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+ | '''SQLink for QuickBooks: | ||
+ | ''' | ||
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SME to QuickBooks Link Synchronization Tool | SME to QuickBooks Link Synchronization Tool | ||
Definitions: | Definitions: | ||
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*SME – Service Management Enterprise | *SME – Service Management Enterprise | ||
*SQLink – SME to QuickBooks Import- Export data engine. | *SQLink – SME to QuickBooks Import- Export data engine. | ||
− | *QuickBooks by Intuit – | + | *QuickBooks by Intuit – all versions from 2004 to the current year. (Note: We have encountered some issues syncing with unsupported versions of QuickBooks . Review the following link regarding Intuit Sunset policies. [http://support.quickbooks.intuit.com/support/pages/knowledgebasearticle/1003113] |
*QBFC – QuickBooks File Connector XML parsing engine. Runs behind the scenes. | *QBFC – QuickBooks File Connector XML parsing engine. Runs behind the scenes. | ||
The following information covers SME to QuickBooks Sync Points, SQLink Initial Setup, and a module list covering setup, optional settings, and troubleshooting common errors. | The following information covers SME to QuickBooks Sync Points, SQLink Initial Setup, and a module list covering setup, optional settings, and troubleshooting common errors. | ||
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== Sync Points for SME and QuickBooks == | == Sync Points for SME and QuickBooks == | ||
The following table lists the synchronization points between SME and QuickBooks modules. Refer to the SQLink for QuickBooks wiki pages for detailed syncing information. | The following table lists the synchronization points between SME and QuickBooks modules. Refer to the SQLink for QuickBooks wiki pages for detailed syncing information. | ||
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{| | {| | ||
− | | class="xl65" style="width: 98pt; height: 14.3pt" width="130" height="19" | | + | | class="xl65" style="width: 98pt; height: 14.3pt" width="130" height="19" | Customers |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Full two-way sync.� Customers can be added or modified in either SME or QuickBooks . |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: 14.3pt" height="19" | | + | | class="xl65" style="height: 14.3pt" height="19" | Customer Balances |
− | | class="xl67" style="width: 401pt" width="534" | Full sync | + | | class="xl67" style="width: 401pt" width="534" | Full sync between SME and QuickBooks . |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: | + | | class="xl65" style="height: 14.3pt" height="19" | Invoices from SME |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Invoices in SME fully transfer to QuickBooks . |
|- style="height: 27.2pt" | |- style="height: 27.2pt" | ||
− | | class="xl65" style="height: 27.2pt" height="36" | | + | | class="xl65" style="height: 27.2pt" height="36" | Invoices from QB |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | QuickBooks invoice goes to SME for balance purposes, no detailed items are transferred. ( QuickBooks invoices cannot be edited in SME.) |
+ | |- style="height: 27.2pt" | ||
+ | | class="xl65" style="height: 27.2pt" height="36" | Payments | ||
+ | | class="xl67" style="width: 401pt" width="534" | Can enter payments in QuickBooks for SME invoices. Payments can also be applied in QuickBooks for SME invoices. QuickBooks invoices can only be paid QuickBooks . | ||
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: 14.3pt" height="19" | | + | | class="xl65" style="height: 14.3pt" height="19" | Tax Codes and Groups |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Controlled by QuickBooks . Enter new tax codes in QuickBooks . |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: 14.3pt" height="19" | | + | | class="xl65" style="height: 14.3pt" height="19" | Terms |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Controlled by QuickBooks . Enter new terms in QuickBooks . |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: 14.3pt" height="19" | | + | | class="xl65" style="height: 14.3pt" height="19" | Items in QB |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Full sync of inventory, non-inventory, service, wage, and discount items. |
+ | |- style="height: 27.2pt" | ||
+ | | class="xl65" style="height: 27.2pt" height="36" | Items in SME | ||
+ | | class="xl67" style="width: 401pt" width="534" | Option to sync with QuickBooks or not.� If not synced with QuickBooks inventory will use a generic default item to transfer accounting information for invoicing and purchase orders. | ||
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
| class="xl65" style="height: 14.3pt" height="19" | Inventory Groups | | class="xl65" style="height: 14.3pt" height="19" | Inventory Groups | ||
− | | class="xl67" style="width: 401pt" width="534" | SME Packages = QuickBooks Inventory Groups | + | | class="xl67" style="width: 401pt" width="534" | SME Packages = QuickBooks Inventory Groups. |
