20c. QuickBooks Integration – Pushing and Viewing [6:24]

Description: This video provides an overview of how to push and view customers, items, invoices and payments from the Core4 to Intuit® QuickBooks.

Transcript:
Let’s take a closer look at QuickBooks integration in the Core4. In this video we’ll review how to push records from FileMaker to QuickBooks. QuickBooks integration requires purchasing, installing, and registering the FM Books Connector plug-in.

0:30 Here on the Contacts tab you’ll have options to push a single contact or push a found set to QuickBooks. To do so, navigate to Core > QuickBooks Integration > and here we have the pushing options: Push Customer (Single), Push Customers (Found Set), and you could also View in QuickBooks. First let’s push this one record. I’ll select Push Customer (Single). The Contact was successfully pushed to QuickBooks. This record was added to QuickBooks as a new Customer. After you push a Contact to QuickBooks, a QB List ID will be generated here.

1:30 Next let’s view this record in QuickBooks. Select Core > QuickBooks Integration > View in QuickBooks. And here is the record conveniently opened in QuickBooks. John Smith was populated in the name fields because John is the first linked contact in the sort order. When pushing contacts from the Core to QuickBooks please note that you cannot push individual child records from a QuickBooks import. Child records only exist if you pulled in separate Company and Individual records from QuickBooks as discussed in the Pulling video.

2:19 Let’s navigate to the Items tab. To push items to QuickBooks, navigate to Core > QuickBooks Integration > and we can push the Single item, push the Found Set of items, or view the item in QuickBooks. I’ll select View in QuickBooks, and here we can see the item as it appears in QuickBooks. On the More Info tab we can see the QuickBooks List ID, as well as the additional QuickBooks information. Items without a List ID in the Core will be pushed to QuickBooks as new items. If I were to modify any information, the “Refresh” checkbox would be marked indicating that the item needs to be refreshed in QuickBooks. Let’s push this item to QuickBooks now. Select Core > QuickBooks Integration > Push Item (Single).

3:38 Next let’s go to the Invoices tab. Invoices follow a similar suit where you go to Core > QuickBooks Integration > View in QuickBooks, push the Single invoice, or push the Found Set. I’ll push this single invoice. On the More Info tab we have the List ID and the QuickBooks Invoice #. Invoices in the Core without a List ID will be pushed to QuickBooks as new invoices. This checkbox indicates that the invoice needs to be refreshed in QuickBooks if any information was updated in the Core. Invoices that have Payments applied to them cannot be deleted because the Payment must be deleted first.

4:38 Let’s add a Payment to this invoice, and let’s review pushing Payments. Each time you save a Payment you’ll be prompted to push it to QuickBooks. I’ll select Yes. The payment was successfully exported to QuickBooks. If I navigate to the details of the payment, we can see this indicator that the payment “Exists in QuickBooks.” Select this button to View the Payment in QuickBooks. And here is the Payment open in QuickBooks. If a payment is posted in QuickBooks, then you cannot modify or delete the payment in QuickBooks from the Core.

5:40 This is just a brief overview of the many features and possibilities of the Core4. For more information on what the Core can do for you please visit http://www.Core4CRM.com, review the videos and documentation, and try a demo. Please contact us via email, phone, or browse our forum if you have any additional questions. We look forward to hearing from you and automating your business to operate more efficiently.

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