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Results QuickBooks Integration (QBI) User Manual - Results

1. f Click Browse to find the new Results shortcut you just created and then click Next g Click Finish warning If you decide to run QBI as a Scheduled Task it is VERY important to check the QB Audit Logs on a regular basis so that your data synchronizes properly and does not get out of date Results Software 1986 2011 www Results Software com Page 53 Additional QBI Information How to Import Tracking Numbers from QB into Results You can automatically import a shipping tracking number from QuickBooks into Results CRM so it will appear in the Tracking field on the Results Invoice Invoices DASAS K B XR BS B GB Ouplicste Update PrintorEmait Hs o Ir ex Stevenson Jane DC Metro Remodelers Contact 2 AA EY D 1256 M Street NE Washington DC USA l f Jane Stevenson dane Stevenson Pe To CFO P CFO DC Metro DC Metro Remodelers 1256 M Street NE 1256 M Street NE Washington DC Washington DC USA USA invoice 5024 Date 04 25 2010 Printed voice Total 1 153 95 P 0 8 Delak Tax Taxable Total inv Tem NET30 gt Total Weight 5 Defaut Disc Tax Amourt Sales Rep Dinta v Sp Ve FOB Paymert s 0 00 Project DC METRO REM Pa Tracking st Balance Due 1 153 95 Remarks Cass SompleClass onverted From S O 2 To Import Tracking Numbers from QB into Results a Place a to the left of the Tracking Number in the Memo field of the QuickBooks Invoice
2. No field Created Date Created Date Created Date List ID Code Contact ID Project Opp name Description Project Opp type Project Opp stage Project Opp status Is opportunity Project started Contract approved date Opportunity created QBI List ID 15 Numeric 254 254 254 No limit Date Date On import right part of Job Name ID of Job Owner in Results On import Contact Name Company name On import Job Description Bill To Phone numbers Ship To Import only Results default Import only Results default Import only Results default On import if there are no transactions for the job it is an Opportunity otherwise it is a Project Imported and set for Projects Imported and set for Projects Imported and set for Sales Opportunity Internal use only users do not see this data Note Results Projects are exported Once exported Projects are not updated Results Software 1986 2011 www Results Software com Page 62 Items Products Synchronization Full Name Description No field Purchase cost Numeric Numeric Sales Price My taxable 1 Taxable 1 My service 1 Service 1 My track qty 1 Track qtyonhand 1 Qty on hand Quantity on hand Numeric Reorder point Numeric Product Code Description No limit Product category 10 Cost Numeric Price Numeric Numeric Reorder level Numeric The last part of the Q
3. Yes whenever this QuickBooks company file is open Yes always allow access even if QuickBooks is not running F EO ee customer credit card information Tell me more h If a drop down appears select a login ID of an Admin user Note It is not necessary to give it access to personal data so you can keep that unchecked i Click Continue and then Yes when asked to give Results access to QB j On the Access Confirmation screen click Done k You can now place QB back into Multi User mode Tip If you receive a QuickBooks error related to Integrated Applications you may need to re authorize Results QBI to access QuickBooks Login to QuickBooks and select the Edit Menu Preferences and Company Preferences Click the Integrated Applications icon After selecting ResultsQBI from the list click Remove Logout then log back into Results and go through the Steps above Results Software 1986 2011 www Results Software com Page 9 2 Maintain Contact and Associate Types for Exporting QuickBooks identifies contacts as Customers Vendors or Employees Likewise Results needs to associate each Results Contact Type with one of the QuickBooks options for those contacts that you wish to synchronize with QB The Maintain Contact and Associates Types for Exporting grid lists all of the Results Contact Types and identifies each contact type as one of the following e C Customer e V Vendor
4. 10 Matched in configuration Matched in configuration Results default or Ship To if address is the same QB info filled when exporting Results default or Associate connected to QB Job QB info filled when exporting Import only Import only Import only Class 31 Class code 31 Customer Message Results Software 1986 2011 100 Notes No limit www Results Software com Import only Page 67 Invoices Synchronization Reference Number Numeric Invoice ID Numeric On export option to use Results ID as QB Reference Number Customer Numeric Contact ID Numeric Transaction date Date Invoice date Date Term 100 Term 10 Matched in configuration Sales Rep 20 Sales rep 20 Matched in configuration Sales tax percentage Numeric Tax rate Numeric Ship method 15 Ship via 20 FOB 13 FOB 20 0 Memo 4096 Remarks 10 Numeric Bill to Associate Numeric Results default or Ship To if address is the same Bill To Address Bill to data QB info filled when exporting Numeric Ship to Associate Numeric Results default or Associate connected to QB Job Ship To Address Ship to data QB info filled when exporting Ref number 21 QBI Invoice No 25 Import only Job name 41 Project code 41 Numeric Converted from Numeric Import only sales order ID Converted from Date Import only sales order on Class 31 Class code 31 Customer Message 100 Notes No limit Import only Results Software 1986 2011 www Results Softw
5. ExportimportAll Performs all Exports and then all Imports ImportExportAll Performs all Imports and then all Imports RunSavedDefaults Perform the actions saved using Save Selection and Order as Defaults e Double click on the new shortcut to run the QBI as per the selected options OR schedule the shortcut to be executed at a specific time O warning It is not advised to place the user ID and Password in a shortcut or easily accessible Batch file since the data could be read by another user Consult with your IT staff on best approach to secure this data for unattended operations Results Software 1986 2011 www Results Software com Page 52 2 Schedule the Task Using Windows XP or previous versions of Windows a Navigate to your Control Panel and click on Scheduled Tasks b Click on Add Scheduled Task c Click Next until are asked to select the program you wish to run At that point click Browse and select the new shortcut that you created for QBI Using Vista or Windows 7 a Once at the Control Panel click System and Maintenance Administrative Tools and then Task Scheduler b Click the Action menu and then click Create Basic Task c Type a name for the task and an optional description and then click Next d Specify the schedule you want to use by clicking Daily Weekly or Monthly Click Next e To schedule a program to start automatically click Start a program and then click Next
6. Numeric 4096 Numeric Numeric Numeric Numeric Numeric Numeric 41 Numeric 31 Results Software 1986 2011 Product code Print sequence Ordered date Description Qty ordered Qty Received Unit price Total price Taxable Tax amount Sales rep QBI transaction line ID Project code VAT code Class code www Results Software com 35 Numeric Date No limit Numeric Numeric Numeric Numeric Numeric Numeric 20 41 Numeric 31 Generated during import From order header Same as heading Internal use only users do not see this data Page 72 Results Timesheet Export Employee Name Numeric Contact Display Numeric The contact is determined from the Name Results Users maintenance Employee Contact Record Transaction Date Numeric Activity Date Numeric Customer Job 31 Linked Contact Numeric Who the work was done for Service Item Numeric Bill To Item Numeric Duration Numeric Duration Numeric Class Numeric Class Numeric Optional Wage Type Numeric Wage Type on Numeric Optional if Timesheets are used for Timesheet payroll Notes Description Is Billable Billable Note Timesheets are a series of Activities The Timesheet export takes those activities and generates QuickBooks Time Tracking records Results Software 1986 2011 www Results Software com Page 73 Class Code Synchronization a A Description On import s
7. a From the QBI screen click Clear All to uncheck any boxes b Select the Sales Orders checkbox under the Export column c Click Synchronize All Selected Items to bring up the following screen QBI Export Quotes Estimates Screen Export Quotes to QuickBooks Items originally created in QB are NOT exported Quotes modified on or after 01 01 1980 Exclude records already exported Activate inactive items prior to Load Quotes into the Grid Below export and reset when done Place a y next to each Sales Order that you wish to export Use the keyboard or click to change y n yn ID Date Cust Cust display name QB City Ss d Quotes modified on or after Under normal operation this field does not need to be modified However if restoring a Results database from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the next transfer Results Software 1986 2011 www Results Software com Page 41 e Activate Inactive Items Check this box if you are importing old Quotes Estimates which might contain items that are now inactive in QB If checked QBI will then temporarily change those items to active so they can be imported properly into the Sales Orders f Exclude Records already Exported Selecting this option will remove from the grid any Quote that was already exported to QB g Click Load
8. e E Employee e N None ignore these contact types when synchronizing a Verify that all values in the C V E N column of the grid have been associated with the appropriate corresponding QuickBooks contact type To change the value of any of the contact types click on the appropriate row and type C V E or N as appropriate Note If you leave a default contact type blank that type will not be imported b Optional To export Results Associates to QB Jobs use the Y N column of the second grid to identify if each Associate Types should be exported to QB Type Y for Yes type N for No Note These selections are only applicable if you have selected Jobs as Associates otherwise no Associate data will be exported to QB c Click the Save button 3 Set Up the Customer Vendor and Employee Import e Customer List Import e Last imported on Under normal operation this field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added in QB on or after this date will be included in the next transfer of data from QB into Results e Jobs as Associates checkbox Check this if your QuickBooks customer jobs should be imported as Results Contact Associates For example you would want to check this box if you have used Jobs for other Customer contacts or to hold shipping addresses locations Result
9. Click Load Products into the Grid Below to populate the selection grid The grid will populate with the requested information The Y N column indicates if the record will be exported y or not n Review the information in this column and change the settings as necessary by clicking in the cell that you want to change You can also use the Select All or Unselect All buttons to globally replace all Y and N values At the bottom of the Record Selection frame is a label indicating how many records Results Software 1986 2011 www Results Software com Page 37 were loaded into the grid If not all of the records were loaded you will need to process additional records after exporting the current grid contents This will be discussed shortly j Click the Export Selected Products into QuickBooks button to start the export The screen will indicate which record is being processed k When the processing has finished click OK to return to the selection grid or View Log to display the log in Notepad Any potential data discrepancies are shown in the log If additional products are to be exported click the Load Next Set button in the Record Selection frame Repeat the export steps until all products have been processed 32 Exporting Timesheets Before you can export timesheets you must first create a link between Results Users and QuickBooks employees a Confirm there is a Results Contact type for Employees Nav