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|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: 14.3pt" height="19" | | + | | class="xl65" style="height: 14.3pt" height="19" | Inventory Assemblies |
− | + | | class="xl67" style="width: 401pt" width="534" | Do not sync. | |
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− | | class="xl67" style="width: 401pt" width="534" | | ||
|- style="height: 27.2pt" | |- style="height: 27.2pt" | ||
− | | class="xl65" style="height: 27.2pt" height="36" | | + | | class="xl65" style="height: 27.2pt" height="36" | Weekly Timesheet |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | SME labor item records sync with QuickBooks weekly time sheet.� Customer name and job number are transferred. Time sheets must be turned on in QuickBooks to use this feature. |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: 14.3pt" height="19" | | + | | class="xl65" style="height: 14.3pt" height="19" | Wage Items |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Synced from QuickBooks . |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: 14.3pt" height="19" | | + | | class="xl65" style="height: 14.3pt" height="19" | Vendors |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Full sync between SME and QuickBooks . |
|- style="height: 27.2pt" | |- style="height: 27.2pt" | ||
− | | class="xl65" style="height: 27.2pt" height="36" | | + | | class="xl65" style="height: 27.2pt" height="36" | Subcontractors |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Sync of 1099 vendors as Subcontractors in SME. Vendors that are Subcontractors are initially setup in QuickBooks due to sensitive information that is only maintained in QuickBooks . |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
| class="xl65" style="height: 14.3pt" height="19" | Subcontractor Bills | | class="xl65" style="height: 14.3pt" height="19" | Subcontractor Bills | ||
− | | class="xl67" style="width: 401pt" width="534" | Subcontractors used on orders in SME can create a Bill in QuickBooks | + | | class="xl67" style="width: 401pt" width="534" | Subcontractors used on orders in SME can create a Bill in QuickBooks . |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
| class="xl65" style="height: 14.3pt" height="19" | Subcontractor PO | | class="xl65" style="height: 14.3pt" height="19" | Subcontractor PO | ||
− | | class="xl67" style="width: 401pt" width="534" | Subcontractors used on orders in SME can create a Purchase Order in QuickBooks. | + | | class="xl67" style="width: 401pt" width="534" | Subcontractors used on orders in SME can create a Purchase Order in QuickBooks . |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: 14.3pt" height="19" | | + | | class="xl65" style="height: 14.3pt" height="19" | Purchase Orders (PO) |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Optional sync with QuickBooks . Multiple syncing options. |
|- style="height: 27.2pt" | |- style="height: 27.2pt" | ||
− | | class="xl65" style="height: 27.2pt" height="36" | | + | | class="xl65" style="height: 27.2pt" height="36" | PO Bill |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Syncs with QuickBooks when items are received. (Partial receipt increments the Bill in QuickBooks ). |
|- style="height: 27.2pt" | |- style="height: 27.2pt" | ||
− | | class="xl65" style="height: 27.2pt" height="36" | | + | | class="xl65" style="height: 27.2pt" height="36" | Employees |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Sync to SME as technicians and users table. Employees are initially setup in QuickBooks due to sensitive information that is only maintained in QuickBooks . |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: 14.3pt" height="19" | | + | | class="xl65" style="height: 14.3pt" height="19" | Class tracking |
− | | class="xl67" style="width: 401pt" width="534" | Full sync | + | | class="xl67" style="width: 401pt" width="534" | Full sync of class tracking on all modules. |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | style="height: 14.3pt" height="19" | | + | | style="height: 14.3pt" height="19" | |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Class can be assigned to Customer, Order, Item, etc.. |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: 14.3pt" height="19" | | + | | class="xl65" style="height: 14.3pt" height="19" | Accounts |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Synced for use of assigning accounts for item syncing only. |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
− | | class="xl65" style="height: 14.3pt" height="19" | | + | | class="xl65" style="height: 14.3pt" height="19" | Credit Memos |
− | | class="xl67" style="width: 401pt" width="534" | | + | | class="xl67" style="width: 401pt" width="534" | Synced from QuickBooks . (Need to be applied to an invoice.) |
|} | |} | ||
+ | |||
== Initial Setup for SQLink == | == Initial Setup for SQLink == | ||
