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If you are syncing SME with QuickBooks, choose which forms in SME export to QuickBooks by default.
 
If you are syncing SME with QuickBooks, choose which forms in SME export to QuickBooks by default.
  
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[[File:DefaultExportToQBSettings.png]]
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[[File:DefaultExportOptions.png]]
  
  
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'''Default Export New Proposals''' - If checked, new proposals entered in SME will export to QuickBooks as an estimate.
 
'''Default Export New Proposals''' - If checked, new proposals entered in SME will export to QuickBooks as an estimate.
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'''Don't default Tech Timesheet Export''' - If left unchecked then labor items will automatically be set to sync to a timesheet entry in QB. If checked, you can create the labor on orders and once you check the "Export Timesheet to QB" checkbox on the labor, then the labor will sync to QB timesheet.
 
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'''Tax Premium, Trip, Freight and Other Charges''' - Check these boxes if you want to charge taxes on premium labor, trip charge, freight charge and other charges. These fields are on the Totals tab of a service order (image below). Please visit the '''[[SMP Items]]''' page to read about setting up SMP_Premium, SMP_Travel, SMP_Freight, and SMP_Misc in QuickBooks.
 
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<br>[[File:PremiumTripOtherFrightFields.png]]
 
  
 
== Export Options for Purchase Orders ==
 
== Export Options for Purchase Orders ==
  
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{{#ev:youtube| 9K5J9KmqIUs }}
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<videoflash>9K5J9KmqIUs</videoflash><br>
  
 
Check one of the next two options for how SME exports purchase orders to QuickBooks:
 
Check one of the next two options for how SME exports purchase orders to QuickBooks:
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<br>'''-OR-'''  
 
<br>'''-OR-'''  
  
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<br>'''Default Export Bills for New POs''' – If checked, when material is received on POs in SME, SME will export a bill to QuickBooks what you owe the vendor for the part received. If the inventory item on the bill is in QuickBooks, the bill will increase the stock in QB. This option is more common than exporting POs.
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<br>'''Default Export Bills for New POs''' – If checked, when material is received on POs in SME, SME will export a bill to QuickBooks what you owe the vendor for the part received. This is usually checked.
  
 
   
 
   
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<br>8.      '''Export Purchase Orders & Bills''' – check here if you chose to default purchase orders and bills for SME purchase orders. This is uncommon.
 
<br>8.      '''Export Purchase Orders & Bills''' – check here if you chose to default purchase orders and bills for SME purchase orders. This is uncommon.
 
<br>9.      Click '''Save''' at the bottom.
 
<br>9.      Click '''Save''' at the bottom.
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<br>'''NOTE'''- If you put an inventory item on a PO and change the description on the PO Item, the PO Item description will transfer to the QB Bill instead of the Inventory Item description.
 
  
 
== Export Options for Subcontractors ==
 
== Export Options for Subcontractors ==
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[[File:SubContractorOnServiceItem.jpg]]
 
[[File:SubContractorOnServiceItem.jpg]]
  
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<u>Choose one of the following three options :</u>
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<u>Check one of the next two options for how SME export subcontractor’s  work to QuickBooks:</u>
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[[File:SubcontractorCosts_ThreeOptions.png]]
 
  
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<span style="color:orange">'''1'''</span> - '''Send Bill for Subcontractor Cost when you invoice the order'''
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[[File:DefaultExportOptions_Subcontractors.png]]
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<br>- In SME, check '''Default Export Subcontractor Bills on Invoice'''. 
 
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<br>- In SQLink, click '''File''' > '''Setup''' > '''Invoice/Proposal Options tab''', check '''Export Bills for Subcontractor'''
 
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<br>When the order is invoiced and the invoice is synced to QuickBooks, the bill is generated in QuickBooks.  A bill will also be generated if you create a new itemized invoice in SME, a bill will be generated in QuickBooks. (image below)
 
  
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'''Export Bills for Subcontractor'''
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If you would like SME to generate a bill in QuickBooks for subcontractors costs, check both '''Default Export Bills for New Invoices''' and '''Default Export Bills for Closed'''.  The bill will be for the amount in the cost field on the service item (circled in image at top of page). When the order is closed, the bill is generated in QuickBooks or when you create a new itemized invoice a bill will be generated in QuickBooks. (image below)
  
 
[[File:SubcontractorBill.jpg]]
 
[[File:SubcontractorBill.jpg]]
  
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<span style="color:orange">'''2'''</span> - '''Send PO for Subcontractor Cost when you invoice the order'''
 
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<br>- In SME, check '''Default Export Subcontractor POs on Invoice'''. 
 
