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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.

Setting up your Core5 Starter Edition with QuickBooks Online

May 31st, 2017

In order to setup your Core5 Starter Edition CRM with your QuickBooks Online file, there are a number of steps you need to take.

We have a few of videos that walk you through how to install and register the client-side plug-in (on Windows and Mac), as well as how to authenticate your plug-in with your QuickBooks file.

Here are comprehensive instructions on how to setup your Core5 Starter Edition file with the FM Books Online Edition server-side plug-in.

1. Go to Preferences and locate the QuickBooks tab.

2. Check the box to indicate that you intend to integrate your Core5 Starter Edition with QuickBooks.

3. On the FM Books Connector tab click on the QuickBooks Online button.

4. Then check the box asking if you would like to use this plug-in on the server

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Hosting your file and installing your server-side plug-in:

Before using the plug-in, you will need to host your file. In order to host the file, you need to have access to an account on the server – you either have to be an admin or part of an admin group.

Here are instructions on how to host a file.

Start at 1:08 for instructions on how to host your file and then install the plug-in.

From minute 2:19 – 3:15 the video reviews how to install the plug-in on your server and typical errors that you might encounter trying to install it – as well as how to fix those issues.

If you prefer step by step instructions:

To host the file Go to File >> Sharing >> Upload to FileMaker Server

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1. Select “local hosts” in the Hosts drop down.
2. Select the server you wish to load it on to.
3. Enter server credentials and click next.

It will prompt you that Core5 needs to be closed before it can proceed with the upload.
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You will select Core5.fmp.12 to be uploaded and click upload.
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The Core5 file will upload. Then you can select Done and the Core5 will reopen automatically.
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The next step is to install and register your plug-in:

1. Click install – this will install the local (client) version of the plug-in on your computer and the server-side copy on the server.

2. Enter your license ID in the License ID field and click register. The plug-in will now be running in live mode.
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Test Connections:
The last step is to test your connection – this will authenticate the Core5 Starter Edition with your QBO file.

At this step the process will differ depending on whether you’re on a Mac or Windows Computer.

Windows:
Clicking test connection will bring up a web browser. Log into your QBO account then click authorize on the next window – you are authorizing the sharing of your data between QBO and our FM Books Online plug-in.

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You will then need to copy the session ticket that appears in the browser window.
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Then paste the ticket into the popup window in your Core5 and click OK.
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The Core5 will then indicate that you have successfully connected to QBO.
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Mac:

Click test connection.

Instead of being redirected to a web page like with Windows, there will be a popup window – log into your QBO file via this window and then click authorize on the next window – you are authorizing the sharing of your data between QBO and our FMBOE plug-in.

You will not need to copy and paste the session ticket, as the Mac OAuth process handles all of that. The Core5 will then indicate that you have successfully connected to QBO.

You can now proceed to the QuickBook Import tab to pull in all Items, Taxes, Vendors, and Customers from your QBO file to the Core5 Starter Edition.

FileMaker 16 Compatibility Update: Plug-ins and Solutions

May 12th, 2017

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FileMaker 16 was just released and that blue color scheme is not the only thing that’s new! FileMaker 16 is debuting with some exciting updates for both Windows and Mac users.

For example:

– The Window’s version of FileMaker now has independent windows!
– FileMaker Go now supports animation and transitions with scripts, enhanced signature capture, and custom paper sizes.
– And among the many new features in FileMaker 16 for developers – you now have the ability to copy and paste value lists, utilize an enhanced data viewer, and integrate with new JSON functions, enhanced cURl options, and external script steps.

For a complete list of new features and to buy your upgrade today (at a discount) check out www.buy-filemaker.com.

To prepare our products for the FileMaker 16 release, we’ve implemented FileMaker external script steps in all of our plug-ins. These scripts will only be accessible when the plug-in is run in FileMaker 16 and allows a developer to specify plug-in functions as script steps instead of as calculation results.

Using script steps instead of the more traditional methods can make scripting within a solution more direct, as well as help with data entry validation. Some functions accept calculation-style input, while others accept a Boolean “true” or “false” option, and others employ a drop-down list for the developer to choose an option from. As stated earlier, the functionality of the plug-in script step is identical to its functionality as a calculation function.

Here is a video from our CEO, Marc Larochelle, with more information about external script steps.

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Currently, all of our plug-ins have been updated to provide this plug-in script step functionality when used with FileMaker 16. Along with the external script steps, calculation functions will still be provided for use in development; this is to ensure that scripts already integrated with any of our plug-ins will still be viable and functional, and the developer now has the option to utilize the plug-in script steps at his or her discretion.

For the latest information or downloads, please click on the product you’re interested in:

Solutions:
Core4
Core5 Starter Edition
Vessel Service Solutions

Plug-ins:
Outlook Manipulator
FM Books Connector
123sync
FM Books Connector Online
Address Book Manipulator
iCal Manipulator
eSign Signature Capture
Biometric Fingerprint Reader
PDF Manipulator DC
Change Printer
File Manipulator

6 Reasons to Switch to FM Books Online Server Side Plug-in

February 3rd, 2017

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You asked. We listened.

