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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. | ||
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== Support Versions of QuickBooks == | == Support Versions of QuickBooks == | ||
− | + | Below are the supported versions of QuickBooks: | |
− | Intuit may discontinue support for QuickBooks editions older than three years. SME and SQLink can connect to these unsupported versions of QuickBooks, but if there are issues connecting High 5 will not assist with problem resolution. | + | * QuickBooks Pro (2005 - 2011) |
+ | * QuickBooks Premier (2005 - 2011) | ||
+ | * QuickBooks Enterprise (2005 - 2011) | ||
+ | |||
+ | Intuit may discontinue support for QuickBooks editions older than three years. SME and SQLink can connect to these unsupported versions of QuickBooks, but if there are issues connecting High 5 will not assist with problem resolution. (click here [http://support.quickbooks.intuit.com/support/pages/knowledgebasearticle/1003113] to view the QuickBooks Service Discontinuation Plan) | ||
When upgrading QuickBooks to another supported version listed above, you don't need to do anything with SME and SQLink as long as your QuickBooks company file remains in place on the server/server. | When upgrading QuickBooks to another supported version listed above, you don't need to do anything with SME and SQLink as long as your QuickBooks company file remains in place on the server/server. | ||
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| class="xl67" style="width: 401pt" width="534" | Full sync - Customer Types in QuickBooks | | class="xl67" style="width: 401pt" width="534" | Full sync - Customer Types in QuickBooks | ||
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
+ | | class="xl65" style="height: 14.3pt" height="19" | Class Tracking | ||
+ | | class="xl67" style="width: 401pt" width="534" | Full sync of class tracking on all modules. Class can be assigned to Customer, Order, Item, etc.. | ||
+ | |- style="height: 27.2pt" | ||
| class="xl65" style="height: 27.2pt" height="36" | Credit Memos | | class="xl65" style="height: 27.2pt" height="36" | Credit Memos | ||
− | | class="xl67" style="width: 401pt" width="534" | Synced from QuickBooks. (Need to be applied to an invoice. | + | | class="xl67" style="width: 401pt" width="534" | Synced from QuickBooks . (Need to be applied to an invoice. |
|- style="height: 27.2pt" | |- style="height: 27.2pt" | ||
| class="xl65" style="height: 27.2pt" height="36" | Customer Balances | | class="xl65" style="height: 27.2pt" height="36" | Customer Balances | ||
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|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
| class="xl65" style="height: 14.3pt" height="19" | Customers | | class="xl65" style="height: 14.3pt" height="19" | Customers | ||
− | | class="xl67" style="width: 401pt" width="534" | Full two-way sync. Customers can be added or modified in either SME or QuickBooks. Billing/Parent customers for Jobs/Sites should only be updated in QuickBooks due to the possibility of issues with existing history for the job/site. | + | | class="xl67" style="width: 401pt" width="534" | Full two-way sync. Customers can be added or modified in either SME or QuickBooks . Billing/Parent customers for Jobs/Sites should only be updated in QuickBooks due to the possibility of issues with existing history for the job/site. |
|- style="height: 14.3pt" | |- style="height: 14.3pt" | ||
| class="xl65" style="height: 14.3pt" height="19" | Employees | | class="xl65" style="height: 14.3pt" height="19" | Employees | ||
− | | 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. | + | | 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" | Inventory Assemblies | | class="xl65" style="height: 14.3pt" height="19" | Inventory Assemblies | ||
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|- style="height: 27.2pt" | |- style="height: 27.2pt" | ||
| class="xl65" style="height: 27.2pt" height="36" | Purchase Orders | | class="xl65" style="height: 27.2pt" height="36" | Purchase Orders | ||
− | | class="xl67" style="width: 401pt" width="534" | Optional sync with QuickBooks. Multiple syncing options. | + | | class="xl67" style="width: 401pt" width="534" | Optional sync with QuickBooks . Multiple syncing options. |
|- 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 | ||
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|- 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" | Subcontractors | | class="xl65" style="height: 14.3pt" height="19" | Subcontractors | ||
− | | 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. | + | | 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: 27.2pt" | |- style="height: 27.2pt" | ||
| class="xl65" style="height: 27.2pt" height="36" | Tax Codes and Groups | | class="xl65" style="height: 27.2pt" height="36" | Tax Codes and Groups | ||
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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''' | |
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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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# '''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:SQLinkInitialSetup2.png]] | [[File:SQLinkInitialSetup2.png]] | ||
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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:InitialSetup_PaymentAndChargeBuckets.png]] | [[File:InitialSetup_PaymentAndChargeBuckets.png]] | ||
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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:ClassesAndMisc.png]] | [[File:ClassesAndMisc.png]] | ||
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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:''' | |
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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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== Syncing SME with a new QuickBooks file == | == Syncing SME with a new QuickBooks file == | ||
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A new QuickBooks company file must have the following info before syncing to SME: | A new QuickBooks company file must have the following info before syncing to SME: | ||
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<br>* Payroll and Compensation Info | <br>* Payroll and Compensation Info | ||
<br>* Enter Wage items – if using time sheets | <br>* Enter Wage items – if using time sheets | ||
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== 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. | + | 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. | 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. | ||
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<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>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. | + | <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:''' | '''SME:''' | ||
