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Interface Manual

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1. sss 42 Transfer inventory count from OB to CFS ccscsecsessessessecseeseesecesecseeseeseecseeseeseeseecseeseeseeceecaeeeess 42 SYBE PLIGCE cT 42 Should you transfer cost in QB to cost in CFS eesesssesseseeeeeee tente tnter tn stent nnns 43 Considerations if you do want to transfer costs from QB to CFS esse 44 Purchase Orderss nauem nie ntes A Ae ei i e Nein ees 44 Purchase Order for One ODiZiscadssdsise iid e et cde eerte detener aee 44 Creating a PO for multiple jobs sss a retia sb aaa daa ss ass aras ri sE sad ma aD ian 45 Troubleshooting Functionality eeesssesssseseseeseeee seen tnter na a idadi trita treten stre trennt 46 General errors 2 saei netiotsec a eio ie so io ee cee lee ee 46 QuickBooks Customer List on Interface WindoOw eeeeeeeeeeteee tnnt tnn nnns nn ann 46 Issues pertaining to non inventory CUSTOM items eeeseeeseeeeeeeee enne nnne nnne nnne nnne 47 Part Number 158SUe5 iu ine e eias ees d eite desti ee AS ee 47 Maintenance functionality eds eee Na as ticae detis aste 48 QUICKBOOKS functions ee Bode Scab e iicet de E Se reo dict eee tecti oce 49 Page 3 of 50 Installation amp Data Setup A Software Design Associates support person will assist in the installation and setup of the interface The following is a checklist of the setup requirements that need
2. should be ready for import into QuickBooks You could break out categories onto separate worksheets if you like 7 Importing the items exported from CFS into QuickBooks a b Make a backup of your QuickBooks company file In QuickBooks go to File Utilities Import Excel Files Advanced Import Browse to the file readied for import select the worksheet if necessary setup a mapping or choose a pre setup map and Import If items fail to import choose to create an error log file and view it with Notepad or other program Make the appropriate adjustments and try again In some versions of QB when creating the import map and associating fields in QB with the import file fields OB will lock up To avoid this click on the label of the first QB field name before clicking in the field where you choose the matching import file field This normally only needs to be done for the first field match Ideally you would do a physical inventory count and update OB before using the interface in the inventory tracking mode This is for two reasons Aside from the fact that the beginning counts need to be correct for any subsequent counts to be correct the interface will not let you export a job in the tracking mode if it contains an assembly and there is not enough components on hand in QB You can transfer jobs in the non inventory tracking mode until you have a chance to enter the current counts in OB i The default for the tracking versus
3. Interface files are i CPANEL exe Control Panel ii CFSSetupMaintenance exe iii ExportCustomer exe Creates the QB customer csv file iv ImportEstimate exe Imports accXml xml file into QB v AccXmIWrapper exe Launched when Export to OB is chosen vi Customer csv 1 ExportCustomer will export the OB customers to create this file vii Sales Reps csv i See instructions below vii Last invoice log 1 This file is created by AccXmIWrapper and stores the last invoice number transferred from CFS The program reads this file to possibly generate a warning dialog box that an invoice has been transferred to QB previously ix csvReFormatApp exe 1 In order to import an Excel file of products intended to be imported into QB that has been saved in the csv format this file needs to be reformatted a certain way You can reformat it by running this reformatting app on the file You can also drag and drop the file on this app and it will create the reformatted file If you want to view it after reformatting do not open the file in Excel again as this will reverse the reformatting Instead right click it and open with Notepad 2 The control panel needs to be setup appropriately with the CFS location being the main CFS folder for sharing data which may be on a server Page 7 of 50 3 The enterprise xml file should be in the local CFS folder and configured appropriately It needs a line independent of a settings group simila
4. The Control Panel was previously explained The last option the Tracking Default is a toggle switch so double clicking it switches it on or off The second option for Setup amp Maintenance is explained below Page 40 of 50 CFS Fence Setup and Maintenance NN NN ioi Export Item List from CFS Select an Existing List of CFS Itars Expor Item From CFS Import ten Invertory Count Sync Pise Daa Impert Setup amp Maintenance options Transfer items from CFS to QB only relevant to Level 2 installations The easiest way to transfer a few items at a time from CFS to QB is via Miscellaneous Estimator Simply enter one of each item and transfer the job to OB choosing the appropriate accounts while doing so When transferred this way the items are at the primary level in the QuickBooks item list If you want these new items to be sub items they need to be opened in QuickBooks and marked accordingly Special consideration regarding assemblies Regardless of how items get transferred Assembly Items should not be exported into QuickBooks with the initial bulk item population of the OB item list They need to be transferred using Miscellaneous Estimator or don t transfer them separately Just wait and they will get added as needed when jobs including them get transferred If you need to transfer many items there are several different ways to go about it Please consult with us about these approaches to see which one is the best
