QuickBooks Invoice Transfer

 

DSM can transfer invoices to QuickBooks to avoid double entry.   Using the QuickBooks API, the invoices are validated and appear in QuickBooks just as you entered them natively.  To successfully send invoices, DSM must reconcile the customers, Job Sites (optional), Payment Terms, Sales Tax Codes, Invoice Codes and Salesman (optional) send the invoice information.

 

Additional Resources:

QuickBooks Setup and Configuration

QuickBooks Initial Data Load

QuickBooks Accounts Receivable Sync

 

 

This document will cover:

ü Validating Data in DSM

o  Customer Resolution

o  Job Resolution

o  Resolve Payment Terms

o  Resolve Sales Tax Code

o  Resolve Invoice Item Code

ü Transferring DSM Invoices to Quickbooks

o  Un-mapping A Resolved Customer or Invoice Item

o  Fixing an Incorrect Invoice That Has Been Transmitted To QuickBooks

o  Resending an Invoice

o  Excluding an Invoice From Transferring To QuickBooks

 

Validating Data in DSM

To speed up the process, only the data which is queued to transfer is checked.  This means for example the process may have run great yesterday but today we need to reconcile a new customer or new item code.

The 1^st step is to validate the data and resolve any missing mappings.  Any items with a red circle indicate there is data that DSM needs guidance on how it should be represented in QuickBooks. The 2^nd step is to actually send the invoice data to QuickBooks.

To Transfer Invoices created in DSM to QuickBooks, select Billing>QuickBooks >QuickBooks Invoice Transfer.

See the sections below for details on resolving any of these categories

Tip: You can uncheck any invoices you don’t wish to send to QuickBooks at this time.  This is useful if one has resolutions issues you need to research but others are ready to go.

 

Customer Resolution

Two problems can occur for customer resolution.

1.   DSM doesn’t know who the customer is.

      Resolution:  Map this customer to an existing QuickBooks Customer or have DSM add the Customer to QuickBooks

 

2.   DSM detects that critical address information is out of sync.

     Resolution: Tell DSM which data is correct.  It will then either fix DSM’s information or QuickBooks.

Press the [Resolve] button.

In this case Peak Software Systems has critical Customer Information that could affect an invoice and is not in sync.  We simply check the radio box for DSM Wins or QuickBooks Wins and the loser’s data is updated with the correct information.  You can mix and match in the same transaction if some data is correct from each.

 

Click [OK] and the data should update and disappear off the Resolve Customer Data list.

Tip:  If it does not, as a last resort you can manually update QuickBooks or DSM.  We have seen some issues in QuickBooks Online where the tax status won’t update properly in some cases.

 

In the 2^nd case with Sample Customer, we highly recommend you select the find option to make sure you’re not going to add a duplicate.

In QuickBooks Desktop (not shown), the customer list shows all customers in the list and there is no search option.  You simply page up and down.  You can also type and it will do an incremental search within the grid.

In QuickBooks Online (shown), you can try different searches.  By default, it searches by the first 3 characters of the customer name.

If you can’t find the customer or are sure it’s new, click the [Is New QB Customer[ button or the [Add to QB] button on the prior screen.  This will automatically add the customer to QuickBooks.

Work through the list until all customers are resolved.

 

Job Site Resolution

As an optional feature, you can designate that DSM Jobsites are QuickBooks jobs (set in DSM Company Configuration).  When you do this, QuickBooks shows the customer with a sub customer which represents the job.  Only customers with jobsites will be linked and you can mix and match (some have jobsites and some are simple one day jobs)

 If you are not doing this in QuickBooks now, we suggest you explore this feature slowly and make sure you like how it works in QuickBooks.  When the feature is disabled in DSM, it will never cause a reconciliation issue.

Click the [Resolve] button.

With jobsites, the address information is not compared.  So there are only two resolution options.

1.   Add the Jobsite to QB

2.   Find the existing Jobsite In QB

 

If QuickBooks has the jobsite, then select it and press [OK].  If you can’t find the jobsite or are sure it’s new, click the [Is New QB Job] button or the [Add to QB] button on the prior screen.  This will automatically add the jobsite to QuickBooks.

