Archive

Archive for April, 2016

VSS: How to Push Invoices and Pull Balances with QuickBooks

April 22nd, 2016

 

If your VSS system is configured with QuickBooks using our FM Books Connector, you can push invoices to and pull balances from QuickBooks. Please contact PCI if you wish to configure VSS with QuickBooks.

Pushing an Invoice to QuickBooks:

Once you have a completed order, you can push it to QuickBooks by locating the QB menu item in the top toolbar.
 
VSS_QB_1
 
This QB drop down will give you three options:
1. View in QuickBooks
2. Push/ Update Invoice to QB
3. Pull Invoice Balance
 
VSS_QB_2
 
When you click Push/Update Invoice to QB, you will see a series of popups as the invoice pushes. The first will ask if you wish to continue, the next will indicate the invoice is pushing, and the third will indicate if the invoice pushed correctly.
 
VSS_QB_4

VSS_QB_5

VSS_QB_6
 
After you have pushed an invoice, you will notice that the Overall Status will state “Pushed to QB” and the Pushed to QB status will indicate the date of the push.

VSS_QB_7

If you make edits to the order after it has been pushed to QuickBooks, you can select Push/Update Invoice to QB and it will update the invoice in QuickBooks.
 
Pull Invoice Balances:
You can post payments in QuickBooks and easily pull over balance information in VSS.

When you click “Pull Invoice Balance”, it will ask you if you wish to pull balance information for a Found Set or This Order.

VSS_QB_9

Found Set:

Clicking Found Set will pull balance information for all of the orders in your found set (if you have performed a find) or it will update the balance information for all records in your system if you have not performed a find.

For Example: In the graphic below, I performed a find for all invoices for a specific time period. My found set was 10 records. If I clicked Found Set on the pull balance prompt, it would pull the balance information for these 10 orders.
VSS_QB_11

In this graphic, I did not perform a find, so I am currently managing all orders in my system (84). If I clicked Found Set, it would update the balance information for every order that had been pushed to QuickBooks. Please note, if you have a large number of records, this could take some time.

VSS_QB_12

This Order:

Selecting this option will only pull the balance information for the current record you are viewing.

Once you have pulled balance information, your Paid On status will update with the date of the last payment.
VSS_QB_13
 
The More Info tab provides you additional information such as the QuickBooks ID, when the invoice was pushed, the last time the balanced was checked, and the invoice’s current balance.

VSS_QB_14
 
View in QuickBooks
In order to “View in QuickBooks” you need to first push the order to QuickBooks.
Clicking this option will open up the invoice in your QuickBooks file for easy reference and editing.

Vessel Service Solutions. Think AAA for the Sea.

April 12th, 2016

VSS_Logo_AI_png_Old_light
Our wonderful products team here at PCI has been hard at work on Vessel Service Solutions (VSS) 2.0 – a new and improved vertical solution for the boat assistance and towing industry.

VSS was first released over two years ago in January 2014 and sold as a customizable framework for covering ship or watercraft breakdown emergencies – kind of like a Big Mac – you could have it your way. We provided you the burger and bun and you decided all the delicious toppings you wanted. The idea behind the product was to help an industry, which relied heavily on 20th century processes (think scans and faxes), streamline their workflow by going paperless and digital.

VSS has come a long way since then. We’ve taken this framework and turned it into a truly wonderful and efficient solution with expanded functionality—yet still delightfully customizable.

Here’s how it works.
VSS_Flow_Graphic_1500

The process is simple enough—but saves the dispatcher and captain considerable time eliminating double entry and doing away with the necessity to print, scan, or fax any paperwork. The entire process from receipt of the order to sending it for payment takes place in one interface.

Other than an efficient orders process, the solution also offers users the following modules to track almost every aspect of their business:

Fuel logs per boat with information including: engine hours, location, and cost per gallon.
FL_blog_3_border

Maintenance Log where users can make an entry each time maintenance is performed on a boat.
Maint_log_2

Maintenance Schedule that graphically shows the viewer when the next required maintenance is to be performed.
Maint_sched_blog_edited

Time Sheets where personnel can link day and night hours worked to a specific order, calculate commission totals for an order or bill by the unit (ft. yd. mi.) for services performed.
VSS_Blog_TimeSheet_edited

– A variety of reports can be pulled on Orders, Boats, and Time Sheets.
Blog_reports_edited

Preferences is where the magic happens. This is where the user can customize some modules, manage QuickBooks, add boats and ports to the fleet, manage personnel contact information and update QB items/ services.
blog_prefs_edited

VSS is packed full of all types of goodies and nifty features for the user—much too much to discuss in a blog. If you’re interested in learning more about what else this solution has to offer contact us at sales@productivecomputing.com or 760-510-1200.

We also invite you to visit our website www.vesselservicesolutions.com for addition product information, capability overviews, and instructional videos.