+ | |||
+ | ''''''SQLink Installation and Setup'''''' | ||
SQLink is an add-on product to SME to synchronize SME and QB databases. For a complete list of the | SQLink is an add-on product to SME to synchronize SME and QB databases. For a complete list of the | ||
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If your installation falls under number 2 please contact High5Software prior to performing the initial sync as care must be taken to clean up data that may cause issues when syncing. | If your installation falls under number 2 please contact High5Software prior to performing the initial sync as care must be taken to clean up data that may cause issues when syncing. | ||
− | + | '''Initial sync to a newly installed SME application: | |
+ | ''' | ||
SQLink will install with SME in the SME program folder. | SQLink will install with SME in the SME program folder. | ||
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− | + | '''Set Up For Initial QuickBooks Company''' | |
#SQLink will open with the Set up for Initial Company window. | #SQLink will open with the Set up for Initial Company window. | ||
− | <br>2.[[File: | + | <br>2.[[File:QB5(1).jpg]] |
<br>3.The following set up options require attention: | <br>3.The following set up options require attention: | ||
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− | + | '''SQLink - Initial Setup''' | |
Refer to the following steps to set SQLink options and complete the initial sync. Options and settings for the Initial Setup can also be configured after the initial sync. For detailed information on the implications of specific settings refer to the appropriate Wiki page. | Refer to the following steps to set SQLink options and complete the initial sync. Options and settings for the Initial Setup can also be configured after the initial sync. For detailed information on the implications of specific settings refer to the appropriate Wiki page. | ||
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On Import:''' On import settings cover SQLink functionality when importing information from QuickBooks for Invoices and Payments, Inactive Customers, Next Invoice Number, and Billing Name Options. | On Import:''' On import settings cover SQLink functionality when importing information from QuickBooks for Invoices and Payments, Inactive Customers, Next Invoice Number, and Billing Name Options. | ||
− | [[File: | + | [[File:QB7.jpg]] |
# '''Merge unmatched invoices and payments:''' Check this box to match QuickBooks invoices and payments. Leaving it unchecked will not import payment information from QuickBooks. (The usual setting is checked) | # '''Merge unmatched invoices and payments:''' Check this box to match QuickBooks invoices and payments. Leaving it unchecked will not import payment information from QuickBooks. (The usual setting is checked) | ||
# '''Skip inactive customers on import/export:''' Checking this box will keep SQLink from importing or exporting inactive customers. Since both SME and QuickBooks are programmed to work with inactive customers it is recommended that you do not check this option. (Usual status is Unchecked) | # '''Skip inactive customers on import/export:''' Checking this box will keep SQLink from importing or exporting inactive customers. Since both SME and QuickBooks are programmed to work with inactive customers it is recommended that you do not check this option. (Usual status is Unchecked) | ||
− | # '''Billing Name Options:''' Default setting is Billing Name = Customer Name. For more info on this topic review [[ | + | # '''Billing Name Options:''' Default setting is Billing Name = Customer Name. For more info on this topic review the SQLink Customer wiki page at: [[http://high5software.com/high5bitweaver/wiki/index.php?page=SQLink+-+Customers]] |
# ''' On Export:''' On Export settings cover Tech Time and Purchase Order options. | # ''' On Export:''' On Export settings cover Tech Time and Purchase Order options. | ||
# ''' Include SMP items on Purchase Order:''' This option will pass the default SQLink item for that actual item used in QuickBooks if the item does not exist in QuickBooks. (Usual setting is Checked) | # ''' Include SMP items on Purchase Order:''' This option will pass the default SQLink item for that actual item used in QuickBooks if the item does not exist in QuickBooks. (Usual setting is Checked) | ||
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# ''' Purchase Order Options.''' | # ''' Purchase Order Options.''' | ||
# Do Not Export Purchase Orders or Bills | # Do Not Export Purchase Orders or Bills | ||
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# Export Purchase Orders & Bills | # Export Purchase Orders & Bills | ||