10. Misc Overall Processing Options Select the appropriate Options for your company e Write the Results ID into the QuickBooks Notes of a Contact If checked transactions exported from Results to QB will insert the Results ID at the beginning of the QB Note Use Results Invoice as QB Invoice Reference If checked invoices exported from Results use the Results Invoice number as the QuickBooks Invoice number If you leave this box unchecked QB will use its own sequential reference number for the corresponding Invoices generated in QB Synch Results Class with QB Class Check this box if you are using QB Classes in your transactions and you wish to have that Class Lookup Tables synched with the Results Allow Synch to update QB with all additions amp deletions of Line Items of Invoices and Sales Orders previously exported to QB Check this box if you want to update previously exported Invoices and Sales Orders but reflecting additions and deletions of the Line Items details on each Invoice and Sales Order that was modified Use QB Price Levels Check this box if you use Price Levels in QB and want them reflected within Results When checked each customer s QB Price Level will be automatically reflected on Results Quotes On import from QB do not modify existing Results Contacts When this option is selected brand new QB contact records will be added but information on existing records will not be updated In most cases this box will
11. No limit Numeric Numeric Numeric On export add Extension to the ale of the phone number with Optional Shorter notes are never overwritten There is also an option to save the Results ID into QB Notes On import if QB Credit Limit is blank Results uses 99 million On Import set to Results default tax rate On Export set to the default in QB Optional during export Set via Terms Matching on Configuration screen Optional during export Set via Sales Rep Matching on Configuration screen UK Version only Page 57 QuickBooks Vendors amp Results Contacts Synchronization Customer Name Contact Display Name Full Name Optional update this during export If Contact is blank during import QB Name is used Bill address state 21 State 2 Bill address zip 13 Zip 10 Bill address country Country Active Contact Type Only configured types are exported Inactive only imported if an inactive type is selected Active only imported if an active type is selected Phone Office Phone Extension Extension On export add Extension to the end of the phone number with On export add Extension to the end of the phone number with x Alt Phone 21 Home Phone 21 Results Software 1986 2011 www Results Software com Page 58 Credit Limit Numeric Results Software 1986 2011 Extension Credit Limit No limit Numeric On export
12. Place the tracking number and the inside brackets For example if the shipping tracking number is 12345ABC67890XYZ then simply enter 12345ABC67890XYZ in the memo field b After a QBI sync which imports invoices from QB into Results the Results Invoice Tracking field will be populated with the QB tracking number In our example the field would display 12345ABC67890XYZ How to Handle Duplicate Accounts or Contacts Merging duplicate accounts that have been synchronized from QuickBooks can keep your database clean so that Contact Information is up to date and account history is consolidated into one record To Merge Accounts take the following actions in BOTH Results and in QuickBooks In Results Use the Combine Contacts function in the Contacts Data Management Center DMC You will have the option of selecting a primary record and also selecting which information will be preserved Refer to the Results User Manual for step by step Results Software 1986 2011 www Results Software com Page 54 instructions on this feature Note You can scroll to the bottom of the list of fields to see which record s are already in QuickBooks by looking for data in these fields In QuickBooks Use the equivalent feature of combining QB Customer Records making sure the corresponding surviving Results Contact record is the same one that will be the surviving Customer record in QuickBooks Refer to the QB User Manual for mo
13. Sales Opportunities amp Contact Associates Timesheets Products Quotes Sales Orders Invoices Payments Purchase Orders SmartVault Documents Used in Quotes Sales Orders amp invoices Class Code Results QuickBooks Intgeration QBI also synchronizes Sales Rep Payment Types Credit Terms amp VAT U K Results Software 1986 2011 www Results Software com Page 2 Before starting please note the following 1 QBI is compatible with QuickBooks Pro v2004 or later For full synchronization functionality QuickBooks Pro v2006 or later is required 2 The QBI module is only accessible to licensed users and users who have been allowed to access the QBI module by the System Administrator 3 QuickBooks Synchronization will perform faster if the QB application is open with the proper company data file on the same computer that is performing the synchronization warning QuickBooks Synchronization must be performed with only one QuickBooks company file Data corruption and mismatched data could result from attempting to synchronize the same Results database with more than one QuickBooks company file warning We strongly recommend that QBI usage is assigned to a single person in your office Please use the Security Maintenance module to control this access warning QuickBooks Synchronization will not operate if QuickBooks has a different company data file open on the same computer Note All con
14. change this date to transfer the desired record set Only records modified or added on or after this date will be included in the next transfer The date for the first import defaults to 1 1 1980 Thereafter the date will default to the last import date Tip To avoid skipping back dated Sales Orders users may opt to start with a date in the past for example two months to cover typical back date scenarios d End Date Under normal operation this field does not need to be modified and is set Results Software 1986 2011 www Results Software com Page 29 to a future date However you can change this date to transfer the desired record set Only records modified or added on or before this dates will be included in import e Do Pre preprocessing Check this box to determine potential problems with the Sales Orders to be imported Select to validate Customers Products and or Terms Issues are written to an error file and QBI will present a dialog indicating that there are items to resolve If preprocessing shows errors to continue importing the valid Sales Orders uncheck the preprocessing box Note Preprocessing does NOT import records It isa verification check only f Use Transaction Date instead of Modified Date This checkbox determines the method used for selecting which QB transactions will be imported into Results Typically Results uses the modified date to determine which records are imported If this box is che
15. to determine which records are imported If this box is checked Results will use the Transaction date instead g Update Results products quantities on hand from invoice line item If checked the Results Quantity on Hand is adjusted based on how many of the items were sold on the Invoice being imported h Click Begin to start preprocessing or processing i Once processing is complete an additional button titled View Log is displayed for viewing detailed status information about the import j Click the View Detail Log button to review the list of imported records k Click Exit to return to the main menu E Note QB Payments that are not assigned to an Invoice are skipped during the import and the QB payment information is included in the log file Be aware that this could be a valid transaction if customers prepaid for goods or services Note Only the parts of a QB payment applied to an invoice are created as payments in Results E Note QBI ignores check refunds and they are not recorded as payments in Results Results Software 1986 2011 www Results Software com Page 32 28 Importing Purchase Orders To import Purchase Orders please refer to the steps in the Importing Sales Order section On the QBI screen select the Purchase Order option under the Import column 29 Importing All Quantities on Hand QBI will synchronize the sales of any products between QB and Results However additions made to stock vi
16. vendor records from QuickBooks If you leave this field blank active vendors will not be imported e Inactive Type to use Select the appropriate contact type This will be the default value of all imported employee records that have been flagged as inactive from QuickBooks If you leave this field blank inactive vendors will not be imported e Employee List Import e Last imported on Under normal operation this field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added in QuickBooks on or after these dates will be included in the next transfer Results Software 1986 2011 www Results Software com Page 11 e Contact Type to use Select the appropriate contact type This will be the default value of all active imported employee records from QuickBooks If you leave this field blank active employees will not be imported e Inactive Type to use Select the appropriate contact type This will be the default value of all imported employee records that have been flagged as inactive from QuickBooks If you leave this field blank inactive employees will not be imported 2 Contacts Exports Customers Vendors Employees e Last Exported on Under normal operation this field does not need to be modified However if restoring Results database from backup change these dates to transfer the desired record set This date defaults to the day
17. B Customers amp Vendors 16 Timesheet Defaults Note Skip this step if you did not purchase or do not use the Timesheets module To use the Time Sheet synchronization the following conditions must be met v Each Timesheet user must have a Results User ID that is identified as an employee by linking their Results User Id to a Results Contact record via the Personal Tab on the user maintenance screen that has Contact Type that is marked as an Employee E Type under the QBI Contact Sync tab The Personal Info tab found on the Tools Security Maintenance User Maintenance Results Software 1986 2011 www Results Software com Page 19 screen is complete especially the Employee Contact Record field v Ifan Activity is associated with a Project the Results Project Code needs to be linked or associated with a Customer in order for the time to be allocated to the timesheet Timesheet Defaults a T7 Note Select a Default Payroll Wage Type Wage types must be the same in both QuickBooks and Results If you are using QB time tracking to calculate payroll then the Wage Type for each activity must match a QB Wage Type exactly If you are not using time tracking to calculate payroll leave this field blank The value selected will be the wage type assigned to each activity by the timesheet module when the activity is first created S
18. B Product Full Name regardless of Hierarchy On import left part of sub item name Inactive Discontinued 1 Sales tax full name 111 1 VAT code 6 UK Only Gen QB prod type 111 QB product type 50 11 1 Item Type 1 QB track cost On import set to true if it is an Inventory item Full name 254 QB product code 254 1 Is Active 1 Tax Code Item Type Service Results Software 1986 2011 Discontinued Taxable Service www Results Software com Sync as opposite If active then not discontinued On import Taxable is true if the Tax Code in QB is taxable On import Service is true if item is a Service Type in QB Page 63 QuickBooks Estimates Import to Results Quotes QB Line item name 100 Numeric Description 4096 Quantity Numeric Quantity Numeric Rate Numeric Amount Numeric Tax Numeric Tax Numeric Transaction line id Job name 41 Sales tax code Numeric Class 31 Product code Print sequence Ordered date Description Qty ordered Qty shipped Unit price Total price Taxable Tax Amount Sales rep QBI transaction line ID Project code VAT code Class code Note Imports new estimates only QB 2006 or later Results Software 1986 2011 www Results Software com 35 Numeric Date No limit Numeric Numeric Numeric Numeric Numeric Numeric 20 41 Numeric 31 Generated during import Import only from i
