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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>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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== 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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<h3>Invoice Numbers</h3> | <h3>Invoice Numbers</h3> | ||
Click '''[[Invoice Numbers in SME and QuickBooks]]''' to read about your options on invoice numbers in SME & QuickBooks. | Click '''[[Invoice Numbers in SME and QuickBooks]]''' to read about your options on invoice numbers in SME & QuickBooks. | ||
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== Purchase Order Sync Details == | == Purchase Order Sync Details == | ||
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<br>2) The SQL service has not been interrupted breaking the connection to SQLink | <br>2) The SQL service has not been interrupted breaking the connection to SQLink | ||
<br>3) There have not been any backs that change the state of either QB or SME | <br>3) There have not been any backs that change the state of either QB or SME | ||
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