# ''' Export Bills Only:''' Since Purchase Orders require further action to tie them to Bills in QuickBooks the Bill is the method of inventory adjustment in QuickBooks. (This is the recommended setting.) | # ''' Export Bills Only:''' Since Purchase Orders require further action to tie them to Bills in QuickBooks the Bill is the method of inventory adjustment in QuickBooks. (This is the recommended setting.) | ||
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#Make your selections based on the above information and click ‘Next’. | #Make your selections based on the above information and click ‘Next’. | ||
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#SQLink will import the following QuickBooks items: | #SQLink will import the following QuickBooks items: | ||
# Pay Methods | # Pay Methods | ||
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− | + | '''Initial Setup''' - Invoice Options: Options on this screen determine how invoices export from SME to QuickBooks. These options can be changed after the initial import. | |
− | Invoice Options: Options on this screen determine how invoices export from SME to QuickBooks. These options can be changed after the initial import. | ||
− | [[File: | + | [[File:QB8.jpg]] |
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− | + | Initial Setup - Payment and Charge Buckets: Options on this screen determine which accounts SQLink will use for the following items. You do not need to select any settings at this time as these will be filled in by the SQLink initial setup wizard. | |
− | Options on this screen determine which accounts SQLink will use for the following items. You do not need to select any settings at this time as these will be filled in by the SQLink initial setup wizard. | ||
− | [[File: | + | [[File:QB9.jpg]] |
# Charge Buckets | # Charge Buckets | ||
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# Click ‘Next’. | # Click ‘Next’. | ||
− | + | Initial Setup - Classes & Miscellaneous: Options on this screen determine how default classes, time tracking accounts, wage item, and other accounts will pass information. This information will be filled in automatically when the wizard completes the import process. | |
− | Options on this screen determine how default classes, time tracking accounts, wage item, and other accounts will pass information. This information will be filled in automatically when the wizard completes the import process. | ||
− | [[File: | + | [[File:QB10.jpg]] |
# Classes | # Classes | ||
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2. System resources available to QuickBooks during the sync. If you are running the sync on a system with marginal memory or one that is short on disk space there will be a significant impact on the time required to process the initial sync. | 2. System resources available to QuickBooks during the sync. If you are running the sync on a system with marginal memory or one that is short on disk space there will be a significant impact on the time required to process the initial sync. | ||
− | + | '''SQLink will complete the following tasks:''' | |
# Creating Default Values | # Creating Default Values | ||
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− | + | '''SQLink Setup Screens Post Import:''' | |
Import/Export Options: | Import/Export Options: | ||
− | + | [[File:SQLink_Import-ExportOptionsTab.png]] | |
Invoice Options: | Invoice Options: | ||
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The Initial Sync is complete. Close all programs, SME, SQLink, and QuickBooks, and reopen them to process the first regular sync. | The Initial Sync is complete. Close all programs, SME, SQLink, and QuickBooks, and reopen them to process the first regular sync. | ||
Note: This sync can also take a considerable length of time since status flags are initialized on all imported items. QuickBooks is not required to be in ‘Single User’/Admin mode for this sync. | Note: This sync can also take a considerable length of time since status flags are initialized on all imported items. QuickBooks is not required to be in ‘Single User’/Admin mode for this sync. | ||
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+ | |||
+ | Refer to the following Wiki page for information on processing a regular sync. | ||
+ | |||
+ | http://high5software.com/high5bitweaver/wiki/index.php?page=SQLink+Full+Sync+ | ||
+ | |||
+ | |||
+ | |||
+ | == SQLink Full Sync == | ||
+ | SQLink is an add-on product to SME5 to synchronize SME and QB databases. SME handles sales, customers, service orders, and inventory while QuickBooks . handles the accounting, payroll, and banking integration. SME and QB together make a very powerful combination for managing your service business. | ||
+ | |||
+ | This Guide explains the regular sync activity between SME and QB. The sync can be done at any time. Most customers run the sync at the beginning or end of the day, however it can be run whenever needed. | ||
+ | |||
+ | For this guide, the initial sync between SME and QB must be completed. If you have not done the initial sync, Please review the SQLink Install and Setup document. | ||
+ | |||
+ | '''Synchronization with SME and QB:''' | ||
+ | |||