19. BR_STEEL gt Inventory gt Service PROD_MISC gt Inventory 7 ee Inventory Inventory Products Accounts in QB PROD_NTWRK gt Inventoi Non Inventory PROD_PRNTR gt Inventor Other Charge Income Account PROD_SFTWR gt Inventor matci Discount SERV_CNSLT gt Service Y COGS Account Soren Default QuickBooks Product Type Service Lastexpotedon 01 01 1980 Products QB Items Import Tax Matching for Invoice Export Last importedon 01 01 1980 Bill To State QB Tax Item East Bayshore Out of State Synchronizing Quantity On Hand zai San Domingo s San Tomas As part of the All Import Process do the Import All QB Products Quantities Default tax if Bill State is not matched Price Level Import 350000 1071521574 Last importedon 01 01 1980 Tax to use iftaxrateis 0 350000 1071521574 4 Products Export QuickBooks divides products into five categories Service Inventory Non Inventory Other Charge or Discount When products are created in Results Results needs to identify the income expense and COGS accounts associated with each product category a Identify the account from the dropdown lists for use when exporting Results products as new items into QuickBooks e Service Tab Income Account Expense Account e Inventory Tab Income Account COGS Account Asset Account e Non Inv
20. Quotes into the Grid Below to populate the selection grid The grid will populate with the requested information h The Y N column indicates if the record will be exported y or not n Review the information in this column and change the settings as necessary by clicking in the cell that you want to change You can also use the Select All or Unselect All buttons to globally replace all Y and N values i At the bottom of the Record Selection frame is a label indicating how many records were loaded into the grid If all records were not loaded you will need to process additional records after exporting the current grid contents This will be discussed shortly j Click the Export Selected Quotes into QuickBooks button to start the export The screen will indicate which record is being processed k When the processing has finished click OK to return to the selection grid or View Log to display the log in Notepad Any potential data discrepancies are shown in the log If additional Quotes are to be exported click the Load Next Set button in the Record Selection frame Repeat these steps until all records have been exported Results Software 1986 2011 www Results Software com Page 42 34 Exporting Sales Orders Results Sales Orders can be exported to QuickBooks Results Sales Orders that were imported from QuickBooks cannot be exported Sales Orders that already exist in QuickBooks will be modified but line
21. Results Grow your business with Results Results QuickBooks Integration QBI User Manual Table of Contents Introduction and Overview Accessing QBI Before You Get Started Running QBI for the First Time QBI Configuration Option Screen Contact Synch Tab 1 Link QuickBooks Data to Results 2 Maintain Contact and Associate Types for Exporting 3 Set Up the Customer Vendor and Employee Import QBI Configuration Options Screen Products Sync Tab 4 Products Export Match each Results Product Line to a QuickBooks Product Type Products QB Items Import Synchronizing Quantity On Hand Price Level Import wo aonoau Match the Tax Information for Invoice Export QBI Configuration Options Screen Invoices amp Payments Sync Tab 10 Invoice Export 11 Invoice Import 12 Payments Import 13 Payments Export 14 Sales Rep Matching for Invoice Import Export 15 Terms Matching for Invoice Import Export QBI Configuration Options Screen Timesheet Sync Misc Tab 16 Timesheet Defaults 17 Timesheet Record Selection and Processing Defaults 18 Sales and Purchase Orders Estimates Quotes 19 Contacts amp Associates Notes Options 20 Misc Overall Processing Options Start Synchronization on the Results QBI Screen 21 Import Customers amp Jobs 22 Importing Vendors and Employees 23 Importing Products Inventory 24 Importing Estimates 25 Importing Sales Orders 26 Importing Invoices and Sales Receipt
22. Save Selection and Order as Defaults button to keep these checkboxes as the defaults for the next time you enter the QBI main menu Option 2 Global Export Select the Clear All button from the QBI main menu to un check all the boxes Check all the boxes in the Export column Click Synchronize All Selected Items to perform the functionality for each Export option This process will run without interruption and will update based on the date noted beside each checkbox You can click the Save Selection and Order as Defaults button to keep these checkboxes as the defaults for the next time you enter the QBI main menu Option 3 Global Synchronization If you used QuickBooks as the Master Data Source a Click the Select All button b Select the Imports before Exports radio button c Click the Synchronize All Selected Items button If you used Results as the Master Data Source a Click Select All button b Select the Exports before Imports radio button c Click the Synchronize All Selected Items button Upon completion a log with everything that was processed is displayed in Notepad Results Software 1986 2011 www Results Software com Page 50 How to Compare Results and QuickBooks Data From the QBI screen click the QBI Validating button to perform data comparisons between Results and QuickBooks records This is useful for identifying missing records and data discrepancies Comparisons between records can be filtered by tran
23. Under normal operation this field does not need to be modified However if restoring a Results database from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the next transfer Quote Exp Under normal operation this field does not need to be modified However if restoring a Results database from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the next transfer Last PO Imports Under normal operation this field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the next transfer Results Software 1986 2011 www Results Software com Page 21 19 Contacts amp Associates Notes Options Select the appropriate Note Options for your company e Export Results Contact Notes to QB When selected Results Contact Notes are exported to QB and will overwrite the QB Notes for the Contact record as part of Contact record update Note A shorter Note will not overwrite a longer Note e Import QB Notes into Results Contact Notes When selected QB Contact Notes are imported into Results and will overwrite the Notes for the Contact record as part of Contact record update Note A shorter Note will not overwrite a longer Note 20
24. Y N column indicates if the record will be exported y or not n Review the information in this column and change the settings as necessary by clicking in the cell that you want to change You can also use the Select All or Unselect All buttons to globally replace all Y and N values Results Software 1986 2011 www Results Software com Page 48 i Click the Export Selected Payments into QuickBooks button to start the export The screen will indicate which record is being processed j When the processing has finished click OK to return to the selection grid or View Log to display the log in Notepad Any potential data discrepancies are shown in the log k If additional payments are to be exported click the Load Next Set button in the Record Selection frame Repeat these steps until all records have been exported Results Software 1986 2011 www Results Software com Page 49 Maintaining QBI Synchronization Once your initial set up is complete you must synchronize Results and QuickBooks data on a regular basis You can do this in one of three ways Option 1 Global Import Select the Clear All button from the QBI main menu to un check all the boxes Check all the boxes in the Import column Click Synchronize All Selected Items to perform the functionality for each selected Import option This process will run without interruption and will update based on the date noted for each checkbox You can click the
25. a purchases need to be manually added to Results in order to keep the quantities synchronized Note This task is not run during any automated processing a From the QBI screen click the QBI Validating button The following screen displays QBI Validating Screen Validate and Compare Results and QuickBooks Data Compare What F Contacts Vs Customers Transaction 7 compare balance due 01 01 1980 Contacts Vs Vendors 12 12 2011 Contacts Vs Employees Modified Date Payments not Credits Products Vs Items z s 01 01 1980 compare qty on hand 12 12 2011 v b Click Import All Products Qty on Hand The following screen displays Results Software 1986 2011 www Results Software com Page 33 QBI Import Products Items Data Import QuickBooks Item Synch Data Import Specifications Goes through ALL the QuickBooks items and updates the Results Quantities on Hand c Click Begin to start the process At completion view the log or exit Note Depending on the number of products importing and updating every product may take a long time 30 Exporting Customers Associates Projects Vendors and Employees Results contacts designated as QuickBooks customers via the Contact Type can be exported to the QuickBooks customer list If selected Associates can be exported as Jobs Similarly contacts designated as QuickBooks vendors via their corr
26. add Extension to the end of the phone number with x Optional Shorter notes are never overwritten There is also an option to save the Results ID into QB Notes On import if QB Credit Limit is blank Results uses 99 million www Results Software com Page 59 QuickBooks Employee amp Results Contacts Synchronization Customer Name Display Name Optional update during export Contact Full Name If Contact is blank during import QB Name is used Bill address state 21 State 2 Bill address zip 13 Zip 10 Bill address country Country Active Contact Type Only configured types are exported Inactive only imported if an inactive type is selected Active only imported if an active type is selected Phone Office Phone Extension On export add Extension to ihe end of the phone number with Extension On export add Extension to the end of the phone number with x Alt Phone 21 Home Phone 21 Results Software 1986 2011 www Results Software com Page 60 Extension On export add Extension to the end of the phone number with x Optional Shorter notes are never overwritten There is also an option to save the Results ID into QB Notes Results Software 1986 2011 www Results Software com Page 61 QuickBooks Customer Jobs amp Results Projects Sales Opportunities Sync Job Name QB Customer No field No field No field No field No field
27. are com Page 68 Invoice Line Item Details Synchronization QB Line item name 100 Numeric Gen service date Date Description 4096 Quantity Numeric Quantity Numeric Rate Numeric Amount Numeric Tax Numeric Tax Numeric VAT code Transaction line id Job name 41 Sales tax code Numeric Class 31 Results Software 1986 2011 Product code Print sequence Ordered date Description Qty ordered Qty shipped Unit price Total price Taxable Tax amount VAT code Sales rep QBI transaction line ID Project code VAT code Class code www Results Software com 35 Numeric Date No limit Numeric Numeric Numeric Numeric Numeric Numeric 36 41 Numeric 31 Generated during import UK Only Same as heading Internal use only users do not see this data Transaction line ID UK version only Page 69 Payments amp Credit Memo Synchronization Reference Number Payment ID Numeric On export option to use Results ID as QB Reference Number Customer 20 Contact ID 20 Invoices Paid 20 Invoice ID 20 Amount applied to Numeric Payment amount Numeric transaction Transaction date Payment date Payment Method Payment type Done via Payment Matching in configuration Ref number Payment reference Memo 4095 Description Job name 111 Project code 41 Note Credit Memo synchronization occurs along with Payment Synchronization Each QB Credit Memo that is allo