5. go to Adjust Quantity On Hand in OB The quantity of each of these assemblies should equal the number On Sales Order at any given time By reversing the build at the time of deleting a Sales Order you will be keeping these amounts correct If you leave one of these assemblies in stock but not on a sales order the interface will reuse it by adding to the quantity and averaging the cost in order to keep the total value of inventory correct Page 39 of 50 Interface Maintenance Syncing the CFS and QuickBooks item lists Introduction It is important that no one is running CFS when the syncing of inventory counts or prices is taking place between CFS and QuickBooks The only programs that would normally be open during these activities are the main menu and Update Master File on the computer where the setup or maintenance is taking place All other users on a network if you have a network should close out of CFS completely A reminder will pop up for the person initiating the setup or maintenance program The syncing of the two programs is done in CFS Update Master File After logging in bring the Accounting tab to the forefront It should either look exactly like the following window or at least include the menu options that appear here Update Master File Version 1000 MENU X Accounting QuickBooks Interface Control Panel QuickBooks Interface Data Setup amp Maintenance XML detailed Inventory Tracking Default on
6. PVC Ir Construction Construction inventory Patt G21299090 5X5 X 84 4 high T REGULAR Undeposited Funds inventory Part l 4 Inventory Asset Inventory Part G21300490 5X5 X 84 4 high T REGULAR Construction in Progress Inventory Part xl Retainage Recei G21301890 5X5 X 84 4 high T REGULAR keen es inventory Part zl k 2 xz G21311510 5X5 TAN EXTERNA REGULAR Inventory Chainlink Inventory hd i Inventory Wood Invento G21308240 4 high X 50 wide 5 REGULAR verior as venton inventory Omamental Invento G21310580 3 amp 4 HIGH FENCE REGULAR oarda re Panel kartay Inventory Miscellaneous Inventory Fumiture and Equipment Construction Equipment Accumulated Depreciation Note Items new to OB are imported on the main level in OB If you want them to be Sub of items you will need to do that within OB If the default accounts for this particular job are not correct you can change them here or you can cancel the export go to the Control Panel Ef CFS QuickBooks Application A E Bi x File Help QuickBooks Company File C CFS QB Company File CFS to GB Interface Co Eighth Edition QBW Browse Test Connection CFS folder CACFS Browse Account Setting COGS Account Construction Materials Costs PVC Cost of Goods Sold Asset Account Discount Item inventory PVC Inventory Discoun
7. 50 d Go to the Control Panel and set the appropriate default accounts e Go to the Setup amp Maintenance program and choose Select an Existing List of CFS Items choose your prepared file and then Import 3 If you want to import CFS items into sub items and sub accounts in QuickBooks do not use the Setup amp Maintenance options Instead go to the Level 2 setup directions in this manual Adding new items sometime after the initial setup is completed 4 If anew item needs to be added to CFS and QuickBooks after the setup phase is finished it is recommended for smoother operation that the user put the item in CFS first and then transfer it to QB as items will not have a way to transfer from QB to CFS Items can be entered manually in both programs but this is not recommended for its lack of efficiency and increased room for error Go back to step 1 and proceed accordingly Transfer inventory count from QB to CFS 1 You need to Export Item List from CFS before you can access the Import Item Inventory Count window The primary inventory tracking and valuation will take place in QB The purpose of having an option to update the counts in CFS from OB is for if you want to use the CFS per job inventory status alert feature and or the suggested order feature a The status alert feature in CFS can be turned on by going to Update Master File gt Miscellaneous tab gt Modify System Settings gt in the Misc group check Show Inventory St