− | <br>iii. Within SME, Tools> Sync QuickBooks. | + | <br>iii. Within SME, Tools> Sync QuickBooks . . |
<br>iv. [[File:Sync1(1).jpg]] | <br>iv. [[File:Sync1(1).jpg]] | ||
<br>v. Answer ‘Ok’ to the prompt. | <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 | + | <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: | SQLink: | ||
<br>vii. Next start processing in SQLink by selecting Processing>Start Processes | <br>vii. Next start processing in SQLink by selecting Processing>Start Processes | ||
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<br>1. Open SQLink> File> Link Setup | <br>1. Open SQLink> File> Link Setup | ||
− | <br>2. Open QuickBooks. > F2 | + | <br>2. Open QuickBooks . > F2 |
− | <br>3. The paths for QuickBooks. must match exactly. | + | <br>3. The paths for QuickBooks . must match exactly. |
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<br>* [[File:sync4(2).jpg]] | <br>* [[File:sync4(2).jpg]] | ||
− | <br>1) Import QuickBooks. Data: This will import QB data into SME. | + | <br>1) Import QuickBooks . Data: This will import QB data into SME. |
<br>a. Note: if a common record such as Customer is modified in both SME and QB, this function will override the common data in SME with the QB data. | <br>a. Note: if a common record such as Customer is modified in both SME and QB, this function will override the common data in SME with the QB data. | ||
<br>b. This imports all items from QB as mentioned above in the initial synchronization. Only changed items will synchronize so the sync process will be much faster than the initial sync. | <br>b. This imports all items from QB as mentioned above in the initial synchronization. Only changed items will synchronize so the sync process will be much faster than the initial sync. | ||
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'''Note:''' The preferred method of sync is listed in the automatic, or SQLink Full Sync Full Sync pages, synchronization because errors can occur. For example if you try to export an Invoice from SME, but a new customer has not been exported yet, SQLink will retun an error from QuickBooks. | '''Note:''' The preferred method of sync is listed in the automatic, or SQLink Full Sync Full Sync pages, synchronization because errors can occur. For example if you try to export an Invoice from SME, but a new customer has not been exported yet, SQLink will retun an error from QuickBooks. | ||
− | <br>1) Export New QuickBooks. Data: This will export from SME to QB. | + | <br>1) Export New QuickBooks . Data: This will export from SME to QB. |
<br>a. ''' Note:''' If a common record such as Customer is modified in both SME and QB, this function will override the common data in QB with the SME data. | <br>a. ''' Note:''' If a common record such as Customer is modified in both SME and QB, this function will override the common data in QB with the SME data. | ||
<br>b. Selections: | <br>b. Selections: | ||
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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 '''[[Common SQLink Errors]]''' page. | ||
+ | <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:''' | |
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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> | + | <br>- Billing Name = Customer Name |
− | <br>The Billing name in SME will be matched to the ‘Customer Name’ from QuickBooks. | + | * The Billing name in SME will be matched to the ‘Customer Name’ from QuickBooks.<br>- Billing Name = Company Name |
− | <br> | + | * 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. | |
− | <br> | + | * 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. |
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− | 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. | ||
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− | + | <h3>Vendors</h3> | |
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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<br>http://support.quickbooks.intuit.com/support/pages/inproducthelp/Core/QB2K8/ContentPackage/Payroll/1099/popup_1099pref_table.html | <br>http://support.quickbooks.intuit.com/support/pages/inproducthelp/Core/QB2K8/ContentPackage/Payroll/1099/popup_1099pref_table.html | ||
− | + | <h3>Employees and Technicians</h3> | |
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+ | '''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. | |
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− | + | 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. | |
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− | <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 Active - QuickBooks or SME | <br>Is Active - QuickBooks or SME | ||
− | == | + | == Non-tax in QB Sales Tax Code List == |
− | + | This is an issue from the QB Sales Tax List, in QB, under '''Lists'''> '''Sales Tax Items'''. The order of the codes determines what get’s selected on the invoice. We’re only allowed to pass Tax/Non Tax and QB picks from that list. If yours looks like this: | |
− | + | <br>[[File:QB_Sales_Tax_Codes.png]] | |
− | + | <br> And ‘EXE’ is the first ‘non’ tax item in the list then, Non Tax items from SME will be listed as ‘EXE’. | |
− | + | <br> If your list looks like this: | |
− | + | <br>[[File:Sales_TAx_List.png]] | |
− | + | <br> Then your non tax items will be listed as ‘NON’ | |
− | + | <br> I’ve had customers change that to XMT, to move it to the bottom of the list, and then it will flow correctly for items on the invoice. One of the anomalies of syncing applications. | |
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− | <br>[[File: | ||
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== Tech Time (syncing time sheets to QB) == | == Tech Time (syncing time sheets to QB) == | ||
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<br>The image below shows labor items scheduled for a Tech in SME Dispatch and how the tech time transfers to QB Timesheet. | <br>The image below shows labor items scheduled for a Tech in SME Dispatch and how the tech time transfers to QB Timesheet. | ||
<br>[[File:LaborITemsToTimesheet2.png]] | <br>[[File:LaborITemsToTimesheet2.png]] | ||
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<br>* We do not ''delete'' time sheet entries in QB. We update existing entries and can reassign entries to another tech. | <br>* We do not ''delete'' time sheet entries in QB. We update existing entries and can reassign entries to another tech. | ||
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− | == | + | == Billing Name Options == |
− | + | [[File:SQLinkSetting_BillNameEqualsCustomer.png]]<br> | |
− | + | [[File:BillNameEqualsCustomerNameIllustration.png]] | |
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