28. cated to an Invoice will generate a new line item on the Invoice for the amount of the credit Any taxes credited will be applied to the first invoice credited and the line item will be reduced by that amount If a refund is given a new invoice will be created for negative that amount a negative payment will also be generated Items on the credit memo will be restocked and the quantity sold to date will be adjusted Results Software 1986 2011 www Results Software com Page 70 QuickBooks Purchase Orders Import Customer Transaction date Term Gen res sales rep Sales Tax Ship Method FOB Gen memo Vendor msg Transaction ID Ref number Is fully received Due Date Expected date Class Vendor Message Numeric Numeric Date 10 20 Numeric 15 13 Results Software 1986 2011 Purchase order ID Contact ID Order date Term Sales rep Tax rate Ship via FOB Notes Remarks QBI Transaction ID QB order no Open purchase order Due Date Expected date Class Code Notes Numeric Numeric date 20 Numeric 20 20 No limit 254 36 31 No limit Next open PO number Internal use only users do not see this data www Results Software com Page 71 Purchase Orders Line Items Details Import QB Line item name Description Quantity Quantity Received Rate Amount Tax Tax Transaction line id Job name Sales tax code Class 100
29. cked Results will use the Transaction date instead g Update Results products quantities on hand from invoice line item If checked the Results Quantity on Hand is adjusted based on how many of the items were sold on the Invoice being imported h Click Begin to start preprocessing or processing i Once processing is complete an additional button titled View Log is displayed for viewing detailed status information about the import j Click the View Detail Log button to review the list of imported records Always review logs for potentially skipped records k Click Exit to return to the main menu 26 Importing Invoices and Sales Receipts In order for invoices to be imported from QuickBooks not only do the Customers and Products need to be in Results but the QuickBooks Terms and Sales Reps should be matched on the Configuration screen Note A QuickBooks Sales Receipt is imported as a Results Invoice and Results Payment To import Invoices and Sales Receipts please refer to the steps in the Importing Sales Order section On the QBI screen select the nvoices amp Receipts option under the Import column Tip To avoid skipping back dated invoices users may opt to start with a date in the past for example two months to cover typical back date scenarios warning You can only modify invoices in the same application in which they were created I E Invoices Imported from QB should only be edited in QB Ef Note A
30. cords have been exported 35 Exporting Invoices and Credit Memos Results Invoices and Credit Memos can be exported to QuickBooks Results Invoices that were imported from QuickBooks cannot be exported Invoices that already exist in QuickBooks will be modified but line items cannot be added or removed if the Allow Synch to update QB with all additions amp deletions of Line Items of Invoices and Sales Orders previously exported to QB option is not selected on the Misc Tab of the QBI Configuration screen Results Software 1986 2011 www Results Software com Page 44 Note Tocreate Credit Memos create a separate Invoice with negative quantities The total on that invoice will be negative and will offset the Results Invoice with a positive total Next enter Credit Memo OR Credit Note in the Remarks field of the Invoice with the negative total The represents the Invoice number you wish to Credit in QB Ef Note Your QuickBooks configuration must be set up properly QuickBooks will calculate the tax amount for each exported invoice based on these configuration settings Results Software 1986 2011 www Results Software com Page 45 To Export Invoices and Credit Memos a From the QBI screen click Clear All to uncheck any boxes b Select the Invoices and Credits checkbox under the Export column c Click Synchronize All Selected Items to bring up the following screen QBI Export Invo
31. d or added in Results on or after this date will be included in the next transfer 6 Products QB Items Import Under normal operations the Last Imported on field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added in QuickBooks on or after this date will be included in the next transfer 7 Synchronizing Quantity On Hand Optional Check to synchronize Results Quantity on Hand to QuickBooks Selecting this option will import the QB products quantity on hand into Results as part of an Import ALL process Results Software 1986 2011 www Results Software com Page 14 8 Price Level Import Depending on your installation Price Level Import may or may not appear on your screen If it does appear under normal operation the Last Imported on field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added in QuickBooks on or after this date will be included in the next transfer 9 Match the Tax Information for Invoice Export When invoices that include tax are created in Results Results will apply the state tax of the linked Bill To contact s state code In this step you will match each Bill to State with the various QuickBooks Tax Items a Select a Bill to State from the left hand box and then click the corresponding item in the QB Tax It
32. der 30 10 Term 100 Sales Rep 20 Sales tax percentage Numeric Term Sales rep Tax rate 20 Numeric Matched in configuration Matched in configuration Ship method Ship via 0 0 15 ip vi 2 13 FOB 2 Memo 4096 Numeric Bill To Address Numeric Ship To Address Ref number Results Software 1986 2011 Remarks Bill to Associate Bill to data Ship to Associate Ship to Address QBI Invoice No www Results Software com 100 Numeric Numeric Results default or Ship To if address is the same QB info filled when exporting Results default or Associate connected to QB Job QB info filled when exporting Import only Page 66 Sales Orders Line Items Details Synchronization Reference Number Customer Transaction date Term Sales Rep Sales tax percentage Ship method 15 Ship via 20 FOB 13 FOB 20 0 Memo Bill To Address Ship To Address Ref number Job name Numeric Invoice ID Numeric Numeric Contact ID Numeric Date Invoice date date 100 Term 20 Sales rep 20 Numeric Tax rate Numeric 4096 Remarks 10 Numeric Bill to Associate Numeric Bill to Address Numeric Ship to Associate Numeric Ship to Address 021 QBI Invoice No 25 041 Project code 41 Numeric Converted from Numeric sales order ID Converted from sales order on On export option to use Results ID as QB Reference Number P O number 30 Purchase order 30
33. ders Line Items Details Synchronization Invoices Synchronization Invoice Line Item Details Synchronization Payments amp Credit Memo Synchronization QuickBooks Purchase Orders Import Results Software 1986 2011 www Results Software com 33 33 34 36 38 41 43 44 47 50 50 50 50 51 52 54 54 54 55 56 56 58 60 62 63 64 65 66 67 68 69 70 71 Page ii Purchase Orders Line Items Details Import 72 Results Timesheet Export 73 Class Code Synchronization 74 Results Software 1986 2011 www Results Software com Page iii Introduction and Overview The Results QuickBooks Integration QBI module bi directionally synchronizes Customers Vendors Employees Jobs Items Products Estimates Quotes Sales Orders Invoices Sales Receipts Payments Credit Memos and Inventory between QuickBooks and Results Timesheets can be exported from Results into QuickBooks while Estimates and Purchase Orders can be imported from QuickBooks SmartVault customers can take advantage of a unique 3 way integration where documents can be synchronized between Results QuickBooks and SmartVault QuickBooks Integration Module Synchronization Diagram Customers Vendors amp Employees Jobs Timesheets items Estimates Sales Orders Invoices amp Sales Receipts Payments amp Credit Memos Purchase Orders SmartVault Documents Price Levels Class Mesults COA ey CFSE NE KEULS Contacts Projects
34. eets are used for Payroll in QB Timesheet Record selection and Processing Defaults Starting 08 09 2011 Only include Records not yet in QuickBooks Process Employees Exclude Activity ID from QB Description Exclude Pending Activities Export Vendor Hours to QB Put Results Notes into QB Description Exclude 0 Duration Activities v Bill Vendors Exclude Private Activities Approved Only Sales Orders Purchase Orders Estimates Quotes Contacts Associates Notes Options Last S O impot 01 01 1980 S O Expot 01 01 1980 Export Results Contact Notes to QB l V Import QB Notes into Results Contact Notes Last Estimate Import 01 01 1980 Quote Exp 01 01 1980 geass Note If the Notes in QB or Results is shorter has less characters Last P O Import 01 01 1980 than the corresponding Note the longer Note will be preserved Misc Overall Processing Options V Write the Results ID into the QuickBooks Notes of a Contact Use the Results Quote 5 0 and Invoice as the QB Reference Synch Results Class with QB Class Allow Synch to update QB with all additions amp deletions of Line Items of Invoices and Sales Orders previously Exported to QB Use QB Price Levels only Per Item levels are supported Fixed are not On import from QB do not modify existing Results contacts On export from Results do not modify existing Q
35. elect a Default Service Item The Service Item is a QuickBooks item that specifies what kind of work was performed These should match up with Results products when you synchronize with QuickBooks The Default Service Item is used as a starting point when a timesheet cell is first entered If QuickBooks timesheets are not being used for Payroll uncheck the Timesheets are used for Payroll in QB box In this case Wage Types are not needed Timesheet Record Selection and Processing Defaults Skip this step if you did not purchase or do not use the Timesheets module Enter a Starting date for Timesheet imports All Processing Defaults are checked Uncheck any of the boxes to change the settings for your company e Only Include Records Not Yet in QB If checked only records that have not been previously transferred to QB will be selected e Exclude Pending Activities If checked only activities that are marked as Completed will be transferred e Exclude 0 Duration Activities If checked only activities with a duration of time that is greater than zero minutes will be transferred e Exclude Private Activities If checked Activities flagged as Private will remain in Results e Process Employees If checked Employee Timecard entries will be generated in QB e Exporting Vendor Hours to QB If checked time tracking records are created in QB for each Results contact marked as a Vendor Results Software 1986 2011 www Results So
36. em list Click the Match button Example The state of Alabama matched to the Out of State category AL gt Out of State b If a Bill to State is not matched to the correct QB Tax Item highlight the mismatched Bill To State and click Unmatch Highlight the correct QB Tax Item and click the Match button c Repeat until all States are matched to the appropriate QuickBooks Tax Item e If not pre filled select a Default tax if Bill State is not matched from the drop down e If not pre filled select a Tax to use if tax rate is 0 from the drop down Results Software 1986 2011 www Results Software com Page 15 QBI Configuration Options Screen Invoices amp Payments Sync Tab From the QBI Configuration Options screen select the Invoices amp Payments Sync tab QBI Configuration Options Screen Invoices amp Payments Sync Tab _ OBI Configuration EF Contacts Sync Products Sync Invoices amp Payments Sync Timesheet Sync Misc Invoice Export Sales Rep Matching for Invoice Import Export Last exportedon 01 01 1980 12 00 AM UM 2 QB Discount Item E Put Weight into Memo 7 Invoice Import Lastimpotedon 01 01 1980 v Tems Matching for Invoice Import Export 1 10_NET30 1 10 Net 30 Payments import 2 10_NET30 a 2 10 Net 30 8 30_NET60 d Due on receipt Last importedon 01 01 1980 pace Results Payment Type to use if no
