CMS. QuickBooks Interface Manual

Transcription

1 CMS QuickBooks Interface Manual

2

3 Copyright 2006 Tailwind Management Systems Inc. All rights reserved. No part of this publication may be reproduced or stored in a retrieval system, in any form or by any means (photocopying, electronic, mechanical, recording, or otherwise), without permission in writing from the publisher, except by a reviewer who may quote brief passages in a review. This manual may contain dated information. Use of these materials is based on the understanding that this manual may not contain all the information, or the most current information relevant to situation or intended application. Support and update services are available from Tailwind Management Systems Inc., by separate written agreement. Published June 2006 by: Tailwind Management Systems Inc. Unit C Avenue Surrey, BC Canada V3V 3H2 Telephone: (604) Toll Free: (866) Fax: (604) Website: info@tailwindsys.com Printed in Canada Tailwind CMS and Carrier Management System are registered trademarks of Tailwind Management Systems Inc., or one of its subsidiaries or licensors. Other brands referenced in the software, or associated with it, are the trademarks or registered trademarks of their respective holders, and should be treated as such. Use of a term in this manual should not be regarded as affecting the validity of any trademark service mark. Version 1.1 Revision date August 15, 2006

4

5 Table Of Contents Overview... 1 QuickBooks Integration... 1 Connecting to your QuickBooks database... 2 Synchronizing for the First Time... 5 Selecting Data to be Transferred... 6 Advanced Options... 7 Confirming Data to be Exported... 9 Reviewing Synchronization Results... 9 Troubleshooting Errors Accounting Export Status Record Logs Miscellaneous Synchronization Activities Currency Validation Wizard Error Messages... 15

6

7 Overview The purpose of this manual is to teach you the basics of interfacing your new Tailwind CMS system with QuickBooks Pro or Premium. In order to interface Tailwind CMS and QuickBooks, the QuickBooks program must be installed on the local computer with access to the QuickBooks database, whether it is located the local machine or a network drive. It is important to remember that when performing the integration between your CMS system and QuickBooks data will be transferred into your QuickBooks database. If you choose to practice with the interface prior to exporting actual data, you must first make a copy of your existing QuickBooks database. This will enable you to make a connection and transfer data for practice, and not jeopardize the integrity of your actual data. QuickBooks Integration If interfacing with QuickBooks you must first create a link to your accounting program and configure the link to communicate between your accounting program and your CMS system. The accounting interface is an optional module and must be licensed in your CMS system. Prior to creating a link you must first download and install the appropriate module from the Tailwind website From the website select Support, then Downloads. From the Downloads page select the appropriate integration module for your specific version. Once selected, follow the prompts to install the module. (This function must be completed on all workstations that will be performing the synchronization.) Select Downloads to view files available for downloading. 1

8 Select the appropriate file for downloading for your version. If you are using the 2006 Canadian version of QuickBooks, you will also need to download and install this file in addition to the integration module. Connecting to your QuickBooks database Once the module has been installed you must create the link to your database. From the Tools menu, select the Synchronize with Accounting Application option. The Accounting Transaction Synchronization window displays current database connections in the upper portion of the window and actions to perform in the lower portion of the window. On the initial use of the accounting synchronization feature, no connection will display in the upper portion. Select Create New to create your new connection. 2

9 Click the new button to create a new link to your accounting application. The Accounting Source window will open as shown below. The Accounting Source window determines the database connection, format, data criteria, and accounts to transfer into. 3

