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VSS V 2.4: How to Push Invoices and Pull Balances with QuickBooks

July 11th, 2017

If your VSS system is configured with QuickBooks (Desktop or Online) using our FM Books Connector plug-in, you can push invoices to and pull payment and balance information from QuickBooks.

Please contact PCI if you wish to configure VSS with QuickBooks.

Before we begin, it is important to note that VSS is equipped with colored icons that indicate an order’s status in QuickBooks:

1. Red: Has not been pushed to QB/ needs to be pushed
2. Orange: Order has been pushed to QuickBooks and it needs to be updated/ re-pushed to QuickBooks
3. Green: Order is up-to-date in QuickBooks

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VSS can push and pull information about cases one at a time or in batches, we’ll first cover how to push and pull information for a single case.

How to Push a Single Invoice to QuickBooks:
Once you have a completed order, you can push it to QuickBooks by locating the sync icon next to the “Pushed to QB” field.

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When you click this icon, 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.

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After you have pushed the invoice, you will notice that the “Pushed to QB” field will indicate the date of the push and the icon next to the field will be green.

If you make edits to the line items on an order – such as fix a price or adjust a quantity – after it has been pushed to QuickBooks, the icon next to the “Pushed to QB” field will turn orange. You can then push the sync icon again and it will update the invoice in QuickBooks.

How to Pull an Invoice Balance or Paid On Date:
You can post payments in QuickBooks and pull over balance information to VSS. To pull payment information, click the sync icon next to the “Paid On” field.

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If your order has been paid in full then the Paid On field will populate with the date the invoice was paid. If your invoice has an open balance, you will get a popup stating the amount of the remaining balance and the “Paid On” field will remain blank.

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The More Info tab provides you with additional information such as the QuickBooks ID, the date the invoice was pushed QuickBooks, the last time the balance was checked, and the invoice’s current balance.

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How to View your Invoice in QuickBooks
To view your invoice in QuickBooks, you can go up to the top menu bar, click on the QB drop down list and click “View in QuickBooks”.

Your order must be pushed to QuickBooks before you can view it in QuickBooks.

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Clicking this option will open up the invoice in your QuickBooks file for easy reference and editing.

How to Push Multiple Orders to QuickBooks at One Time (Batch Pushing):
To push multiple orders to QuickBooks at once, you must first mark the order as reviewed.

When an order is received back from a captain, the status will change to “Ready to Process” and a button will appear that says “Mark as Reviewed”.

Once you have reviewed the order and confirmed that it is correct, you click the “Mark as Reviewed” button and the order’s status will change to “Reviewed”.

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When you are in list view, you can click the “Push Reviewed to QB” button and the system will push all orders marked as “Reviewed” to QuickBooks. If you have modified an order that has been pushed to QuickBooks and the icon is orange, this “Push Reviewed to QB” will also push modified orders to QuickBooks again.

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You can also use the list view to do a mass pull of balances. The pull balances button will query QuickBooks for any balances due or paid invoices and update the system appropriately.

Using Work Order Management Software to Create Efficiency In Your Business

February 13th, 2013

Handheld computing devices, like the smartphone and tablet, have seen a dramatic surge in the last decade—especially the ever-popular iPad. Their popularity comes from their convenience and the sheer potential that comes from having essentially a personal computer in the palm of your hand.

That potential has been put toward video games, various recreational apps, and methods of connecting with others, but handheld devices have quickly made their way into the business realm to improve efficiency and workflow as well. Let’s take a look at how an iPad or similar handheld/mobile device loaded with work order management software can create a more efficient business.

An Upgrade on the Handheld Concept

Handhelds aren’t an entirely new concept in work order management. They were a good way to automate processes and do away with much of the paperwork for a greener, eco-friendly workplace. In the past, handhelds were called data collection units and were available for all industries. You could customize them to work with your company’s CMMS (computerized maintenance management system).

However, most of these units were small and clunky for technicians who got their hands a little dirty in the field. Time-saving features, like simple dropdown menus, were mostly absent. Worst of all, the units were docking-type units. In order to download and upload data, you had to plug these handhelds into computers. It was near impossible to receive real-time data for reactive and emergency work. Technicians had to waste precious time plugging and docking their handheld units during the work shift just to get their work tickets.

Smartphones, tablets, and iPads are a much-needed upgrade on these handheld units. They can perform the same basic tasks plus so much more, and in a much more efficient way. Given the easy interface, your technicians can write work orders, perform preventative maintenance procedures, and review drawing and schematics in mere minutes, all from their iPads.

IPads and tablets have the added benefit of large screens on top of slick design. Your techs have plenty of room for looking at lists, drawings, and schematics, and the touchscreen gives them space for writing notes and comments and capturing customer approval signatures at the job site. With the built-in camera, your in-field technicians can take pictures for their records or send them to headquarters for advice or assistance.

Greater Speed, Accuracy, and Functionality

There’s no more waiting around when you have the power and convenience of an iPad in your hands. Dispatchers can send electronic work orders with the click of the button. From there, the technicians can locate and navigate to the work order destination using built-in maps and GPS. You can update the status of a job and ensure that everyone—client, dispatch, and technician—knows what has and hasn’t yet been completed.

The iPad and its many mobile apps offer a great deal of automation that extends to managing work orders. You can automatically calculate invoice totals, avoiding human math errors. Tracking and invoicing parts is simpler than ever, so you can stop losing money on lost parts that haven’t been invoiced. The digital format means your brand can save money on paper and paper goods as well.

All of the information your technicians collect in the field transfers into your work order system and can be directly siphoned into Quickbooks or other accounting software. The days of lost paperwork, delays with data entry, and messy handwriting are of the past.

Improved Quality

With any business, it all comes down to quality. If your team isn’t exactly on par with producing quality documentation or work requests, you can’t expect an iPad and a bit of software to fix everything. After all, paperwork is as much a part of the process as getting into the field.

Before you even get the mobile devices into your technicians’ hands, make sure they are up to speed with proper procedures and are capable of producing good written work orders. From there, you can introduce them to the upgraded tech and help them understand the value of using mobile devices.

Mobile devices can do wonders to improve quality and efficiency. With the right set up and a knowledgeable team, you should have no problem finishing the day with better work orders and asset data.

FM Work Orders