37. entory Tab Income Account Expense Account Results Software 1986 2011 www Results Software com Page 13 e Other Tab Income Account Expense Account e Discount Tab Account e QOH Tab Used when updating QuickBooks Quantity On Hand from Results Tip Mouse over a Results Product Category code to view the full description 5 Match each Results Product Line to a QuickBooks Product Type QuickBooks divides products into five categories Service Inventory Non Inventory Other Charge or Discount Likewise Results needs to associate each Results product with one of the QuickBooks options by matching each Results Product Line to a QB Product Type a Select a Results Product Line from the left hand box and then click the corresponding QB Product Type in the list Click the Match button Example Printer matched to the Inventory category PROD_PRNTR gt Inventory b NOTE If a Product Line is not matched to the correct QB Product Type highlight the mismatched Product Line and click Unmatch Highlight the correct QB Item Product Type and click the Match button b Repeat until all Results Product Lines are matched to the appropriate QuickBooks Product Type c Select a Default QuickBooks Product Type from the drop down d Under normal operation the Last Exported on field does not need to be modified However if restoring Results database from backup change this date to transfer the desired record set Only records modifie
38. esponding Contact Types can be exported to the corresponding QuickBooks Vendor list During an Export Contacts that are already in QuickBooks are updated The Results Display Name is used as a unique code in QuickBooks therefore you cannot export two records with the same Display Name a From the QBI screen click Clear All to uncheck any boxes b Select check the Customers Associates Vendors amp Employees checkbox c Click Synchronize All Selected Items The following screen displays Results Software 1986 2011 www Results Software com Page 34 QBI Contact Export QBI Export Customers Vendors and Employees Record selection Contacts modified on or after 01 01 1980 gt Sort By Display Name E Only show records with Type marked as Exporting Load Contacts into the Grid Below Check each contact that you wish to export Click or press the space bar on the keyboard to change y n Co Display Name City S Type Updated d Contacts modified on or after Under normal operation this field does not need to be modified However if restoring a Results database from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be exported e Use the Sort By field to select the sort order of the records in the grid f Only show records with Type marked as Exporting Check this box to exclude records that have
39. et to Class Name Not exported Note If this option is selected during Configuration classes are synched the first time an operation is performed from the QBI menu Results Software 1986 2011 www Results Software com Page 74
40. figuration options are stored in the file ResultsQBI Ini in the Results data directory Results Software 1986 2011 www Results Software com Page 3 Accessing QBI On the Finances tab in the External group click QBI Synch The Quick Books Integration Module screen will appear QuickBooks Integration Module Screen Export to QuickBooks Data To Export Last Sync Customers Associates Vendors amp Employees 1 1 1980 None None None None None 1 1 1980 0 0O 00 000 a One Button Bi directional Synchronization Imports before Exports Save Selection and Order as Defaults Egports before Imports Configuration amp Audit Reports Synchronize All Selected Items Each checkbox on the QuickBooks Module Integration screen specifies a function performed when the Synchronize All Selected Items button is clicked The date that the function was last performed is shown to the right of the description When a function is completed a process log is displayed and the date is updated The View Master Log button displays a log containing all processing history The View Details Log button will show the details that occurred during the synchronization Results Software 1986 2011 www Results Software com Page 4 Before You Get Started In order to quickly find and re categorize your recently imported contacts some users prefer to distinguish between standard Results contacts and recently imp
41. ftware 1986 2011 www Results Software com Page 25 j Click the View Detail Log button to review processes completed for each record Click Exit to return to the QBI screen 22 Importing Vendors and Employees Import Vendors and Employees using the same steps for importing Customers See the section on Importing Customers for details 23 Importing Products Inventory QuickBooks Items are imported as Results Products In QuickBooks Items can be organized into a hierarchy with items being sub items of other items If your data is structured this way the import will reflect this in two ways 1 The Product Line will be set up so that it mimics the hierarchy in QB 2 The QB Product Code will be filled with the actual QB product name For example for this QB Item TopLevel NextLevel NextLevel2 LastLevel the text at the lowest level LastLevel becomes the Results Product Code If that would create a duplicate product code then x is appended to the name where x is a number that will make the product code unique To Import Products a From the QBI screen click Clear All to uncheck any boxes b Select the Products Items checkbox under the Import column c Click Synchronize All Selected Items to bring up the following screen QBI Import Products Items Data a QBI Import Products Import QuickBooks Item Data Import Specifications Date of Last Import 01 01 1980 v V Update existing products in Resu
42. ftware com Page 20 18 e Bill Vendors If checked a bill is generated for each Vendor contact type that had hourly activities during the period Example Could be used to pay contractors e Approved Only If checked only approved activities on the Results timesheet are transferred e Exclude Activity ID from QB Description If checked the Results Activity ID will not appear in the QB Description after transfer e Put Results Notes into QB Description If checked Results Notes will be included in the transfer Sales and Purchase Orders Estimates Quotes Sales Orders can be imported and exported from Results to QB QuickBooks Purchase Orders can be imported and viewed in the Results Purchase Orders DMC QuickBooks Estimates can also be imported as Results Quotes Note After the initial import updates to QB Estimates will not transfer into Results a Last Sales Order Import Under normal operation this field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the next transfer Sales Order Export Under normal operation this field does not need to be modified However if restoring a Results database from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the next transfer Last Estimate Import
43. gin with the Admin QB User ID and Password c Only for the first time you connect you need to make sure that you switch QB into Single User Mode d Minimize QB and switch back to Results e From the Results QBI Configuration Options Screen click the Browse button next to the QB Company File field to locate your QB Company file that is currently open in QB f After your QB Company file QBW is located click the Link to QB button to allow Results QBI to access the data g In QuickBooks a screen requesting access to your QB file will appear Select the Yes always allow access even if QuickBooks is not running option and then click Continue Results Software 1986 2011 www Results Software com Page 8 QBI Access Request Screen QuickBooks Application with No Certificate An application without a certificate is requesting access to the following QuickBooks company file Rock Castle Construction Access may include reading and modifying QuickBooks data as well as enhancing the QuickBooks user interface The Application Calls Itself ResultsQBI Certificate Information This application does not have a certificate QuickBooks cannot verify the developer s identity QuickBooks Solutions Marketplace Search for information about this application at the i Y QuickBooks Solutions Marketplace Do you want to allow this application to read and modify this company file C No Yes prompt each time
44. he QB Sales Rep FJW Frank gt FJW b Ifa Results System User name is not matched to the correct QB Sales Rep highlight the mismatched pairing and click Unmatch to change the previously matched name Results Software 1986 2011 www Results Software com Page 17 15 Terms Matching for Invoice Import Export a Select a Results Invoice Terms from the left hand box and then click the corresponding item in the QB Payment Terms Click the Match button Example Payment Terms in Results by the name of COD matched to the QB Payment Terms Cash on Delivery COD gt Cash on Delivery b Ifa Results Payment Term is not matched to the correct QB Payment Term highlight the mismatched pairing and click Unmatch to change previously matched Term c Click the OK button to save the settings Tip Place the cursor over a match list item to view the full description Results Software 1986 2011 www Results Software com Page 18 QBI Configuration Options Screen Timesheet Sync Misc Tab From the QBI Configuration Options screen select the Timesheets Sync Misc tab QBI Configuration Options Screen Timesheet Sync Misc Tab Contacts Sync Products Sync Invoices amp Payments Sync Timesheet Sync Misc Timesheet Defaults Default Payroll Wage Type Sick Salary z P P lt none gt means each billable activity a EA must specify its own service item V Timesh
45. he selection grid The grid will populate with the requested information f The Y N column indicates if the record will be exported y or not n Review the information in this column and change the settings as necessary by clicking in the cell that you want to change You can also use the Select All or Unselect All buttons to globally replace all Y and N values g Click the Export Selected Timesheets Bills into QuickBooks button to start the export The screen will indicate which record is being processed h When the processing has finished click OK to return to the selection grid or View Log to display the log in Notepad Any potential data discrepancies are shown in the log i If additional time sheets need to be exported click the Load Next Set button in the Record Selection frame Repeat the export steps until all products have been processed Results Software 1986 2011 www Results Software com Page 40 33 Exporting Quotes Estimates Results Quotes can be exported to QuickBooks Results Quotes that were imported from QuickBooks as Estimates cannot be exported Estimates that already exist in QuickBooks will be modified but line items cannot be added or removed if the Allow Synch to update QB with all additions amp deletions of Line Items of Invoices and Sales Orders previously exported to QB option is not selected on the Misc Tab of the QBI Configuration screen To Export Quotes Estimates
46. ice amp Credits Screen QBI Export Invoices and Credit Memos Items originally created in QB are NOT exported Credit Memos are not updated Record selection Invoices modified on or after 01 01 1980 12 00 AM v T Exclude records already exported T Activate inactive items prior to Load Invoices into the Grid Below export and reset when done Place a y next to each Invoice that you wish to export Use the keyboard or click to change y n y n inv Date Cust Cust display name QB City d Invoices modified on or after Under normal operation this field does not need to be modified However if restoring a Results database from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the next transfer e Activate Inactive Items If you are Exporting Invoices which might contain Discontinued Inactive products items you should check this box QBI will then temporarily change those items to active so they can be Exported properly f Exclude records already exported Filter from the result set any Invoices that have already been exported to QB g Click Load Invoice into the Grid Below to populate the selection grid The grid will Results Software 1986 2011 www Results Software com Page 46 populate with the requested information h The Y N column indicates if the record will be exported y or not n Re