10 Select your accounting package based on version and currency from the drop-down list. Select the format of invoice numbering you want for customer invoices being transferred. The option selected will be the invoice number format displayed in your QuickBooks. Data being transferred can be limited to a specific branch. If you have multiple branches in your CMS system, you can restrict the data for only one branch to be exported to your QuickBooks file. If all of your branch data is to be exported into a single file, then the field should be left blank. When multiple branches, but not all branch data needs to be exported, you will need to create separate accounting sources for each branch to be exported. Data being transferred can be limited to specific dates. If you need to restrict which data transfers into your accounting database, make the appropriate selections here. This feature should be used if you are exporting QuickBooks data file that was previously updated manually to avoid duplication. Choose a cut-off date for manually entered data. Click the button to locate your accounting data file**. You will be directed to a directory search to locate your QuickBooks database. Locate the file and open. On the initial connection, you will receive a message in QuickBooks asking for confirmation to allow the CMS program to connect to your QuickBooks database. Selecting Yes this time only will allow the one time connection, and you will be prompted again for future connections. Answering Yes always allow connection will allow CMS to connect automatically whenever you perform the synchronization. If your accounting program uses multi-currency, select the appropriate currency from each drop-down list for your Canadian and U.S. currencies. Once the CMS program has been allowed to connect to your QuickBooks database, you will be able to click in the blank fields on the right to activate a drop-down list. Select the appropriate QuickBooks account from the drop down list that corresponds to the Tailwind CMS account on the left. It is important to use the appropriate accounts for exporting, if inappropriate accounts are selected you will receive error message when synchronizing or data may be applied to an incorrect account. CMS A/R accounts must be QuickBooks accounts receivable accounts CMS A/P accounts must be QuickBooks accounts payable accounts CMS Default Sales accounts must be a QuickBooks income account CMS Default Expenses account must be a QuickBooks expense or cost of goods account CMS chequing accounts must be QuickBooks bank or credit card accounts as appropriate ** If the synchronization will be performed from multiple computers, all computers must have access to the QuickBooks database using the same drive and directory mapping, including the server location. Example: The database is installed locally on the primary users computer and is accessed through a local drive, i.e., c:\program files\qbpro\data\sample.qbw, and others currently connect through it through a mapped drive of f:\shared files\sample.qbw. The preceding example will only allow the synchronization from the workstation that has the local database installed on it, all others will receive an error message. To remedy this situation, a new mapped drive would need to be created on the primary users workstation to access the database through a drive and directory of f:\shared files\sample.qbw like the others. Failure to perform this step will require a new connection at a later date and possible duplication of data. Additional service fees may apply on technical assistance to configure subsequent connections 4

11 Synchronizing for the First Time Prior to performing a full synchronization, the non-transactional data should first be exported, verified and modified if necessary. Depending on the amount of data to export, it may be preferable to perform the sync in steps. Data to export: Customers Vendors Personnel (as vendors)* Classes* Tax Types* Invoice Line Types** Bill Line Types** * These records are optional and only need to be exported if you will need them in QuickBooks. ** Invoice and bill line types are the receivable and payable charge types found in your system configuration. When exported, each record will be inserted to your QuickBooks as an item. All items will initially be associated to the default sales or expense account as designated in the accounting source. If individual items are to be associated to an account other than the default account, the changes should be made in the QuickBooks data prior to synchronizing any transactional data. Once a change has been made, all charge type transactions will be directed to the designated account. Once all the initial data has been exported and item accounts set, you may export your invoices, bills and related payments. 5

12 Selecting Data to be Transferred Once a connection has been made to the QuickBooks database you will be able to transfer the data on a regular basis. Selection of data to be transferred is done from the main synchronization screen. Users have the ability to select what type of records and whether they are new or records that may have already been exported but have been changed since the last export. If the database connection was created on another workstation, it may be necessary to place a checkmark in the box to display all connections. Select the database connection to export to (if more than one connection was created, multiple listings will display). While viewing the Accounting transaction synchronization window, select boxes for the data you wish to transfer. The record type is listed on the left, each with the available options to the right of the record type. Verify: The verify function will perform a check within your CMS system to ensure that all records that were once exported to your QuickBooks database are still in your QuickBooks and have not been deleted or removed. If a record has been found that is no longer available in QuickBooks it will be marked as new and re-export on the next synchronization. This can be a very time consuming option and should only be performed if necessary. Import New/Changed: The importing function is only available for customers and vendors and imports records currently found in your QuickBooks and adds them to your CMS system database. Any records that do not have an identical match based on the customer/vendor name in QuickBooks and the internal customer/vendor name in CMS will be inserted as new, and if a match was found, the new record will only be linked to the existing record for future transactions. When a match is found, CMS will synchronize the rest of the fields in the file (address, phone, etc.), copying from either CMS or QuickBooks, depending on the when records match setting. This function is generally only performed on the initial use of your system. Export New/Changed: The exporting function is available for all records, and exports records currently found in your CMS system and adds them to your QuickBooks database. Any customer, vendor or personnel record that does not have an identical match based on the customer/vendor name in QuickBooks and the internal customer/vendor name in CMS will be inserted as new, and if a match was found, the new record will only be linked to the existing record for future transactions. When a match is found, CMS will synchronize the rest of the fields in the file (address, phone, etc.), copying from either CMS or QuickBooks, depending on the when records match setting. Most data records will be updated immediately, however, invoices and bills that have been found to have changed since their last export are updated in a two-step process. The synchronization will first delete the existing transaction from your QuickBooks in addition to any payments that may have been 6