 

Resolve Payment Terms

Payment Terms are simply the terms that print at the top of the invoice and which determine when the invoice is overdue.

Click on the [Resolve] button.

Due to the simple nature of Payment Terms, your only option is to select an existing option in QuickBooks that represents your DSM Terms.  If none are satisfactory, go to QuickBooks and add the Payment term there.  Then repeat the reconciliation process and the new term will appear for you to select.

 

Resolve Sales Tax Code

Sales tax codes determine the tax rate you apply to your invoices.  If using the QuickBooks Online version in the United State, it ignores any codes you define and uses its own tax engine.  If you are using the Desktop or QuickBooks Online in any other country, you will need to select the appropriate codes.

If the tax code you need is not already defined in QuickBooks, you will need to go to the QuickBooks software and add it manually.  Then repeat the reconciliation process and the new tax code will appear for you to select.

 

Resolve Invoice Item Code

Item codes are the codes you select in the billing process to categorize the work done.

Prese the [Resolve] button.

If the item code you need is not already defined in QuickBooks, you will need to go to the QuickBooks software and add it manually.  Then repeat the reconciliation process and the new item code will appear for you to select.

 

Transferring DSM Invoices to Quickbooks

When all your items are reconciled, you should have a screen similar to this.

Press the [Step 2: Sync] button to actually send the invoice to QuickBooks and have QuickBooks create these invoices.

DSM should respond with a message indicating that the invoices were transferred or an error message with information why it did not transfer.  An example which could cause failure is if a DSM invoice # already exists in QuickBooks.  In the desktop version, it will allow duplicate invoice numbers, in QuickBooks Online it will not.

Finally go to QuickBooks and see the new invoices.  Note that the Desktop will update automatically but QuickBooks Online may require you refresh your browser to see the new data.

 

Un-mapping A Resolved Customer or Invoice Item

There are times when you accidentally map a DSM customer to the wrong QuickBooks customer or DSM Item Code to the wrong QuickBooks Item Code.

In the case of customer, simply find the Customer in DSM and go to the ‘More [F3]’ tab.

Check – This button sees if this customer is mapped to DSM Company.  In a multi company configuration, we may see multiple companies mapped to this same DSM Customer.

Show What It’s Mapped To – This option actually queries QuickBooks and shows you the information the customer name of the mapping.  It should be the correct customer name.  If not, simply click the [Delete Mapping] button.

Delete Mapping – This button will delete the highlighted Quickbooks Mapping.  Upon transferring an invoice for this customer, you will be prompted to resolve the mapping to an existing Quickbooks customer or add a new one.  You cannot click on this button without first clicking on the Check button.

In the case of the Item Code, simply Edit the Item Code In DSM for similar options.

 

Fixing an Incorrect Invoice That Has Been Transmitted To QuickBooks

Once you send an invoice to QuickBooks, DSM cannot modify that invoice or delete it.  However, if an invoice is wrong, follow this procedure to remove it.

1.   Delete the invoice in QuickBooks.

2.   Delete the invoice in DSM.

3.   Edit the job tickets and fix the invoice.

4.   Reinvoice the job in DSM.

5.   Transfer the New Invoice To QuickBooks using the standard ‘Transfer Invoices to QuickBooks’ screen.

If you don’t need to delete the invoice in DSM to fix it but are simply editing something like a PO number, the easiest option is to edit it in both places.  However, it is important for the sake of the QuickBooks AR Sync that the invoice totals remain the same.

 

Resending an Invoice

If for testing purposes you wish to try resending an invoice without deleting it.  Follow this procedure.

1.   Delete the Invoice in QuickBooks.

2.   Edit the Invoice in DSM and select the ‘AIA / Other [F4]’ tab.  Select the [Resend] option.

3.   Transfer the new Invoice to QuickBooks using the standard Transfer Invoices to Quickbooks screen.

 

Excluding an Invoice From Transferring To QuickBooks

If you have a case where you have an invoice in DSM and you do not want to transfer it to QuickBooks, follow this procedure.

1.    Edit the Invoice in DSM and select the ‘AIA / Other [F4]’ tab.

2.   Select the [Exclude] button.

Note that if the invoice has already been sent, the [Exclude]  button will be named [Resend].

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