47. ifications Use Transation Date instead of Modified Date Pre Processing Functions E Do Preprocessina Results Software 1986 2011 www Results Software com Page 31 c Date of Last Import Under normal operation this field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the next transfer The date for the first import defaults to 1 1 1980 Thereafter the date will default to the last import date d Ending Date Under normal operation this field does not need to be modified and is set to a future date However you can change this date to transfer the desired record set Only records modified or added on or before this dates will be included in import e Do Pre processing Check this box to determine potential problems with the payments to be imported Issues are written to an error file and QBI will present a dialog indicating that there are items to resolve Click Yes to display the error file If preprocessing shows errors to continue importing the valid payments uncheck the preprocessing box Note Preprocessing does NOT import records Itis a verification check only f Use Transaction Date instead of Modified Date This checkbox determines the method used for selecting which QB transactions will be imported into Results Typically Results uses the modified date
48. igate to Tools Lookup Table Maintenance Contacts Lookup Tables Contact Types Note the Contact Type for employees If there is not an Employee Contact Type you will need to create one You will then need to set up that Contact Type as an Employee on the QBI Screen b Create a Results contact record for each employee Set the contact type to the one selected in Step a Export the Employees to QuickBooks Go to Tools QuickBooks Synchronization and use Export Customers Associates Vendors amp Employees OR If your employees are already in QuickBooks import them as Contacts c Associate each user with their contact record In Results go to Tools Security Maintenance and Users Maintenance For each Results User record go to the Personal Info tab and select the corresponding employee contact record Results Software 1986 2011 www Results Software com Page 38 System Users DRS X e BiQ Ale amp e g Users User ID ADMIN Department Administration First Name Administrator Last Name Administrator Full Name ADMIN Security Group Administrators v V Allow Userto Login to the System Include User in the Lookup List Password required for Login Restrict User to Assigned Contacts Prompt User for a New Password V Override ignore Private Flags Last Login 08 09 2011 12 09 PM Allow Access to the QBI Module v Access Time Management Portal Last Logo
49. items cannot be added or removed if the Allow Synch to update QB with all additions amp deletions of Line Items of Invoices and Sales Orders previously exported to QB option is not selected on the Misc Tab of the QBI Configuration screen To Export Sales Orders a From the QBI screen click Clear All to uncheck any boxes b Select the Sales Orders checkbox under the Export column c Click Synchronize All Selected Items to bring up the following screen QBI Export Sales Order Screen Export Sales Orders to QuickBooks Items originally created in QB are NOT exported Record selection Sales Orders modified on or after 01 01 1980 v Exclude records already exported F Activate inactive items prior to Load Sales Orders into the Grid export and reset when done Place a y next to each Sales Order that you wish to export Use the keyboard or click to change y n y n ID Date Cust Cust display name QB Cty S Amount Tax QB d Sales Orders modified on or after Under normal operation this field does not need to be modified However if restoring a Results database from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the next transfer Results Software 1986 2011 www Results Software com Page 43 e Activate Inactive Items Check this box if you are importing old Sales Orders which might contain
50. items that are now inactive in QB If checked QBI will then temporarily change those items to active so they can be imported properly into the Sales Orders f Exclude Records already Exported Selecting this option will remove from the grid any Sales Order that was already exported to QB g Click Load Sales Order into the Grid Below to populate the selection grid The grid will populate with the requested information h The Y N column indicates if the record will be exported y or not n Review the information in this column and change the settings as necessary by clicking in the cell that you want to change You can also use the Select All or Unselect All buttons to globally replace all Y and N values i At the bottom of the Record Selection frame is a label indicating how many records were loaded into the grid If all records were not loaded you will need to process additional records after exporting the current grid contents This will be discussed shortly j Click the Export Selected Sales Orders into QuickBooks button to start the export The screen will indicate which record is being processed k When the processing has finished click OK to return to the selection grid or View Log to display the log in Notepad Any potential data discrepancies are shown in the log If additional Sales Orders are to be exported click the Load Next Set button in the Record Selection frame Repeat these steps until all re
51. lect the Payments and Credits checkbox under the Export column c Click Synchronize All Selected Items to bring up the following screen Results Software 1986 2011 www Results Software com Page 47 QBI Export Payment amp Credits Screen imported from QB QBI Export Payments papel oem ang Payments modified on or after 01 01 1980 v Exclude records already in QuickBooks Load Payments into the Grid Below Place a y next to each payment that you wish to export Use the keyboard or click to change y n y n Paydate Pm Amount Pay InvID Cont ID Contact Name QB Notes d Payments modified on or after Under normal operation this field does not need to be modified However if restoring a Results database from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the next transfer e Exclude records already in QuickBooks Filter from the result set any payments that have already been transferred to QB f Click the Load Payments into the Grid Below button to fill the grid The grid will populate with the requested information g Atthe bottom of the Record Selection frame is a label indicating how many records were loaded into the grid If not all of the records were loaded you will need to process additional records after exporting the current grid contents This will be discussed shortly h The
52. lthough groups and subtotals are supported any invoice containing an unsupported item type Tax Group will not be imported Results Software 1986 2011 www Results Software com Page 30 g Note Invoices for opening balances are not imported 27 Importing Payments and Credit Memos Each part of a QB Payment that is allocated to an Invoice or a QB transaction other than a Check refund will generate a Results Payment and therefore reflect the appropriate Balance Due on each invoice Each QB Credit Memo that is allocated to an invoice will generate a new line item on the invoice for the amount of the credit However any taxes credited will be applied to the first invoice credited and the line item will be reduced by that amount If a refund is given then a new invoice will be created for negative that amount and a negative payment will also be generated Items on the credit memo will be restocked and the quantity sold to date will be adjusted In order for payments and credit memos to be imported from QuickBooks the invoices that they are paying need to have been previously imported a From the QBI screen click Clear All to uncheck any boxes b Select the Payments amp Credits checkbox under the Import column The following screen displays QBI Import Payments and Credits Data Import QuickBooks Payment and Credit Memo Data New payments only previously imported payments will not be updated Import Spec
53. lts including the quantity on hand d Date of Last Import Under normal operation this field does not need to be modified Only records modified or added on or after these dates will be included in Results Software 1986 2011 www Results Software com Page 26 the next transfer The date for the first import defaults to 1 1 1980 Thereafter the date will default to the last import date e Check the Update existing products in Results including quantity on hand box to update Results products with any QB changes This will also update Results quantities on hand for the items changed since the date specified warning Checking Update existing products in Results including quantities on hand should be used with caution Adding a line item to a QB Order or Invoice does not change the modified date of an inventory item To insure that the Results quantities are accurate specify 1 1 1980 in the Date of Last Import textbox or modify the actual item record in QB f Click the Begin button to start the import The screen will show the product record that is being processed g Once processing is complete an additional button titled View Log is displayed for viewing detailed status information about the import h Click Exit to return to the main menu warning Results does not support the special QB Item type Sales Tax Groups 24 Importing Estimates QuickBooks Estimates are imported as Results Quote
54. mesheet Sync Misc QB Company File Maintain Contact amp Associate Types for Exporting Match Contact Types to Customer Vendor Employee or None Click a line and then press a key or double click to change C E V N Type c zzzz2z2mmaan0 Prospects Inactive Prospects Dmenarte aade Inurslified r Identify the Associate Types that are Exportable to QB Jobs Type Description ASSOCI Associate Family Member Invoicing Bill To Address Invoicing Ship To Address Staff Executive Decision Ma Staff Mananer bd a Browse Link to QB F Jobs as Associates 7 Customer List Import o Lastimpotedon 01 01 1980 Contact type to use Inactive type to use Associate type Vendor List Import a Last importedon 01 01 1980 wv Contact type to use Inactive type to use Employee List Import E Lastimpotedon 01 01 1980 Contact type to use Inactive type to use Contacts Export Customers Vendors amp Employees Lastexpotedon 01 01 1980 F V Update QB Name with Display Name ual General QBI Usage Limit Results Field Lengths to QB Lengths Results Software 1986 2011 ox cma www Results Software com Page 7 1 Link QuickBooks Data to Results a From QuickBooks open QuickBooks file that you would like to synchronize with Results b You must lo
55. n the Import Date is reset to 1 1 1980 so that all QB customers are considered If another option is then selected the date reverts to its previous setting f Click the Begin button to start the import The screen will show the QB Customer record that is being processed g If Manual Match was selected the following options appear on the QBI Import screen Import QuickBooks Customer amp Jobs Data Manual Match Option Sg QBI Import E ee 7 2s QBI Import Customers and Jobs Import Specifications Standard Import Date of Last Import 01 01 1980 v Manually match new records to Results Contacts Just display a list of un matched and already matched names Currently Working On 0 Abercrombie Kristy QB to Results Matching QuickBooks Active Results Contact Data matching to Display Name Abercrombie Kristy ID Display Zip City Kristy Abercrombie 1100 Bayshore CA 94326 415 555 6579 4 Match to Results ID I imported use this Contact Type Match Nomatch Importit Skip CLN M h Potential matches to existing Results contact records are listed in the grid to the right The first contact ID becomes the default in the Match ID textbox If there is more than one match click the grid row to place the selected contact s ID in the textbox i Once processing is complete an additional button titled View Log is displayed for viewing detailed status information about the import Results So