+ | 1) Synchronizing SME and QB | ||
+ | |||
+ | <br>i. Note: This will perform both an SME export and QB import. Since the SME export is performed first, records that are changed in both SME and QB will only get the SME changes. | ||
+ | |||
+ | <br>ii. Note: QuickBooks . will require you to log in to QuickBooks . on the computer running SQLink. Log into QuickBooks . , SME, and SQLink and then run the sync. The user logging in to QuickBooks must have privileges that allow for the actions to be preformed by SQLink. | ||
+ | |||
+ | '''SME:''' | ||
+ | |||
+ | <br>iii. Within SME, Tools> Sync QuickBooks . . | ||
+ | <br>iv. [[File:Sync1(1).jpg]] | ||
+ | <br>v. Answer ‘Ok’ to the prompt. | ||
+ | <br>vi. Note if you do not have the option “Synchronize with QuickBooks . ”, or the menu option “Sync QuickBooks . ” then the initial import with QuickBooks . has not occurred or has failed. Review the SQLink Install and Setup document or call contact High5 Software technical support at support@high5software.com | ||
+ | SQLink: | ||
+ | <br>vii. Next start processing in SQLink by selecting Processing>Start Processes | ||
+ | <br>ix. [[File:sync3(1).jpg]] | ||
+ | <br>x. You will see SQLink starting the sync process. | ||
+ | <br>1. SQLink checks for sync requests about once every few minutes. | ||
+ | <br>2. The Sync is complete when you see the words ‘Payment Processing Complete’ | ||
+ | <br>xi. Note: | ||
+ | <br>xii. If you encounter issues at this point it is most likely due to drive mappings that have been changed from the original sync. | ||
+ | <br>xiii. To check: | ||
+ | |||
+ | <br>1. Open SQLink> File> Link Setup | ||
+ | <br>2. Open QuickBooks . > F2 | ||
+ | <br>3. The paths for QuickBooks . must match exactly. | ||
+ | |||
+ | |||
== SQLink - QuickBooks Name Length Limitations == | == SQLink - QuickBooks Name Length Limitations == | ||
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<td>80</td> | <td>80</td> | ||
<td>40</td> | <td>40</td> | ||
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</tr> | </tr> | ||
<tr> | <tr> | ||
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<td>20</td> | <td>20</td> | ||
<td>30</td> | <td>30</td> | ||
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</tr> | </tr> | ||
<tr> | <tr> | ||
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</table> | </table> | ||
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− | + | == Sync Details by Module == | |
− | < | + | <h3>Customers</h3> |
− | < | + | <br>Customer syncing is bi-directional when using SQLink. Customer 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 Customer errors & troubleshooting pages. |
− | <br> | + | <br>'''Note:''' If you are syncing SME with a QuickBooks company file that has the same customer list you will need to contact High5 Software to setup a test sync and address all issues prior to going ‘live’ with the sync. |
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'''Terms:''' | '''Terms:''' | ||
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− | + | '''Mandatory steps for adding new customers:''' | |
+ | |||
A best practice is to Always fill out ‘ALL’ information when setting up new records as this will avoid unnecessary errors when syncing invoices. | 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:''' | ||
+ | |||
<br>Customer Name - QuickBooks | <br>Customer Name - QuickBooks | ||
<br>Account Number – QuickBooks or SME | <br>Account Number – QuickBooks or SME | ||
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− | + | '''Customer Taxes:''' | |
+ | |||
Review the customer tax setup after creating the customer regardless of the application. If you create the customer in QuickBooks review the tax and set it to the appropriate taxing authority. | Review the customer tax setup after creating the customer regardless of the application. If you create the customer in QuickBooks review the tax and set it to the appropriate taxing authority. | ||
<br>'''Note:''' (QuickBooks uses a dummy tax as the default when syncing with integrated applications.) | <br>'''Note:''' (QuickBooks uses a dummy tax as the default when syncing with integrated applications.) | ||
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− | + | '''SQLink Billing Options:''' | |
− | - Open SQLink and go to | + | <br>- Open SQLink and go to File> Setup |
− | <br>- Click | + | <br>- Click Edit |
− | <br>- You will see the following | + | <br>- You will see the following for Billing address export options: |
− | <br>[[File:Billing.jpg]] | + | <br>- [[File:Billing.jpg]] |
+ | <br>- Option one – Billing Name = Customer Name: | ||
+ | <br>- Billing Name = Customer Name | ||
+ | * The Billing name in SME will be matched to the ‘Customer Name’ from QuickBooks.<br>- Billing Name = Company Name | ||
+ | * The Billing Name will be matched to the ‘Company Name’ from QuickBooks.<br>- Billing Name = First Line of Billing Address | ||
