Editing Default Export to QuickBooks Settings

If you are syncing SME with QuickBooks, choose which forms in SME export to QuickBooks by default.

[[File:DefaultExportToQBSettings.png]]


'''Default Export on Invoices''' – If checked, new invoices in SME will export to QuickBooks. This option is usually checked.

'''Default Export on Payments''' – If checked, payment entered in SME will export to QuickBooks. This option is usually checked.  

'''Default Export New Customer''' - If checked, new customers entered in SME will export to QuickBooks. This option is usually checked.

'''Default Export New Vendor''' - If checked, new vendors entered in SME will export to QuickBooks. This options is usually checked.

'''Default Export New Proposals''' - If checked, new proposals entered in SME will export to QuickBooks as an estimate.

'''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.

'''Tax Premium, Trip, Freight and Other Charges''' - Check these boxes if you want to charge taxes on premium labor, trip charge, freigt 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_Freigh, and SMP_Misc in QuickBooks.
<br>[[File:PremiumTripOtherFrightFields.png]]

== Export Options for Purchase Orders ==

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Check one of the next two options for how SME exports purchase orders to QuickBooks:

[[File:DefaultExportOptions_POs.png]]

<br>'''Default Export for New POs''' – If checked, purchase orders created in SME will export to QuickBooks as a purchase order.

<br>'''-OR-''' 

<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.

 
<h3>Related SQLink Setup</h3>

[[File:SQLink_PO.jpg]]

<br>1.       Open SQLink.
<br>2.       Click '''File''' > '''Setup'''.
<br>3.       Click '''Edit''' at the bottom.
<br>4.       Check '''Include SMP Items on Purchase Order'''. If the inventory item on the purchase order is not in QuickBooks, then it uses the SMP Item.
<br>5.       Locate the '''Purchase Orders Options''' section.
<br>6.       If you checked '''Default Export For New Purchase Orders''' in SME, make sure you have '''Export Purchase Orders Only''' in SQLink.
<br>7.       If you '''checked Default Export Bills for New Purchase Order''' in SME, make sure you have '''Export Bills Only''' in SQLink.
<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>'''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 ==

When you add a service item to an order and add a subcontractor to the service, SME can either export a bill for the subcontractor in QuickBooks for the cost of the service item, or export a PO in QuickBooks for the subcontractor.

[[File:SubContractorOnServiceItem.jpg]]

<u>Choose one of the following three options :</u>

[[File:SubcontractorCosts_ThreeOptions.png]]

<span style="color:orange">'''1'''</span> - '''Send Bill for Subcontractor Cost when you invoice the order'''
<br>- In SME, check '''Default Export Subcontractor Bills on Invoice'''.  
<br>- In SQLink, click '''File''' > '''Setup''' > '''Invoice/Proposal Options tab''', check '''Export Bills for Subcontractor'''
<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)


[[File:SubcontractorBill.jpg]]

<span style="color:orange">'''2'''</span> - '''Send PO for Subcontractor Cost when you invoice the order''' 
<br>- In SME, check '''Default Export Subcontractor POs on Invoice'''.  
<br>- In SQLink, click '''File''' > '''Setup''' > '''Invoice/Proposal Options tab''', check '''Export Purchase Orders for Subcontractor'''
<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.


<span style="color:orange">'''3'''</span> - '''Send Bill for Subcontractor Cost when you close the order'''
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:
<br>- In SME, '''Setup''' module > '''Order''', check '''Default Export Bills for Closed'''
<br>- In SQLink, click '''File''' > '''Setup''', check '''Export Bills for Closed Orders''' (circled in image below on the left)
<br>The date on the bill comes from the '''Opened Date''' on the order in SME.

[[File:SQLink_SubcontractorSettings.png]]

<h3>Subcontractors on Labor Items</h3>
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.
<br>1. Open SQLink.
<br>2. Click '''File''' > '''Setup'''
<br>3. Click the '''Invoice/Proposal Options''' tab.
<br>4. Click '''Edit''' at the bottom
<br>5. Check '''Include Labor Records on Subcontractor Bills and POs'''
<br>6. Click '''Save'''.

== Export Options for Inventory Items ==
Inventory is managed in one of two ways when SME is syncing with QuickBooks:

<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.

<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.

<br>[[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.

'''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. 

<br> The image below shows how the inventory item name and description fields sync to QuickBooks.
<br>[[File:InventoryItemFields SyncToQB.png]]

Individual inventory items can be setup with accounts other than those set as defaults in SQLink.
<br>1.       Open SME.
<br>2.       Go to the '''Inventory''' module > '''Inventory'''.
<br>3.       Click '''Search''' to find the inventory item.
<br>4.       Click the '''Link Options''' tab

[[File:Inventory_LinkOptions.jpg]]

<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.
<br>6.       Click '''Save'''.

<h3>Related SQLink Setup</h3>

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)

<br>You can choose accounts for individual inventory items on the Link Options tab as shown on the image above.

[[File:SQlink_InventoryItems.jpg]] 

If you want to change the defaults, you can follow the steps below.
<br>1.       Open SQLink.
<br>2.       Click '''File''' > '''Setup'''.
<br>3.       Click the '''Classes and Accounts Options''' tab.
<br>4.       Click '''Edit''' at the bottom.
<br>5.       Locate the Accounts section. (circled above)
<br>6.       Select the following '''accounts''' you want inventory to be the default accounts for items exporting to QuickBooks:
*       '''Default Inventory Asset Account'''
*      '''Default COGS Account'''
*       '''Default Sales Income Account'''
<br>7.       Click '''Save'''.