13 applied to it. Once the data has been deleted, the record and any associated payments will then export as new on the next synchronization with the current data. When Records Match: Select the database to prefer in the case where the synchronization found a match with a record of the same name. Advanced Options Advanced options are selected to indicate your specific needs. From the drop-down listing select the category ad chose the options to activate as follows: General: Show debug messages: Selecting this option will display detailed information when errors occur, indicating record remote ID s. When technical support is required, your technical support representative may request that this setting be activated. This is the only setting that is not retained after the synchronization window has been closed. Override foreign currency restriction: This setting ignores the currency of transaction records and exports using the home currency selected in QuickBooks. Check for existing records: This option checks the QuickBooks data to see if invoices and bills currently exist prior to exporting from your CMS database. If the reference number and customer/vendor are identical the synchronization will create a link, otherwise it will send a new transaction over. This function is generally only performed if a new database connection was necessary. Only export outstanding invoices and bills before start transaction date: If a start date exists in your accounting source, only invoices and bills that have not yet been paid, but are prior to the start date will export to QuickBooks. Customers/Vendors: Do not modify obsolete flag: If this flag is enabled, CMS won t change the status of records to active or inactive in QuickBooks, and won t change the obsolete flag in CMS. Do not import/export obsolete records: If records have been marked obsolete (inactive in QuickBooks ), the synchronization will not attempt to import or export them to the other database. Only export customer with related invoices: This option will only export a new customer if that customer has had an invoice generated in the CMS system. Otherwise it will export once an invoice has been generated. Only export vendors with related bills: This option will only export a new vendor if that vendor has had bills generated in the CMS system. Otherwise it will export once a new bill has been generated. 7

14 Invoices: Flag to be printed : If you want to print invoices from QuickBooks after they have been exported, select this option. Newly exported invoices will display as invoices to be printed in your QuickBooks. Export customer Ref # as Invoice #: If this flag is enabled, CMS will export invoices using the customer reference number as the invoice reference number in QuickBooks.. Do not export batch invoices: Batch invoices are sent to QuickBooks as individual invoices. Select this option if you prefer not to transfer your batch invoices. Bills: Only approved bills: If this flag is enabled, CMS will only export bills if the have been approved for payment on either the driver pay or vendor pay screens. Bill Payments: Flag To Be Printed : This option should be set if you want the bill payment cheques to be flagged as to be printed in your QuickBooks. Important Note: If using multi-currency you should first use the Currency Validation Wizard to address any transactions that may be either in the wrong currency or under the wrong customer, otherwise the accounting synchronization may not transfer these transactions until they are fixed. From the Tools menu select the Currency Validation Wizard. See Currency Validation Wizard details on page 13. 8

15 Confirming Data to be Exported Once the main screen of the accounting synchronization window has been finalized, click the Next button to proceed. At this time the synchronization function will scan both your CMS and QuickBooks databases to determine which data needs to be inserted, updated or deleted. The Scan Results tab will display a listing of all records it has found to export/import based on the previous selections. At this time the records have not yet exported/imported, and are awaiting final confirmation from the user. Any record in the listing with a checkmark will be exported/imported unless the checkmark has been removed. Items can be unchecked individually or deselected as a group or all. The progress bar displays the status of the records being scanned or importing & exporting. Right click on a record to perform an action of selecting, deselecting, or suppressing of particular records. The counter will display a count of all records as well as the number of checked records. Once the record listing has been generated, it should be reviewed and any records that should not be exported should be deselected. The listing displays the type of record, the action to be performed and a brief description of the record. If a record should never be exported to QuickBooks it should be suppressed. Suppression will remove the record from all future listings to be exported. If a record is chosen to be suppressed the user will receive a request to confirm that it should be suppressed and it was not done in error. Once the listing has been finalized, clicking the Next button will start the export/import function. Reviewing Synchronization Results As records import an export, the synchronization keeps a listing of all activity that has just occurred. The Synchronization Results tab display all activity that has occurred in the active synchronization. The results can be printed for future reference of activity performed. Situations may occur where the synchronization may have had errors resulting in records not exporting. When an error has occurred the affected record(s) will appear on the Scan Results tab with an error notification. The details of the error will display on the synchronization results below the action it attempted to perform. Note: Results are no longer available for viewing or printing once a new synchronization has been started or the synchronization window has been closed. 9