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<br>- In SQLink, click '''File''' > '''Setup''' > '''Invoice/Proposal Options tab''', check '''Export Purchase Orders for Subcontractor'''
 
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<br>This option is used by companies that have subcontractors on many service orders. Rather than generating separate bills for every order, they export purchase orders to QuickBooks. In QuickBooks, they can then add the purchase orders to one bill to pay subcontractor. The PO will be generated when you sync the ''invoice'' for the service order to QuickBooks.
 
  
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-OR-
  
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<span style="color:orange">'''3'''</span> - '''Send Bill for Subcontractor Cost when you close the order'''
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'''Default Export PO for New Invoices''' – a PO is exported to QuickBooks for the subcontractor assigned to the service item on an order. This option is used by companies that have subcontractors on many service orders. Rather than generating separate bills for every order, they export purchase orders to QuickBooks. In QuickBooks, they can then add the purchase orders to one bill to pay subcontractor.
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If you prefer to send the subcontractor bill to QuickBooks when you ''close'' the order instead of sending over with the invoice, then make sure you check the following:
 
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<br>- In SME, '''Setup''' module > '''Order''', check '''Default Export Bills for Closed'''
 
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<br>- In SQLink, click '''File''' > '''Setup''', check '''Export Bills for Closed Orders''' (circled in image below on the left)
 
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<br>The date on the bill comes from the '''Opened Date''' on the order in SME.
 
  
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<h3>Related SQLink Setup</h3>
 
[[File:SQLink_SubcontractorSettings.png]]
 
[[File:SQLink_SubcontractorSettings.png]]
  
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<h3>Subcontractors on Labor Items</h3>
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<br>1.       Open SQLink.
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If you don't add subcontractors to service items, but instead you schedule your subcontractors using the Labor Editor/Dispatch, you can still send Bills or POs for their cost. Make sure you do the following setup in SQLink.
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<br>2.       Click '''File''' > '''Setup'''.
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<br>1. Open SQLink.
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<br>3.       Click '''Edit''' at the bottom.
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<br>2. Click '''File''' > '''Setup'''
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<br>3. Click the '''Invoice/Proposal Options''' tab.
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<br>4.      If you are exporting Bills for Subcontractors:
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<br>4. Click '''Edit''' at the bottom
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<br>        *      On the Import/Export Options tab, check '''Export Bills for Closed Orders'''.
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<br>5. Check '''Include Labor Records on Subcontractor Bills and POs'''
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<br>        *      Click the Invoice/Proposal Options tab.
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<br>6. Click '''Save'''.
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<br>        *      Check '''Export Bills for Subcontractors'''.
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<br>         *      Click '''Save''' at the bottom of SQLink.
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<br>5.     If you are exporting POs for Subcontractors:
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<br>        *      Click the Invoice/Proposal Options tab.
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<br>        *      Check '''Export Purchase Orders for Subcontractors'''.
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<br>         *      Click '''Save''' at the bottom of SQLink.
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== Export Options for Inventory Items ==
 
== Export Options for Inventory Items ==
 
Inventory is managed in one of two ways when SME is syncing with QuickBooks:
 
Inventory is managed in one of two ways when SME is syncing with QuickBooks:
  
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<br>·        '''As SME Only Inventory''' – Go to the '''[[GL Entries for SME Inventory]]''' page to review the settings required to maintain inventory in SME only.
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<br>·        As SME Only Inventory – Items are maintained in SME and inventory Cost of Goods, Inventory Asset, and Sales Income accounts are passed through the SQLink defaults.
  
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<br>·        '''As SME and QuickBooks Inventory''' – inventory items are synced and are maintained in both applications. Invoicing for material in SME decreases stock in QuickBooks. Creating Purchase Orders for material in SME increase stock in QuickBooks. Manually changing stock numbers will have to be done in both SME using [[Inventory Quantity Reconciliation]] and also in QuickBooks.
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<br>·        As SME/QB Inventory – inventory items are synced and are maintained in both applications.
  