The main driving forces behind your business are clients and revenue – so why not connect the two?

The FM Books Connector Online Edition plug-in connects FileMaker with QuickBooks Online and enables users to push and pull contacts, invoices, and other sales transactions.

A FileMaker and QuickBooks integration not only eliminates double entry but also provides your staff with quick access to pertinent financial data (like customer balances and invoice information) without multiple people accessing your sensitive QuickBooks company file. Check out the video below for an overview of the FM Books Connector Online Edition plug-in features and benefits.
 
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Now we have six new reasons for you to love our FM Books Connector Online Edition.

1. It is compatible with FileMaker Server 14 -15, Mac and Windows.

2. Now, multiple users can post to QuickBooks from multiple devices. Your front office staff can connect on their desktops with FileMaker client, your accountant can update items in FileMaker from her house – using a web browser and FileMaker WebDirect, and your sales reps can update client information or push invoices to QuickBooks on the road – from an iPhone or iPad via FileMaker Go. A server-side plug-in allows users to truly capitalize on the mobility of QuickBooks Online.

3. Faster load times than client-side plug-ins, meaning you get more work done in less time.

4. The convenience of only needing to install the plug-in one time in one location, versus having to install it on every users’ computer (and no more having to deal with reinstallations or transferring licenses from machine to machine).

5. For just $450 a year, you can have unlimited users per server – no more need for five, ten, or 20 users licenses. Now it is painless and easier than ever to add new users as your company grows.

6. Ability to connect with multiple QuickBooks Online company files. This is especially helpful if you are an accounting agency that is contracted to manage multiple clients or your company recently acquired a second firm and is undergoing a merger, or if you are a corporation that has multiple divisions that require their own dedicated company files.

The possibilities are endless.

This version release (2.0.1.0) includes:

– An updated demo file to introduce and familiarize users and developers with the new server functionality.
– New video for step by step instructions on how to install the plug-in on the server.
– Updated documentation for easier development and integration.

FM Books Connector Online Edition is available for an annual rate of $200 for a single user (Client license – no server-side functionality) and $450 for unlimited users (Server license). Every Server license includes a client license for developmental purposes.

For more information on the FM Books Connector Online Edition plug-in, visit www.fmbooksconnectoronline.com or call 760-510-1200.

FM Books Connector Online Edition Debuts Added FileMaker 64-bit and Mac Compatibility

November 1st, 2016

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The most recent release of our FM Books Connector Online Edition (FMBOE) plug-in (version 2) contains some pretty exciting updates. At least we think so. We have redesigned the plug-in for both FileMaker 64-bit and Mac compatibility.

Originally scripted with a C# wrapper, the plug-in was not compatible with the FileMaker 64-bit architecture. After extensive research, we were able to rebuild the plug-in with standard C++ libraries that enabled it to be 32-bit and 64-bit compatible.  This redesign allowed us to branch out and let the plug-in take on a more flexible nature.

With version 2, we knew it was important for us to also focus on Mac compatibility. While there have always been work arounds for Mac users who wish to accomplish a FileMaker and QuickBooks integration with the FMBOE plug-in (robot machine or Windows instance), it was important to us to provide our customers with a QuickBooks plug-in that was inherently compatible with the macOS.

Over one million customers use QuickBooks Online to send invoices, track sales and expenses, and manage their cash flow. The FM Books Connector Online Edition plug-in makes the user’s work flow even easier by connecting their FileMaker solution with their QuickBooks Online file. An integration allows users to push invoices and customers with the click of a button, or perform vendor or purchase order data exchanges, customer balance queries, time sheet imports, and more.

Version 2 of the FM Books Connector Online Edition features:

FileMaker 64-bit compatibility for Windows and Mac OS in addition to the existing 32-bit compatibility

A redesigned plug-in for improved performance meaning you get your work done even faster

Built-in authentication to allow the user to authenticate to QuickBooks Online using an in-app browser (Mac only). This makes it even easier and faster to begin your session and authenticate the plug-in with your QuickBooks Online file

Updated Developer’s Guide, Migration Guide, and Functions Guide to assist you with your integration

New installer packages for Windows and Mac for easier installation

Updated Demo file for a more enjoyable test drive experience

Verified compatibility with Mac OS 10.10 – 10.12, Windows 7/8/10, and FileMaker 13-15 (32-bit) and FileMaker 14-15 (64-bit)

QuickBooks Online gives its users the flexibility to work from anywhere with real-time information and the security of automatic software updates and data backups. With the FM Books Connector Online Edition plug-in you can utilize the flexibility of QuickBooks Online, while continuing to streamline your workflow with a QuickBooks and FileMaker integration. With a new suite of instructional videos and expanded compatibility it is easier than ever to accomplish an integration.

The FM Books Connector Online Edition plug-in is available for $120/user/yr with multiuser discounts available. Please contact sales@productivecomputing.com or call 760-510-1200 for more information. Visit www.fmbooksconnectoronline.com for more information and to download the demo.