56. ncluded in the next transfer b Results Payment Type to use if not specified in QB If there is not a payment type selected for a QB Payment set the default payment type to appear in Results 13 Payments Export a Last exported on Under normal operation this field does not need to be modified However if restoring Results database from backup change this date to transfer the desired record set Only records modified or added in Results on or after these dates will be included in the next transfer b AR Account to use From the drop down select the Accounts Receivable Account used to record the payment in QB c Match Results Payment Types to the QB Payment Types 1 Select a Results Payment Type from the left hand box and then click the corresponding item in the QB Payment Types list Click the Match button Example Credit Card American Express matched to the American Express category Credit Card American Express gt American Express 2 Ifa Results Payment Type is not matched to the correct QB Payment Type highlight the mismatched Payment Type and click Unmatch to change any of the previously matched categories 14 Sales Rep Matching for Invoice Import Export a Select a Results System User and then select the corresponding name in the QB Sales Rep list Click the Match button Example A Sales Rep by the name of Frank Walker has a Results System User name of Frank and is matched to t
57. not been specified as a Customer Vendor or Employee in the configuration g Click Load Contacts into the Grid Below to populate the selection grid The grid will populate with the requested information h The Y N column indicates if the record will be exported y or not n Review the information in this column and change the settings as necessary by clicking in the cell that you want to change You can also use the Select All or Unselect All buttons to globally replace all Y and N values i At the bottom of the Record Selection frame is a label indicating how many records were loaded into the grid If all records were not loaded you will need to process additional records after exporting the current grid contents This will be discussed shortly Results Software 1986 2011 www Results Software com Page 35 j Click the Export Selected Contacts into QuickBooks button to start the export The screen will indicate which record is being processed k When the processing has finished click OK to return to the selection grid or View Log to display the log in Notepad Any potential data discrepancies are shown in the log If additional contacts are to be exported click the Load Next Set of Contacts button in the Record Selection frame Repeat the export steps until all contacts have been processed 31 Exporting Products and Items Results products can be exported to QuickBooks Items Products that already exis
58. nvoice header Same as heading Internal use only users do not see this data Page 64 QuickBooks Estimates Line Items Import to Results Quotes Line Items Reference Number Customer Transaction Date Term Sales Rep Sales tax percentage Ship method 15 Ship via 20 FOB 13 FOB 20 0 Memo Bill To Address Ship To Address Ref number Numeric Invoice ID Numeric Numeric Contact ID Numeric Date Invoice Date Date 100 Term 20 Sales rep 20 Numeric Tax rate Numeric 4096 Remarks 10 Numeric Bill to Associate Numeric Bill to Address Numeric Ship to Associate Numeric Ship to Address 2 QB Estimate No On export option to use Results ID as QB Reference Number PO number 30 Purchase order 30 10 Matched in configuration Matched in configuration Results default or Ship To if address is the same QB info filled when exporting Results default or Associate connected to QB Job QB info filled when exporting Import only 1 25 Job name 41 Project code 1 1 31 Class 3 Class code Customer Message Results Software 1986 2011 100 Notes No limit www Results Software com Import only Page 65 Sales Orders Synchronization Reference Number Numeric Customer Numeric Transaction date Date Sales Order ID Contact ID Invoice date Numeric Numeric Date On export option to use Results ID as QB Reference Number P O number 30 Purchase or
59. orted QuickBooks contacts If you would like to do this you will need to set up three new contact types We suggest you use e C_QB for QuickBooks Customers e V_QB for QuickBooks Vendors e QB for QuickBooks Employees For more details please refer to the LookUp Tables section in the Results User Manual Results Software 1986 2011 www Results Software com Page 5 Running QBI for the First Time QBI Configuration Option Screen Contact Synch Tab The QBI module must run on a system with QB installed The actual QB company data file QBW can be placed anywhere on the network 1 Open the QuickBooks application and then open the QuickBooks file that you would like synchronize with Results The QB file will have a QBW extension 2 In Results open the QuickBooks screen On the Finances tab in the External group click QBI Synch 3 The Quick Books Integration Module screen will appear Results Software 1986 2011 www Results Software com Page 6 QuickBooks Integration Module Screen Export to QuickBooks Data To Export Last Sync Customers Associates Vendors amp Employees 1 1 1980 None None None None None 1 1 1980 4 From the QBI screen click the Configuration button The QBI Configuration Options screen displays QBI Configuration Option Screen Contact Sync Tab Products Sync Invoices amp Payments Sync Ti
60. re information on combining records warning Neither of these methods is reversible Additional Information amp Support For additional information contact our Support Team at Support Results Software com Results Software 1986 2011 www Results Software com Page 55 APPENDIX Field Mapping for Results and QuickBooks Synchronization Following are detailed mapping of the fields that are affected per module when QBI s Import or Export Synchronizations are performed QuickBooks Customers amp Results Contacts Synchronization Customer Name Display Name Optional Updates during export No field Salutation Generated by QBI when importing a new record Not updated during QBI sync Contact Full Name If Contact is blank during import QB Name is used Active Contact Type Only configured types are exported Inactive only imported if an inactive type is selected Active only imported if an active type is selected Results Software 1986 2011 www Results Software com Page 56 Phone Office Phone Extension Extension On export add Extension to the ena of the phone number with On export add Extension to the end of the phone number with x Alt Phone Home Phone Credit Limit Tax Rate VAT Code Numeric Numeric Numeric Results Software 1986 2011 Extension Credit Limit Tax Tax Item Sales Rep Vat Code www Results Software com
61. remain unchecked default e On export from Results do not modify existing QB Customers amp Vendors When this option is selected brand new Results records will be added but information on existing QB Customer and Vendor records will not be updated In most cases this box will remain unchecked default Results Software 1986 2011 www Results Software com Page 22 Start Synchronization on the Results QBI Screen On the Finances tab in the External group click QBI Synch The Quick Books Integration Module screen will appear QuickBooks Integration Module Screen ents Quoka regato ca E Import from QuickBooks Export to QuickBooks Data To Import Last Sync Data To Export Last Sync Customers amp Jobs 1 1 1980 Cust A iates Vend amp Employees Vendors 1 1 1980 aot Employees 1 1 1980 Products Items None Products Items Timesheets None None Estimates None Quotes Estimates None None Sales Orders Sales Orders None Invoices amp Sales Receipts None Invoices amp Credits None None Payments amp Credits 1 1 1980 None One Button Bi directional Synchronization Select All Clear All Save Selection and Order as Defaults Configuration amp Audit Reports Configuration View Master Log View Details Log QBI Validating 21 Import Customers amp Jobs QuickBooks customers that do no
62. s 27 Importing Payments and Credit Memos Results Software 1986 2011 www Results Software com 10 10 13 13 14 14 14 15 15 16 16 17 17 17 17 18 19 19 20 21 22 22 23 23 26 26 27 29 30 31 Page ii 28 Importing Purchase Orders 29 Importing All Quantities on Hand 30 Exporting Customers Associates Projects Vendors and Employees 31 Exporting Products and Items 32 Exporting Timesheets 33 Exporting Quotes Estimates 34 Exporting Sales Orders 35 Exporting Invoices and Credit Memos 36 Exporting Payments amp Credits Maintaining QBI Synchronization Option 1 Global Import Option 2 Global Export Option 3 Global Synchronization How to Compare Results and QuickBooks Data Running QuickBooks Synchronization in Unattended Mode Additional QBI Information How to Import Tracking Numbers from QB into Results How to Handle Duplicate Accounts or Contacts Additional Information amp Support APPENDIX Field Mapping for Results and QuickBooks Synchronization QuickBooks Customers amp Results Contacts Synchronization QuickBooks Vendors amp Results Contacts Synchronization QuickBooks Employee amp Results Contacts Synchronization QuickBooks Customer Jobs amp Results Projects Sales Opportunities Sync Items Products Synchronization QuickBooks Estimates Import to Results Quotes QuickBooks Estimates Line Items Import to Results Quotes Line Items Sales Orders Synchronization Sales Or
63. s Only new Estimates are imported previously imported records will not be updated a From the QBI screen click Clear All to uncheck any boxes b Select the Estimates checkbox under the Import column The following screen displays Results Software 1986 2011 www Results Software com Page 27 QBI Import Estimates Data QBI Import Estimates New estimates only no updating Pre Processing Functions Date of Last Import 08 23 2011 Endingdate 08 23 2012 _ Do Preprocessing E Use Transation Date instead of Modified Date c Date of Last Import Under normal operation this field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added on or after this date will be included in the next transfer The date for the first import defaults to 1 1 1980 Thereafter the date will default to the last import date Tip To avoid skipping back dated Estimates users may opt to start with a date in the past for example two months to cover typical back date scenarios d End Date Under normal operation this field does not need to be modified and is set to a future date However you can change this date to transfer the desired record set Only records modified or added on or before this dates will be included in import e Use Transaction Date instead of Modified Date Check this box to use the transaction date of the E
64. s Software 1986 2011 www Results Software com Page 10 e Jobs as Projects checkbox Check this if your QB Jobs correspond to Results Sales Opportunities or Projects for each customer QB Jobs with sales transactions will be imported as Results Projects QB Jobs with Estimates and without sales transactions will be imported as Results Sales Opportunities New Results Projects will be exported to QB under the Customer associated with the Project e Contact Type to use Select the appropriate contact type This will be the default value of all imported active customer records from QuickBooks If you leave this field blank active Customers will not be imported from QB e Inactive Type use Select the appropriate contact type This will be the default value of all imported inactive customer records from QuickBooks If you leave this field blank then inactive Customers will not be imported from QB e Associate Type If you checked the Jobs as Associates checkbox select the Associate Type to assign newly imported associates e Vendor List Import e Last imported on Under normal operation this field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added in QuickBooks on or after these dates will be included in the next transfer e Contact Type to use Select the appropriate contact type This will be the default value of all imported active