8. CFS folder x Doa test transfer The easiest way is to go to Miscellaneous Estimator enter one of something and attempt the export Remember to include a customer name y The setup in QuickBooks for this interface application can be viewed by logging into QuickBooks as an administrator and going to Edit gt Preferences gt Integrated Applications on the left Company Preferences Highlight the CFS QuickBooks Application The window should look something like this depending on your version of QuickBooks Errors may happen if the settings are incorrect Preferences b x M Accounting My Preferences J Company Preferences Ey Bills You can manage all applications that interact with this QuickBooks company file gi here Checking 513 Desktop View T Don t allow any applications to access this company file Notify the user before running any application whose certificate has expired Applications that have previously requested access to this company file Items amp Inventory LX Jobs amp Estimates ive Multiple Currencies CFS QuickBooks Application Intuit Sync Manager Intuit Sync Manager wh Reports amp Graphs Ja Sales amp Customers I Sales T Ig Sales Tax To learn more about applications that integrate with QuickBooks go to the Ca send Forms Y QuickBooks Solutions Marketplace amp amp service Connection Spelling Tax 1099 Hj Time amp Expenses
9. OB see OB setup instructions the U M on CFS transactions will be on OB transactions If a unit is used on a CFS transaction that is not already setup in OB OB only uses the first two characters and will truncate the rest It is best if the units are already setup in OB to match all the possibilities coming from CFS plus if the units are setup in OB in advance they can be more than two characters long b You can setup unit descriptions in OB by loading any item and clicking the unit drop down menu to reveal the Add new option The following unit descriptions are recommended with the unit description in parenthesis being the same as the unit description in CFS i Each Ea Pallet Plt Set Set ii Foot Ft Roll Roll Hour Hr iii Pair Pr Coil Coil Bundle Bundle iv Box Box Gallon Gal Carton Carton v Bag Bag Quart Ot Package Pkg vi Cubic Yard Cu Yd Pound Lb c These description formats are optional with the exception of Ea When CFS fabricates certain products it generates a unit description of Ea that the user cannot change Page 20 of 50 d If the unit descriptions are not consistent in CFS you can use Change Descriptions to update them Or you can use InterOp to export the Master File update the Units and import back into CFS 4 Verify assemblies are flagged correctly a The flags U A and E should only be in items that are setup as assemblies in CFS The
10. Properties in a single user environment Properties in the multi user environment Page 6 of 50 Properties CFS QuickBooks Application xj Properties CFS QuickBooks Application Access Rights Details v Allow this application to read and modify this company file IV Allow this application to login automatically V Allow this application to login automatically Login as Admin M B Allow this application to access Social Security Numbers customer credit card information and other personal data Tell me more Allow this application to access Social Security Numbers customer credit card information and other personal data Tell me more Search for information about this application at the QuickBooks Solutions Marketplace 4 Learn about applications that integrate with QuickBooks Cancel i Regarding the user in the multi user environment the user does not necessarily have to be an admin But it does need to be a user who has permission to view or view and make changes to the Chart of Accounts This will not be a security issue because the interface just needs access to view the COA and associate accounts with items There is no mechanism for making changes to the COA Installation checklist l Interface programs installed in the local CFS Apps OB Interface folder a The CFS and Apps folder may be named something else but the folder the interface is installed in must be named OB Interface
11. a If the file does not exist it can be created by entering the information into any word processing program or spreadsheet Choose Save As with the file type set to a csv file If you type it in Notepad it will automatically be a txt file of which you can just rename to have a csv extension Import of QB customers into the CFS contact center semi automatic amp optional If you have some customers in QuickBooks maybe some repeat customers that you would like to import into CFS there is a semi automatic way of doing this l Open the OB Interface folder and double click the ExportCustomer exe application file This is just a direct way of doing what clicking the button Refresh list of OB customers does on the job export window So if you clicked that button recently you probably don t need to export again It exports the OB customer list into a format that CFS can recognize and read to make the customer information available to save in CFS When prompted for the Export Folder make sure the path is set to where the file will get exported This needs to be your OB Interface folder In a standard installation the path is CACFSVMAppsNOB Interface Then click Export This might take a few minutes if you have a large file The exported file will be named customer csv It needs to be copied to the root of the main CFS folder and renamed to SDA CUSTOMER csv Run CFS Tools Miscellaneous Estimator and stop at the Input Customer inform