16 Errors are noted directly below the action that was attempted. Successful transfers appear as one line only indicating the action performed, and no error message appears below it. Troubleshooting Errors When your synchronization results in errors, it is important to note the error that occurred and resolve the noted problem. Once resolved, the records will export on the next synchronization. There are several methods used to correct the information. Occasionally the errors may be compounded based on a previous error, for example: if a customer record did not export, all related invoices for that customer will also not export due to the customer not yet being available in your QuickBooks database. Records are exported in the order that they will be required so that subsequent records should have all necessary information available in the QuickBooks database in order for them to transfer. Accounting Export Status Each transactional record has a menu option to indicate the accounting export status. The status will indicate if the record has met all the requirements to be exported. 10

17 Record Logs Each record has a record log, which indicates a connection to the QuickBooks database if it has been previously exported or suppressed. Right clicking on the connection allows you to perform various functions as it relates to the connection. Verify this record in accounting: CMS will connect to the accounting database and look for the selected record to see that it actually exists. If the record has been deleted, the connection listing will be removed from the log and the record will be marked as new to be exported again as it currently exists in the CMS database. If a record has been previously suppressed the user will receive such notification, with an option to unsuppress and export the record as new. Lookup this record in accounting: CMS will connect to the accounting database and lookup the selected record. If found, the user will receive a notification displaying data that is currently recorded in the QuickBooks database. 11

18 Associate this record to a different accounting record: This option allows you to link a customer or vendor record to a different record in your accounting database. This option is most commonly used when multiple records exist for a customer/vendor and you want all CMS records to be linked to one QuickBooks record. Once selected the user will view the record with a listing of all accounting records starting with the same letter. Select the corresponding record to connect to. Miscellaneous Synchronization Activities Right clicking on the accounting source located on the synchronization window can perform various activities and reports. 12

19 Lookup Remote ID: This function allows you to enter a remote ID and see the details to determine exactly what record it is associated with. Print Reconcile Report: The reconcile report compares data that exists in both the CMS and QuickBooks databases. The final report will display all data that has a discrepancy in the amounts found in both systems. Print Unapplied Payments Reconcile Report: This option generates a report indicating all invoice and vendor payments that have not been applied towards an invoice or bill. Print Bills Missing Received Dates: This option generates a report indicating all vendor bills that are ready for exporting, but will not due to an invoice received date is missing. Unsuppressed all Records: Perform this function only if you want all records previously suppressed to export to your accounting database. Individual records may be unsuppressed by using the verify function within the logs of the specific record. Update Invoice Ref # Format: This action will update the reference numbers of all existing invoices in your accounting database as they appear in your CMS database. Update Invoice Dates: This action will update the dates of all existing invoices in your accounting database as they appear in your CMS database. Delete Non-permanently Cancelled Cheques: This action will connect to your QuickBooks database and delete all cheque payments that have been exported to your accounting database but have been cancelled in your CMS database. Suppress Payments to Pre-start-date bills/invoices: When an earliest start date has been set in your accounting source, this option will suppress all invoice and bill payments related to any transactions dated prior to the earliest transaction date. Open Accounting Source: This function will open your QuickBooks accounting database. Currency Validation Wizard The Currency Validation Wizard identifies any customer and vendor transactions that are not in the same currency as the related customer or vendor record. The wizard allows you to correct the transaction records to reflect an accurate customer or vendor record easily. It is important to remember that transactions not created with the same currency as the default of the customer or vendor record will not export to your QuickBooks database. QuickBooks requires separate records to handle each currency. Note: If you are using a Canadian version of the program in a single currency mode, it will not be necessary to run the Currency validation Wizard in order to import. There is an advanced setting in the synchronization module that allows you to override foreign currency restrictions. In all instances, transactions will be exported as Canadian currency. However, an incorrect currency may effect your reporting within Tailwind CMS, as some reports are based on currency and transactions may not appear on a report or appear as a converted amount. The Currency Validation Wizard can be accessed by selecting Accounting: Currency Validation Wizard form the Tools menu. The Currency Validation Wizard will display listings of the customer/vendor, the preferred currency according to their record, the quantity of transactions for both US and Canadian currency, and actions to take to remedy the situation. The options to repair the transactions are: 1) changing the customer/vendor to the alternate currency if in fact the record is incorrect; 2) create a copy of the customer/vendor record in the alternate currency and transfer the incorrect transactions to the new record; or 3) if an alternate currency customer/vendor record has already been created, you can select the appropriate record from a drop-down listing to transfer the incorrect transactions to. 13

