09. Working with QuickBooks [8:31]

Description: This video provides an overview of working with QuickBooks relative to the Core2 Invoices.

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When working with QuickBooks, the QuickBooks integration matrix plays an important role in understanding the data exchange process. This button up here is in various places throughout the system and displays the integration matrix. The QuickBooks integration matrix can specifically be located under items and lists. This screen depicts the various methods to either push or pull between FileMaker and QuickBooks. Let’s describe each area in detail.

0:35 The column to the left depicts the various areas available in QuickBooks: Customers, Invoices & Inv Line Items, Payments & Pymt Line Items, Items, Accounts, Payment Methods, Sales Reps, Payment Terms, Shipping Methods and Customer Messages. Here I have the FileMaker QuickBooks Data Transfer Matrix. The columns in blue depict the data exchange from FileMaker into QuickBooks by pushing. The columns in green depict the data transfer into FileMaker after they have been entered into QuickBooks by pulling them. According to our matrix, I can add and modify customers directly from FileMaker into QuickBooks by pushing them. Likewise, I can add and modify customers into FileMaker after they have been entered into QuickBooks by pulling them. However; you will note, to delete customers you will need to do it separately in both QuickBooks and FileMaker. This is due to physical and practical limitations in the QuickBooks design. Invoices & Inv Line Items function the same as Customers as you can see here. For Payments & Pymt Line Items I can add, edit and delete payments and payment line items from FileMaker into QuickBooks by pushing them. Accounts are a good example to show all accounts need to be added, edited and deleted directly from QuickBooks. When you import accounts into FileMaker all existing accounts are completely deleted and re-added. Payment methods must be completely maintained in FileMaker. However; you can add a payment method in FileMaker or add a payment method in QuickBooks. All new payment methods can be pushed into QuickBooks and vise versa. However; if you modify or delete payment methods in either QuickBooks or FileMaker then you need to manually adjust both QuickBooks and FileMaker records accordingly. This is due to physical and practical limitations in the QuickBooks design. The integration matrix will give you a better understanding of the capabilities and limitations with data exchange between FileMaker and QuickBooks. Therefore we have conveniently located the QB Integration Matrix in the upper right hand corner of the Core2 Invoicing solution for a quick reference.

2:56 Customers: There are several options when integrating with QuickBooks from the contacts screen. Here we can add or modify contacts. This button adds or modifies a contact from FileMaker into QuickBooks. The Import One button imports and updates this contact from QuickBooks to FileMaker. This button will disappear if the contact has not yet been added in QuickBooks. Import All imports all active contacts from QuickBooks into FileMaker. If part or all of these contacts have already been imported from QuickBooks, the routine will simply update the contact record with the latest information from QuickBooks. Note that this routine does not include customer specified as a job. The QuickBooks customer’s first, middle and last name is stored here. When you import customers from QuickBooks, it will create a single contact record in the Core. The individual name is stored additionally in separate fields. When pushing contacts from FileMaker to QuickBooks, the routine first looks to see if there is a QuickBooks customer added. If not it will draw the first individual name associated with the customer record in FileMaker.

4:12 QuickBooks Customer List ID: Here is where you will find the QuickBooks ID once you enter it into QuickBooks using the button. There is also a check box that indicates that this contact is in QuickBooks. If you were to delete an associated contact in QuickBooks and then attempt to import one or import all, the contact would remain in FileMaker but the “In QuickBooks” checkbox would become un-checked.

View in QB: Click this button to view the currently selected contact in QuickBooks. This button will only appear if the contact has already been added in QuickBooks.

Invoices: There are several options when integrating with QuickBooks from the invoice screen. Pull from QuickBooks; when selected, this feature will attempt to pull and refresh an existing invoice from QuickBooks into FileMaker. It assumes that the invoice already exists in QuickBooks. This button will disappear if the invoice has not yet been added to QuickBooks. Please note that in order to pull all invoices you will need to refer to the importing lists section. Unlink from QB; using this option will clear the QuickBooks invoice number and transaction ID from the invoice file. There by allowing you to add new invoice. This option is useful if you have deleted a linked invoice in QuickBooks and you want to re-add the original invoice from FileMaker. Modify to QB (pushing): This option will attempt to refresh the associated invoice in QuickBooks from FileMaker. The same requirements to add an invoice apply when modifying an invoice. View in QB: This option allows you to open the associated item; in this case and invoice, directly in QuickBooks. This can be very handy to save you time from having to perform a find in both FileMaker for an invoice number and then having to do the same find in QuickBooks. Simply find the invoice number in FileMaker and click this button. Add to QuickBooks (pushing): This option, although not pictured on this contact record; let’s navigate to a contact that has not yet been added to QuickBooks. Here you can see that I have the option to Add to QB. This option allows you to add a new invoice in QuickBooks from FileMaker. It assumes that the invoice is not already in QuickBooks. This item only appears if there is not QuickBooks invoice number.

6:40 Items: There are a few options when integrating with QuickBooks from the Item Details screen. Pull all Items from QuickBooks: This option will pull all items from QuickBooks. This button does the exact same import that can be run during the data exchange process, which is discussed in the importing list section. Push All Items to QB: This option will push all items in the current found set in FileMaker to QuickBooks. For instance, you may only want to push items in batches; simply perform a find in FileMaker first for the items you want to push to QuickBooks. Note that there are strict rules QuickBooks has when adding items. You will have to fill out the proper Asset Account, COGS Account, and Income Account depending on the type of item you are adding. The fields will highlight in yellow when the data is required. Add to QB (pushing): This option is the same as pushing all items to QB, except that it only pushed the individual item you are browsing. Modify to QB (pushing): This option will allow you to refresh a single item from FileMaker to QuickBooks. It assumes that the line item already exists and has been moved at least once from FileMaker or imported from QuickBooks. There is also a Modify from QB (pull): This option will allow you to refresh a single item from QuickBooks to FileMaker. It assumes that the item already exists and has been moved at least once from FileMaker or imported from QuickBooks.

I encourage you when working with QuickBooks to become as familiar as possible with the Integration Matrix and to demo pushing and pulling in the various areas discussed in this chapter.

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