12. a setup requirement covered earlier in this manual i If you have the situation where there is a discount applied to the job AND the CUSTOM items are new to OB at the time of the import AND you choose to import the job as a OB Group the prices will not reflect the discount applied to the job in CFS ii To correct the current job first delete the estimate from OB Next make sure the newly imported CUSTOM items are set to be Non inventory items and then import the same job again Now that the items are not new to QB the prices should be correct iii You should also add the rest of the CUSTOM items through about CUSTOM 12 as non inventory items so that this situation does not occur again 6 The description of my Custom item on my transaction in OB is different from the item on the transaction in CFS a Make sure the Custom items are in QB as Non Inventory Parts and are NOT marked as Inactive b Make sure a newly created Custom item does NOT have an associate Unit of Measeure c Also make sure there is NOT a check mark in the box next to This item is used in assemblies or is purchased for a specific customer job This will cause there to be either no description or the description will be whatever happened to be in that item in the item list instead of the item description coming from CFS 7 The CUSTOM letter extension on a job transfer is different from what is set in the item in CFS a This is because the job was
13. choice but the components list separately on the transaction In other words by the time the job is figured those assemblies are not assemblies anymore Only the components of exploding assemblies need Part Numbers If some items that will be on transactions being imported from CFS are already in the QuickBooks item list there are two choices Either put the item name in OB into the Part Number field in CFS if it fits CFS requirements or change the item name in OB 1 QuickBooks provides several methods for editing the item list including the item name number en masse See the OB tutorials and directions for more information b Part Number Restrictions li iii While it is recommended to only use letters and numbers as Part Numbers The following characters are not recommended but acceptable period dash underscore and forward slash The reason these characters are not recommended is that when a person is loading a specific item by typing in the Part Number he or she then has to remember to type these special characters along with the rest Also it makes it longer and introduces one more variable that could throw things off Spaces will cause an error to occur when reading a pricing file for automated pricing updates so they should be avoided along with any special characters not listed above The Part Numbers of FABRICATED FAB POST FAB PIECE and SECTION have special meaning in the interface exp
14. computer generated Part Number is independent of what the item actually is or the entry if any in its Part Number field This generic Part Number will have the word CUSTOM as its base These CUSTOM items need to be added to the OB item list as Non Inventory Parts before job transfers begin This is because if a CUSTOM item gets added on the fly on a job with a discount the price may be incorrect If the item is already in QB at the time of transfer this potential problem can be avoided Also the default QB item Type is Inventory Part but CUSTOM items have to be Non inventory Parts If a CUSTOM item is added on the fly it is easy to forget to change that setting to a Non inventory Part This is critical for proper account posting CUSTOM items are re used each time a job is imported from CFS in this non inventory tracking mode Each CUSTOM item name will be appended by a user defined character designating a type of fence Since there can only be one line item of each item name number on any given transaction the interface will append a number to the base For example in an imported Chainlink Scratch Builder job the Item Name of the first item would be CUSTOM C the second CUSTOM C 1 the third item CUSTOM C 2 etc Recommended fence type item designators and resulting Item Name Numbers are listed here below It is best to stay with the S P and O because those Scratch Builders will automatically use those designators on the items th
15. creating the assemblies and or program QB estimate Components of assemblies and fabricated parts will be built fabricated items are ignored in OB When this job is imported Never track Usually track into OB it would inventory inventory immediately be converted into a sales order or invoice or a PO amp SO or PO amp Invoice or just a PO if it is not intended to be a SO or Invoice in the future OB estimate User would ONLY convert may be this OB estimate to a sales converted to order or invoice if he or she sales order or does not want the items invoice added to QB as permanent items Means for tracking jobs in QuickBooks back to CFS If a CFS estimate has a job number assigned to it and the job gets saved in CFS after assigning the job number that job number will automatically be included on the memo line of the job exported into QuickBooks If the CFS estimate is converted into a CFS invoice before exporting the CFS invoice number will automatically be included on the memo line Optional The CFS invoice could be handed to the customer immediately but the transaction not exported into QuickBooks until later Page 27 of 50 Workflow 1 User initiates job export from CFS in either inventory tracking or non tracking mode 2 Window pops up for user to make choices a If neither job number nor invoice number is on the memo line user can enter info in this field b User leaves CFS customer name in pl
