Here are some basic instructions for outputting your data to QuickBooks via the QuickBooks Link. These processes are best conducted in training sessions after all the mappings and processes have been decided and configured, but these HowTo's will give you a general picture of how things will look when set up properly.
Output Bills/Vouchers
The process of outputting Vouchers to QuickBooks begins in BusinessMaster. When a Receiver against a Purchase Order has been verified at the Vouchering step, and any final steps have been done, like adding freight, or adding tax, click the To Post button to flag that Voucher for exporting to QuickBooks. At this point, open QuickBooks if it is not already open. This next step assumes that your QuickBooks Link has been properly setup. Now click the Close button to exit the Voucher Manager, and click the Yes button when it asks you if you wish to post open bills to your accounting program. This automatically opens the QuickBooks Link and begins the Output Vouchers process, the same as if the Output-Vouchers button had been pressed directly from the QuickBooks Link.
The next screen you should see is the Voucher Export Manager. Any Vouchers that have been flagged To Post and have not yet been exported will be listed. They will also be automatically checked to Export. If for any reason you do not wish to Export a particular Voucher, uncheck the Export checkbox for that Voucher. Click the Close button, and click the Yes button on the box that pops up asking if you wish to Export Bills:
Click the Close button when you receive the following confirmation box telling you the export of the selected Bills/Vouchers is complete:
Click the Close button in the Main Control Panel of the QuickBooks Link and the Voucher exporting process is finished. You can now confirm the presence of the exported Bill(s) in QuickBooks. The Memo for the Bill will reference the Voucher number, and the PO Number.
Output Invoices
The process of outputting Invoices to QuickBooks begins in BusinessMaster. From the Invoice Manager in BusinessMaster, when you have an Invoice that is ready to go to QuickBooks, click the To Post button to flag that Invoice for exporting to QuickBooks. At this point, open QuickBooks if it is not already open. This next step assumes you have already setup the QuickBooks Link properly. Click the Close Button to Close the Invoice Manager and then click the Yes button when asked if you wish to post open Invoices to your accounting program. This automatically opens the QuickBooks Link and begins the Output Invoices process, the same as if the Output-Invoices button had been pressed directly from inside the QuickBooks Link.
The next screen you should see is the Invoice Export Manager. Any Invoices that have been flagged To Post and have not yet been exported will be listed here. If you do not see an Invoice that you know you set to export (that is set To Post), one this to check is to make sure the you have a Ship To Address on the Sales Order/Project. Check the Export button for the Invoices you wish to export and click the Close button. Then click the Yes button when it asks you if you wish to Export Invoices to QuickBooks:
Click the Close button when you receive the following confirmation box telling you the export of the selected Invoices is complete:
Click the Close button in the Main Control Panel of the QuickBooks Link and the invoice exporting process is finished. You can now confirm the presence of the exported Invoice(s) in QuickBooks. Exported Invoices will have their same Invoice numbers as the Invoice numbers they have in BusinessMaster.
Output Payments
Outputting Payments to QuickBooks has been confirmed to work with QuickBooks 2003 and newer. Older versions of QuickBooks may not be able to take advantage of this feature. The process of outputting payments is done when you are receiving Payments against Invoices that were generated through the Progressive Billing process in BusinessMaster and you are entering in the payment details in the Projects/Billings screen against the specific Invoice Billing.
When you have received a payment against a Progressive Billing Invoice, enter the Payment Details in the Billings Screen. Once this data has been entered, you can click the Output-Payments button from the QuickBooks Link Main Control Panel, and this payment information will be sent to QuickBooks as a Payment Received against that Billings Invoice. There is no intermediary step after the Output Payments button is clicked. You will see a series of windows describing the process as it happens, and when the process is finished, click the Close Button on the Confirmation Screen as pictured below:
Output Bookings
The process of outputting Bookings is done after you have Booked Revenue in BusinessMaster and you have entered in Booking details in the Booking screen in BusinessMaster. The key element here is that the Book button has been clicked, which puts a Date stamp in the Date field on the Booking screen and flags the Entry for the Accounting Export:
Once you have Bookings to output to QuickBooks, click the Output-Booking button from the QuickBooks Link to bring up the Journal Export Manager. This will show you the Bookings ready for output, and/or the Job Deposits that are currently being accounted as liabilities to be converted to Revenue. For each Booking you wish to send to QuickBooks or Convert to Liabilities, check of the pair of ToExport Checkboxes:
Click the Close button and you will be asked if you wish to export. Click the Yes Button:
If the process is executed successfully, click the Confirmation Close Button:
Add Manual Invoice in QB
In the event you need to add a manual Invoice in QuickBooks, you will want to make sure to modify the Invoice Number in QuickBooks in order to keep the Invoice numbers synchronized between BusinessMaster and QuickBooks, and prevent duplicates.
Here are some examples of when you might need to add a manual invoice in QuickBooks: You have after the fact delivery charges. You need to create an Invoice for a unique part that doesn't tie into BusinessMaster. You are re-invoicing a customer. You are shipping something that's not handled in BusinessMaster.
All you need to do is take the next invoice number and add something to the end of it. For example, if the next Invoice number in QuickBooks is 1574, then you would modify it to be 1574-M ("-M" for manual). See the example below for how to modify the Invoice Number in QuickBooks to keep the Invoice numbers synchronized between BusinessMaster and QuickBooks, and prevent duplicates. Click on the Invoice# (92) and add the modification ("-M). Then the next Invoice number will still be 92 instead of 93.):
