SME
Contact – QuickBooks or SME
Phone, Fax – QuickBooks or SME
Email – QuickBooks or SME
Terms – QuickBooks or SME
Vendor 1099 or Sub Contractor:
1099(QB) or Subcontractor(SME) settings are set in QuickBooks and synced to SME. Once the initial setting is synced it is a manual setting in either program should you change the setting.