QuickBooks Initial Data Load

 

For new customers with empty DSM database files, use this option to preconfigure DSM with your customers, billable items, tax codes, terms and even balances.

 

Additional Resources:

QuickBooks Setup and Configuration

QuickBooks Invoice Transfer

QuickBooks Accounts Receivable Sync

 

 

This document will cover:

ü Quickbooks Initial Data Load

o  Load Terms

o  Load Tax Codes

o  Import Line Items

o  Load Customers

o  Load Outstanding Invoices

 

QuickBooks Initial Data Load

Select the option from File> Utilities>Quickbooks Load Initial Data.

 

Load Terms

Terms are the payment terms you offer customers.  The statistics on the screen simply indicate the number of items linked to existing QB codes and the number of defined codes in DSM which are not linked.  Not every QuickBooks code needs to be linked but all DSM codes which will be used in QuickBooks transactions must be Linked.  If they are not done here, you will be prompted to link them before you can transfer an invoice that references them.

 

Import - Controls whether this QB Term is brought over.  Uncheck any terms in QB you will not be using in DSM.

QB Terms – The payment terms as it reads in QuickBooks, Read Only

DSM Code - Code in that will be created if the <New, No Mapping> option is selected and the QuickBooks Term is imported.

Map To Existing DSM Terms – If an option in DSM already exists, select the existing DSM Term code rather than creating a duplicate.

 

Load Tax Codes

Tax codes are complex.  If you are using QuickBooks Online in the US, simply take the defaults.  Otherwise it is recommended you import any tax code displayed that you use in QuickBooks.  Non US companies should have several options.  If nothing appears here, you likely have not setup your QuickBooks program to charge tax.  See the QuickBooks documentation for how to enable tax in QuickBooks.

 

 

Import - Controls whether this QB Tax Code brought over.  Import all tax codes you currently use in QuickBooks

QB Sales Tax Item – This is the code form QuickBooks and is read only.  The same code will be used if imported into DSM.

Map To Existing DSM Tax Code – If there is an existing tax code in DSM, select the existing DSM Tax Code rather than creating a duplicate.  In most cases all will be new.

 

Import Line Items

Line Items are the billable items you specify when creating a Job Ticket which then becomes and invoice.  You will want to import all line items you actively use in QuickBooks and any which may be referenced in Invoices you wish to load.

The DSM Codes are the codes you will be selecting in DSM so give careful though to make them easy to remember and select.

 

 

Import - Controls whether this QB Item brought over.  Uncheck any terms in QB you will not be using in DSM.  Check any item which may be referenced in open invoices you wish to import.

QB Item – The item description as it reads in QuickBooks, Read Only

DSM Code - Code in that will be created if the <New, No Mapping> option is select and the Quickbooks Term is imported.

Map to Existing DSM Item – If an option in DSM already exists, select the existing DSM Item code rather than creating a duplicate.

 

Load Customers

This option loads all the active customers from QuickBooks to DSM.  There is no duplicate checking with Customer Names so if an item is marked to be imported a duplicate will be added.  There is no easy way to consistently prevent duplicates.  However, when used on an empty database, simply take the default and import all customers. This process can take several minutes.

Import – Controls whether a customer is imported.

 

Load Outstanding Invoices

Selecting this option will load all open QuickBooks Invoices.  If those invoices are partially paid, the invoice amount will typically be reduced.  Some payment types such as Credit Memo’s will not be applied by this utility.  If using this option, we recommend then going to the QB AR Sync utility to verify balances.  Selecting Get Payments from QuickBooks on the AR Sync utility should pick up any open credit memos.

In many situations, this will bring the balances of the two systems in sync and will allow DSM’s aging customer warnings to work properly when taking orders for customers with overdue balances.

 

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