Difference between revisions of "ITrack/Pro/Quickbooks Screen"

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(Elaborating on what things get repushed to QB)
 
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Quickbooks is an accounting software package that we are able to link with ITrack.
Quickbooks is an accounting software package that we are able to link with ITrack.


==Problems/Solutions==
If you want details on how to set the screen up for the first time, [[ITrack/Pro/Quickbooks Screen/Installation|see this page]]!
'''Notice: Before we get started, the support team would like to point out that Quickbooks is dumb.'''


Problem:
==Colors==
Object "220000-1168719388" specified in the request cannot be found.  QuickBooks error message: Invalid argument.  The specified record does not exist in the list. Code: 3120


Solution:
===Blue text===
In the case of a Invoice or Payment, you probably need to go to customer tab on the Quickbooks screen and double click the customer on the invoice/payment, then select the correct corresponding customer in Quickbooks.  Then try to repush the invoice/payment to Quickbooks. 
== Setting up on a client machine ==
We can not link Quickbooks and ITrack Pro until the customer has Quickbooks all set up (because we don't know - and shouldn't know - the inner workings of the customer's accounting methods). Once Quickbooks is set up according to their accounting methods just follow these steps:


# Install the latest version of the Quickbooks SDK (currently [http://dl.isoftdata.com/QBSDK80.exe 8.0])
* If items show up with blue text that means something has been modified on that document (ie. Customer, Invoice, etc) and needs to be repushed
# Put Quickbooks into multi-user mode (File->Switch to Multi-User mode)
**In the case of modified invoices, the quickbooks screen will remove the existing invoice from quickbooks and repush the modified one to replace it.
# Make sure the ITrack Quickbooks Toolkit is pointed at the same company file as the one open in Quickbooks
**Every time an invoice is saved it will then show up blue to be re-pushed. If users want to just reprint an invoice its best to do it from the '''Customer screen > Sales''' tab since it doesn't require a save to print, like the sales screen.
# Initiate communication with Quickbooks from the ITrack Quickbooks Toolkit
 
# Go back to Quickbooks, set it up to always be able to communicate, even when Quickbooks is not turned on
===Grey text===
 
Grey text means that it can't be sent to Quickbooks because another item needs to be pushed to Quickbooks first (ie. Invoice can't be pushed because Customer hasn't been pushed)
 
===Grey background===
 
Payments show up with a grey background, and COGS adjustments show up with a dark grey background.
 
== How stuff gets exported to Quickbooks ==
When you save something new in ITrack, it will immediately show up in the Quickbooks Toolkit screen to be exported for the first time.  Such items show up in black text.
 
Every time you go to some screen, open up an existing thing, and hit the "save" button, that item is flagged to be repushed to ITrack.  Such items show up in blue text in the QBToolkit.
 
Re-saving an existing item flags it to be pushed again no matter what you changed.  It doesn't matter if the one item you changed matters to Quickbooks, the whole invoice/payment/whatever is going to get re-pushed.
 
=== Invoices ===
For new (black text) invoices:
* Invoices with a positive total are exported as invoices
* Invoices with a negative total are exported as credit memos
 
When updating previously-exported (blue text) invoices:
* Voided invoices are deleted from Quickbooks
* Other invoices are deleted from Quickbooks, then pushed in as a new invoice


[[Category:ITrack/Pro/Extensions]]
[[Category:ITrack/Pro/Extensions]]

Latest revision as of 13:15, 26 March 2012

Quickbooks is an accounting software package that we are able to link with ITrack.

If you want details on how to set the screen up for the first time, see this page!

Colors

Blue text

  • If items show up with blue text that means something has been modified on that document (ie. Customer, Invoice, etc) and needs to be repushed
    • In the case of modified invoices, the quickbooks screen will remove the existing invoice from quickbooks and repush the modified one to replace it.
    • Every time an invoice is saved it will then show up blue to be re-pushed. If users want to just reprint an invoice its best to do it from the Customer screen > Sales tab since it doesn't require a save to print, like the sales screen.

Grey text

Grey text means that it can't be sent to Quickbooks because another item needs to be pushed to Quickbooks first (ie. Invoice can't be pushed because Customer hasn't been pushed)

Grey background

Payments show up with a grey background, and COGS adjustments show up with a dark grey background.

How stuff gets exported to Quickbooks

When you save something new in ITrack, it will immediately show up in the Quickbooks Toolkit screen to be exported for the first time. Such items show up in black text.

Every time you go to some screen, open up an existing thing, and hit the "save" button, that item is flagged to be repushed to ITrack. Such items show up in blue text in the QBToolkit.

Re-saving an existing item flags it to be pushed again no matter what you changed. It doesn't matter if the one item you changed matters to Quickbooks, the whole invoice/payment/whatever is going to get re-pushed.

Invoices

For new (black text) invoices:

  • Invoices with a positive total are exported as invoices
  • Invoices with a negative total are exported as credit memos

When updating previously-exported (blue text) invoices:

  • Voided invoices are deleted from Quickbooks
  • Other invoices are deleted from Quickbooks, then pushed in as a new invoice
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