65. saction date QBI Validating Screen Validate and Compare Results and QuickBooks Data Compare What E Contacts Vs Customers Transaction compare balance due E Invoices and Sales Stat 01 01 1980 X E Contacts Vs Vendors End 12 12 2011 E Contacts Vs Employees Modified Date _ F Products Vs Items Payments not Credits Stat 01 01 1980 eamh End 12 12 2011 Results Software 1986 2011 www Results Software com Page 51 Running QuickBooks Synchronization in Unattended Mode QB can be set up to run in unattended mode To do this you will need to create a Shortcut or a batch program file on your desktop and then schedule a task 1 Setup the Shortcut a Make a copy of the Results shortcut that appears on your desktop b Right click on the new icon to view the Properties c Copy this execution line and paste it at the end of the INI information displaying in Properties AutoQBSync Y UserlD lt your User ID gt PW lt your password gt ImportExportAll In the execution line that you just pasted replace the lt your User ID gt and the lt your password gt with your own User ID and Password d The execution line that you just pasted will perform all Imports and then all Exports The following chart lists other options and behaviors that can replace the ImportExportAll portion of the execution line ExportAll Perform all Exports only ImportAll Perform all Imports only
66. stimates instead of the modified date If this is not checked the Modified Date will be used f Do Pre preprocessing Check this box to determine potential problems with the Estimates to be imported Select to validate Customers Products and or Terms Issues are written to an error file and QBI will present a dialog indicating that there are items to resolve If preprocessing shows errors to continue importing the valid Estimates uncheck the preprocessing box Note Preprocessing does NOT import records It isa verification check only g Click Begin to start processing Results Software 1986 2011 www Results Software com Page 28 h Once processing is complete an additional button titled View Log is displayed for viewing detailed status information about the import i Click the View Detail Log button to review the list of imported records Always review logs for potentially skipped records j Click Exit to return to the main menu 25 Importing Sales Orders a From the QBI screen click Clear All to uncheck any boxes b Select the Sales Orders checkbox under the Import column The following screen displays QBI Import Sales Orders Data Import QuickBooks Sales Orders Date of Last Import 01 01 1980 Endingdate 08 13 2016 Use Transaction Date instead of Modified Date c Date of Last Import Under normal operation this field does not need to be modified However if restoring QB from backup
67. t date e Select an Import type e Standard Import Performs a fully automatic import Each QB customer record modified after the specified Import Date gets the Customer Name compared to the Results Display Name If no match is found the record is added as a Results contact If an exact match found then the QuickBooks Customer record is linked to the matched Results record e Manually match new records to Results Contacts This option is useful when you already have customers in both QuickBooks and Results but the QuickBooks names may be different from the Results Display Names This option allows you to manually confirm and change how a QB Customer record is matched to an existing Results contact record For each QB customer not yet imported QBI displays any matching Results contacts and allows the user to select a matching Results ID import the QuickBooks customer or skip the record Tip The manual match process provides a checkbox to indicate that a customer record is inactive Results Software 1986 2011 www Results Software com Page 24 e Display a list of unmatched and already matched names Each previously imported customer modified since the Import Date is placed in an Already Matched list If there is not a matching Results Display Name the record is placed in an Unmatched list The Unmatched and Already Matched lists are viewable from the Details log once processing is complete Note Upon selecting this optio
68. t exist as Results contacts can be imported from QuickBooks If the QuickBooks Customer record was not previously matched then QBI will automatically attempt a QB Customer Name match to the same Results Display Name All imported customers will be assigned the Contact Type the Default Import Contact Type that is specified on the QBI Configuration Options screen To Import the QB Customers amp Jobs a From the Results QBI screen click Clear All to uncheck any boxes b Select the Customers and Jobs checkbox Results Software 1986 2011 www Results Software com Page 23 c Click Synchronize All Selected Items to bring up the following screen Note If more than one checkbox is checked on this screen then QBI will go into auto mode and this screen will not be displayed QBI Import Customers amp Jobs Data a QBI Import E QBI Import Customers and Jobs Import Specifications Standard Import Date of Last Import 01 01 1980 v Manually match new records to Results Contacts Just display a list of un matched and already matched names Ea d Date of Last Import Under normal operation this field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the import Note The date for the first import defaults to 1 1 1980 Thereafter the date will default to the last impor
69. t in QuickBooks are not modified When a product is exported it will be assigned a QuickBooks Product Type and QuickBooks Account both of which are assigned in the configuration set up See the section on Configuration Options for details a From the QBI screen click Clear All to uncheck any boxes b Select the Products Items checkbox under the Export column c Click Synchronize All Selected Items to bring up the following screen Results Software 1986 2011 www Results Software com Page 36 QBI Export Products Items Screen Record selection Products modified on or after 01 01 1980 Sort By Product Code QBI Export Products Items Only include Records not yet in QuickBooks Load Products into the Grid Below Place a y next to each Product that you wish to export Use the keyboard or click to change y n y n Product I Description Product Line QB Item Qty Price Updated Imported Products modified on or after Under normal operation this field does not need to be modified However if restoring a Results database from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the Export Use the Sort By field to select the sort order of the records in the grid To exclude records that have already been exported to QB select the Only include Records not yet in QuickBooks checkbox
70. t specified in QB RECEIPT NET10 CHECK Check v NET15 Net 15 Net 30 Net 60 Payments Export Results gt QB Payment types QB Payment Types Last exported on 01 01 1980 v AR Account to use Cash Check American Express Discover Master Card VISA 10 Invoice Export a Last exported on Under normal operation this field does not need to be modified However if restoring Results database from backup change this date to transfer the desired record set Only records modified or added in Results on or after this date will be included in the next transfer b QB Discount Item Identify the QB Discount Item to be matched with Results discounted line items c Put Weight into Memo Check to have the invoice total weight appear in the memo field in QuickBooks Results Software 1986 2011 www Results Software com Page 16 11 Invoice Import a Last imported on Under normal operation this field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be included in the next transfer 12 Payments Import a Last imported on Under normal operation this field does not need to be modified However if restoring QB from backup change this date to transfer the desired record set Only records modified or added on or after these dates will be i
71. that records were last exported from Results into QB Only records modified or added on or after this date will be included in the next transfer e Export Terms Check this to have Results Terms update the Terms in QB e Export Sales Rep Check this to have Results Sales Reps update the Sales Reps in QB e Update QB Name with Results Display Name Check to have the Results Display Name exported and update the QB Customer Vendor and Employee Names 3 General QBI Usage e Limit Results Field Lengths to QB Lengths When selected each time a Contact record is saved this feature will verify that data entered in Results is not too wide to fit in a QuickBooks For example it would inform the user that the 58 character Company Name they just entered in Results will not all be fully transferred into QuickBooks since QuickBooks only allows 41 characters in the Company Name field 4 Click the OK button to save the configuration Results Software 1986 2011 www Results Software com Page 12 QBI Configuration Options Screen Products Sync Tab From the QBI Configuration Options screen navigate to the Products Sync tab QBI Configuration Options Screen Products Sync Tab COC O Contacts Sync Products Sync invoices amp Payments Sync Timesheet Sync Misc Products Export Account Info for Creating New QB Products Match each Results Product Line to a QuickBooks Product Service Inv Non Inv Other Discount GOH FA
72. ut V Allow Access to Results for the Web Email Audit Personal Info Timesheet Notes HiedOn v DepatedOn v Date of Bith v Hourly Rate 0 00 SSN Commission 0 00 Yearly Sales Quota 0 00 Employee Contact Record FERJE IIE Ee Ea EDI d When you go to export the timesheets the Assigned To QB ID column will be populated with QuickBooks s 18 character code for each employee To Export Timesheets a From the QBI screen click Clear All to uncheck any boxes b Select the Export Timesheets checkbox c Click Synchronize All Selected Items to bring up the following screen Results Software 1986 2011 www Results Software com Page 39 QBI Export Timesheet Screen QBI Export Timesheets Only entries not yet in QB Record selection Starting 08 09 2011 Ending 08 31 2011 b Eens a khe i Load All Timesheets into the Grid Exclude Pending Activities V Approved Only Exclude 0 duration activities V Process Employees 7 Output Vendor Hours Exclude Private Activities v Bill Vendors E Preview Vendor Bills in Text File no Bill Export y n Ac Assigned To Assigned To Assign Start D End D Minut Description m Export Selected Timesheets Bills into QuickBooks d Modify and populate the fields within the Record Selection box as necessary e Click the Load All Timesheets into the Grid Below button to populate t
73. view the information in this column and change the settings as necessary by clicking in the cell that you want to change You can also use the Select All or Unselect All buttons to globally replace all Y and N values i At the bottom of the Record Selection frame is a label indicating how many records were loaded into the grid If all records were not loaded you will need to process additional records after exporting the current grid contents This will be discussed shortly j Click the Export Selected Invoices into QuickBooks button to start the export The screen will indicate which record is being processed k When the processing has finished click OK to return to the selection grid or View Log to display the log in Notepad Any potential data discrepancies are shown in the log m If additional Invoices are to be exported click the Load Next Set button in the Record Selection frame Repeat these steps until all records have been exported 36 Exporting Payments amp Credits Payments that were entered in Results can be exported to QuickBooks Payments that already exist in QuickBooks are modified if you have QuickBooks 2006 or later To export payments the Results Payment Types must be matched to a QuickBooks Payment Type and a QuickBooks Accounts Receivable account must be designated See the section on Configuration Options for additional details a From the QBI screen click Clear All to uncheck any boxes b Se

Results QuickBooks Integration (QBI) User Manual - Results

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