20 To correct incorrect transactions, select a record from the listing and make a selection of which action to take. Clicking the Process button will perform the action. View customers or vendors by selecting the appropriate option. When transferring to an existing customer select the customer from the drop-down listing and the appropriate contact. 14

21 Error Messages Following is a listing of common errors and their possible resolution: Error: (3100) The name ''<Name>'' of the list element is already in use. QuickBooks does not allow the use of a record name more than once in the database. This error can occur with any type of record. Examples would be receivable and payable charge types with the same name, or a vendor that is also a customer. Modify the internal name of the affected record so that it differs from the record currently existing in QuickBooks. Ensure that all names in CMS and QuickBooks are unique. Error: (3120) Object ''<Object ID>'' specified in the request cannot be found. The system is unable to locate a related record to process the data transfer. The missing record could be a bill, charge type, customer, vendor, bill, invoice, or tax type. The Object ID found in the quotation marks identifies the missing component. Using the Remote ID button, lookup the missing record by entering the number as it appears in the error. On the synchronization screen is a Remote ID button. You will receive a dialog box with all of the information for that ID. If you read through it you should find the same ID followed by lines with information that will tell you if it is an invoice, charge type, etc. Locate the missing record in your CMS database and verify. Error: (3170) There was an error when modifying a Customers list, element ''<Remote ID>. QuickBooks error message: Cannot merge list elements. This means that a record in CMS was renames to a name that already exists in QuickBooks. Open the record in CMS. View the logs for the customer and right-click the QB sync line. Select Associate to a different accounting record. A listing of all customers starting with the same letter will appear. Select the corresponding customer record from the list that you want the CMS customer to connect to. Error: (3205) There was an error when composing an address in ''''. QuickBooks error message: There is not enough address lines to compose the address. Please rearrange the individual fields, so that they can fit in the 5-lines block. There is an address in the customer/vendor record that contains invalid data. Place an accurate address in the CMS record. Error: (3210) The ''AppliedToTxnAdd payment amount'' field has an invalid value ''745.00''. QuickBooks error message: You cannot pay more than the amount due. The QB invoice is a lesser amount than the amount in CMS. Locate the invoice in QB and verify if it has been changed or may have already had a payment applied. If it has only been changed, follow the steps for the above error. If it has already been paid, then verify if the payment is accurate. If it is incorrect, the payment should be deleted which will bring the amount due back to the correct total. Error: Related customer/vendor (<Customer/Vendor Name>) does not exist in accounting. You attempted to export an invoice or bill, but the related customer or vendor has not yet been exported. Export the customer or vendor record to QuickBooks. 15

22 Error: Unable to create a customer payment record that equals cheque amount. The customer receipt amount is greater than the invoice balances in QuickBooks. Lookup related invoices in your accounting database and verify the balance due amounts are the same as in the CMS database. Invoices with incorrect totals in accounting should be deleted, then verify the related CMS invoice to re-export. Error: Related bill (<Bill #>) for vendor (<Vendor Name) does not exist in accounting. A bill that the payment is applied to has not yet been exported to QuickBooks. Locate the unexported bill and modify so that it will export. Bills that do not have a received date will not export to QuickBooks. Error: Related invoice (<Invoice #>) does not exist in accounting. An invoice that payment has been applied to has not yet been exported to QuickBooks. Locate the unexported invoice and modify so that it will export. Error: Internal error when attempting to synchronize with QuickBooks 2006 Canadian edition A bug in QuickBooks 2006 that affects third-party applications that integrate with CMS causes this error. Download and install the QuickBooks XMLRP2 Installer available on our website. Records for a specific time frame have not exported, nor do they appear in the listing to be exported Earliest and/or latest transaction dates have been configured in the accounting source. Open the accounting source and modify or remove dates as appropriate. Records for a specific branch have not exported, nor do they appear in the listing to be exported A branch selection has been configured in the accounting source. Open the accounting source and modify or remove the branch as appropriate. If branches are to be exported to different databases, additional accounting sources should be configured. There is a problem connecting to your QuickBooks database. The synchronization function is attempting to connect to your QuickBooks database but connection is not being permitted. Ensure that the QuickBooks database is open, in single-user mode, and you have logged in with an administrator ID. ERROR: ActiveX component can't create object The synchronization function does not have all files required to perform the connection to QuickBooks. Download and install the appropriate QuickBooks Integration Module available on our website. 16