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<br>[[File:DefaultExportOptions InventoryItems.png]]
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[[File:DefaultExportOptions InventoryItems.png]]
  
 
'''Default Export for New Inventory''' – Check here if you are tracking inventory items in SME '''and''' QuickBooks. New Inventory items added in SME will be exported to QuickBooks.
 
'''Default Export for New Inventory''' – Check here if you are tracking inventory items in SME '''and''' QuickBooks. New Inventory items added in SME will be exported to QuickBooks.
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'''As Inventory Item''' – Check here if you chose to export new inventory items to QuickBooks. If not checked, the item will export to QuickBooks as a non-inventory item.  
 
'''As Inventory Item''' – Check here if you chose to export new inventory items to QuickBooks. If not checked, the item will export to QuickBooks as a non-inventory item.  
  
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<br> The image below shows how the inventory item name and description fields sync to QuickBooks.
 
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<br>[[File:InventoryItemFields SyncToQB.png]]
 
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Individual inventory items can be setup with accounts other than those set as defaults in SQLink.
 
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<br>1.      Open SME.
 
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<br>2.      Go to the '''Inventory''' module > '''Inventory'''.
 
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<br>3.      Click '''Search''' to find the inventory item.
 
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<br>4.      Click the '''Link Options''' tab
 
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[[File:Inventory_LinkOptions.jpg]]
 
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<br>5.Select the '''Cost of Goods Account''', '''Inventory Asset Account''', and '''Income Account''' you want this inventory item to sync to in QuickBooks with.
 
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<br>6.      Click '''Save'''.
 
  
 
<h3>Related SQLink Setup</h3>
 
<h3>Related SQLink Setup</h3>
  
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If you checked '''Default Export for New Inventory''', the default inventory Cost of Goods, Inventory Asset, and Sales Income accounts in SQLink are used as the defaults for any new  inventory items entered in SME. (circled in image below)
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If you checked Default Export for New Inventory, the default inventory Cost of Goods, Inventory Asset, and Sales Income accounts in SQLink are used as the defaults for any new  inventory items entered in SME.
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<br>You can choose accounts for individual inventory items on the Link Options tab as shown on the image above.
 
  
 
[[File:SQlink_InventoryItems.jpg]]  
 
[[File:SQlink_InventoryItems.jpg]]  
  
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If you want to change the defaults, you can follow the steps below.
 
 
<br>1.      Open SQLink.
 
<br>1.      Open SQLink.
 
<br>2.      Click '''File''' > '''Setup'''.
 
<br>2.      Click '''File''' > '''Setup'''.
 
<br>3.      Click the '''Classes and Accounts Options''' tab.
 
<br>3.      Click the '''Classes and Accounts Options''' tab.
 
<br>4.      Click '''Edit''' at the bottom.
 
<br>4.      Click '''Edit''' at the bottom.
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<br>5.      Locate the Accounts section. (circled above)
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<br>5.      Locate the Accounts section. (circled on right)
 
<br>6.      Select the following '''accounts''' you want inventory to be the default accounts for items exporting to QuickBooks:
 
<br>6.      Select the following '''accounts''' you want inventory to be the default accounts for items exporting to QuickBooks:
 
*      '''Default Inventory Asset Account'''
 
*      '''Default Inventory Asset Account'''
 
*      '''Default COGS Account'''
 
*      '''Default COGS Account'''
 
*      '''Default Sales Income Account'''
 
*      '''Default Sales Income Account'''
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<br>7.      Click '''Save'''.
 
<br>7.      Click '''Save'''.
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Individual inventory items can be setup up with accounts other than those set as defaults in SQLink.
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<br>1.      Open SME.
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<br>2.      Go to the '''Inventory''' module > '''Inventory'''.
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<br>3.      Click '''Search''' to find the inventory item.
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<br>4.      Click the '''Link Options''' tab
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[[File:Inventory_LinkOptions.jpg]]
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<br>5.Select the '''Cost of Goods Account, Inventory Asset Account and Income Account''' you want this inventory item to sync to in QuickBooks with.
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<br>6.      Click '''Save'''.

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