Syncing SME Invoices with QuickBooks

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Set SME to Export Invoices to QuickBooks

If you want all new invoices created in SME to export to QuickBooks:


1. Go to Setup module > Company > Order.
2. Click Edit.
3. Check Default Export for New Invoices. (image below) and click Save.

DefaultExportOnInvoices.png

Now that Default Export for New Invoices is checked, you will see in all new invoice created the Export to QuickBooks checkbox will be checked (image below). After the invoice is synced to QuickBooks, this box will be unchecked.

ExportToQuickBooks.jpg

Sync Edited Invoice: If you edit an invoice in SME that was already synced with QuickBooks, check Export to QuickBooks again. On the next sync the original invoice in QuickBooks will be deleted, and the new one created based on the updated SME invoice.

Invoice Numbers in SME and QuickBooks

When setting up SME to sync with QuickBooks, you have to decide how you want invoice numbers to sync.

  1. Open SQLink.
  2. Click File > Setup.
  3. Locate Don't update next invoice number on the Import/Export Options tab. This setting determins how invoice numbers sync between SME and QuickBooks.

Don't update next invoice number - unchecked (recommended)

DontUpdateNextInvoiceNumber.jpg

If unchecked, SME will generate its own invoice numbers based on the last invoice number in QuickBooks (recommended) This is how it works:

  1. Invoice generated in SME and SME assigns an invoice number.
  2. Sync invoice over to QuickBooks.
  3. Invoice in QuickBooks retains the invoice number from the SME invoice.
  4. If you create a new invoice in QuickBooks, QuickBooks will use this invoice number to calculate the next available invoice number.

After syncing with QuickBooks, SME updates the Next Invoice # based on the Next Available Invoice Number in QuickBooks.

OrderDefaults NextInvoiceNumber.jpg

Avoiding Duplicate Invoice Numbers

In QuickBooks, duplicate invoice numbers can occur if you sync SME invoices over to QuickBooks and then enter a new invoice in QuickBooks. QuickBooks will generate the invoice number for the new invoice based on the last SME invoice number synced. Then if you create a new invoice in SME, SME will assign a new invoice number based off the last invoice number in SME (the same number for the QB generated invoice). To keep from having an issue with duplicate invoice numbers, follow these steps before you enter invoices directly in QuickBooks:

Initial Setup - In SQLink, go to File> Setup. Click Edit at the bottom. Uncheck the Don’t update next invoice number option. Click Save at the bottom.


1. Run a sync between SME and QuickBooks to export any invoices from SME and update QuickBooks last invoice #.
· Open SME, SQLink, and QuickBooks.
· In SME, click Tools > Sync QuickBooks.
· In SQLink, click Processes > Start Processes.
2. Enter the invoices in QuickBooks as needed.
3. Run another sync to import the last QuickBooks invoice number into SME.

Don't update next invoice number - checked

DontUpdateNextInvoicenumberChecked.jpg

If checked, SME will generate an invoice number separate from the invoice numbers in QuickBooks. SME will not look to the next available invoice number in QuickBooks to update SME's Next Invioce #. However, if you send an invoice from SME over to QuickBooks with the invoice number 10, when you generate a new invoice in QuickBooks, QuickBooks will increment off the last invoice number so the invoice number would be 11.