+ | * The Billing Name in SME will be matched to the First Line’ of the Billing Address Block. (This is because QuickBooks does not actually treat this as a company name field. They treat it as list of 5 address fields.)<br>- Use Parent Billing Name for non billable companies. | ||
+ | * A non billable company is one that has the ‘Is Billable’ flag unchecked in SME. If this is unchecked the option that is chosen above will be used for the Billing Address. | ||
− | + | <h3>Vendors</h3> | |
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− | <h3> | ||
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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. | 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. | '''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:''' | ||
<br>Initial Sync: refers to the initial import of QuickBooks lists into SME | <br>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:''' | '''Syncing:''' | ||
<br>Initial sync: The initial sync of SME and QuickBooks will bring all vendor records from QuickBooks to SME. | <br>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. | |
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'''Guidelines:''' | '''Guidelines:''' | ||
<br>It is a best practice to enter new vendors in one application as this will minimize the chance of duplication. | <br>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:''' | '''Mandatory steps for adding new Vendors:''' | ||
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<br>Terms – QuickBooks or SME | <br>Terms – QuickBooks or SME | ||
− | + | '''Vendor 1099 or Sub Contractor:''' | |
<br> 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. | <br> 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. | ||
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− | + | <h3>Employees and Technicians</h3> | |
+ | |||
+ | '''Employees:''' | ||
− | + | Employees sync to SME from QuickBooks with the same parameters as the Technicians. | |
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− | Employees sync to SME from QuickBooks as | ||
* All address fields should be completed in QuickBooks since blank fields can cause errors should you edit the employee in SME and the edit attempts to sync back to QuickBooks. | * All address fields should be completed in QuickBooks since blank fields can cause errors should you edit the employee in SME and the edit attempts to sync back to QuickBooks. | ||
* All employees sync regardless of Active or Inactive status | * All employees sync regardless of Active or Inactive status | ||
* Salesperson settings sync with the employee | * Salesperson settings sync with the employee | ||
− | * Employees can be entered in SME and not reside in QuickBooks '''unless''' they will become technicians | + | * Employees can be entered in SME and not reside in QuickBooks '''unless''' they will become technicians. You must then add them as an employee in QuickBooks and sync them back to SME. You will need to modify the SME name i.e., name-(SME), or something similar since name conflicts can occur. |
− | * | + | *'''NOTE:''' You must log in to QuickBooks as the '''Administrator''' in '''Single User Mode''' to export new employee's from QuickBooks to . This is a QuickBooks requirement. If a sync has been processed, and QuickBooks is not logged in with a user that has employee editing permissions, you will need to do the following: |
− | + | * Log in to QB as Admin or a user with employee editing permissions | |
− | + | * Edit the employee in QB to reset the ‘is modified’ flag (i.e. add a period to the address) | |
− | + | * Put QB in Single User mode | |
− | + | * Run a sync | |
− | + | * Return QB to multi-user mode | |
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− | + | '''Technicians''' | |
− | + | <br>Technicians must be employees in QuickBooks since they may have timesheet data passed from SME to QuickBooks. Technician information is synced with QuickBooks per the sync fields list below. | |
− | + | ||
− | + | Employee that sync from QuickBooks will have the ‘Is Technician’ check box set automatically. To keep the employee from appearing on the technicians lists during order entry you will need to go to Setup> Users> Technician Settings Tab for the employee and check the ‘Hide In Lists’ check box. | |
− | + | ||
− | <br> | + | In order to transfer technician time from SMP labor items in orders to QuickBooks timesheets, the following configuration must be established: |
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* In SQLink> '''File'''> '''Setup'''> '''Transfer Tech Tim'''e set the check box | * In SQLink> '''File'''> '''Setup'''> '''Transfer Tech Tim'''e set the check box | ||
* [[File:TechSettings.jpg]] | * [[File:TechSettings.jpg]] | ||
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<br>Is Salesperson - QuickBooks or SME | <br>Is Salesperson - QuickBooks or SME | ||
<br>Is Active - QuickBooks or SME | <br>Is Active - QuickBooks or SME | ||
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