16. non tracking mode is set in Update Master File on the Accounting tab ii When the counts are corrected in QuickBooks set the default appropriately 8 Recreate the CFS cross reference table a After the installation is complete and the commonly sold items have been imported into QuickBooks go into Update Master File in CFS and force the recreation of the cross reference table for the Record Source Part number fields This can be done by selecting Import another master file then closing that window and quitting Update 9 Importing assemblies into OB a Assemblies do not have to be imported into the OB item list during the setup process When a job is being transferred the interface will detect any assemblies not in OB already and add them If you have quite a few commonly sold assemblies or otherwise prefer to get them in OB prior to exporting jobs you can borrow the job transfer mechanism to transfer one of each It will also build them but that s okay because the next real job that gets transferred that contains one of those assemblies will use the built one before building more i If you would like to do this go to Miscellaneous Estimator enter as many as you like and transfer the job You can delete the estimate that gets created in QuickBooks but the built assemblies will be in the item list Page 25 of 50 Tip There is a way to circumvent the auto building of pre configured assemblies This approach would
17. not all your items in your Master File that you want treated as non inventory temporary items you can put the Part Number of CUSTOM in each of those items You can use a different designation from CUSTOM repeated in these items if you would like to Just be sure to have them be non inventory items They will be reused each time a new estimate comes over with that part name number However in order to minimize how many of these special items are in OB it is recommended you use the designator CUSTOM for Page 37 of 50 the part name number of items in CFS you want to be handled by the interface in this special way Importance of treating estimates different from sold jobs when exporting A QB assembly needs to be built in order for its component parts to be deducted from inventory which is normally a manual task within OB It is not practical to require the user to individually build the assembly for each fabricated part in order to keep the inventory tracking updated So instead when a job is exported from CFS and imported to OB the fabricated assembly will get created and built immediately and automatically The inventory count of the components will get decremented and the inventory count of the assemblies will get incremented appropriately The cost of the assembly is the sum of the cost of the components so the total value of inventory will stay the same When the sales order is converted into an invoice the count of the non assembly it
18. of what happens during Level 2 export import eeeseeseeseeeeeee ener nn nnne nnn nnne natns 35 When all items in the CFS job are in OB esesisisesseeeseeeeee enne ntn anna nna rn ants nn atras na 35 Why would some items not be in OB already sessi nnne 35 Assemblies Not applicable if not planning to track inventory essere 35 Permanent assembli s 2233 aca ction oO e e esee Adarand 35 Reusable Temporary Assemblies c ccssccssccssecssensseessenssenssenseenseenseenseeneenaeeesseessenseeessenssenssenss 36 Adequate inventory required to Build Assemblies eese ener 37 WEIte ITEBLEIGS aret t eei E e cado cueste co idein t eta e de i al Ser t 37 Importance of treating estimates different from sold jobs when exporting 38 Deleting SaleS OFdGTS 2 2 etie itr rae sack em ie apie eee tees hace ste eee poeta ters 39 Interface Maintenance niega RASEN NINE nOn KeCEE 40 Syncing the CFS and QuickBooks item lists esses enne enne nnne nnn 40 Introduction 2a nemus imd n usan at 40 Setup amp Maintenance OptiOTLS oreson a ix savescavecccaceasduscevascaacuvaccaccebaaseisevacenaeuvisucacdeaseazenvaecned 41 Transfer items from CFS to OB only relevant to Level 2 installations 41 Adding new items sometime after the initial setup is completed
19. option to do the task while sitting at the server you could do that and it would be much faster If that is not an option you can speed things up by doing your work locally You will be copying your CFS data files to your local computer doing the maintenance task and then putting the Master file back on the server Make sure no one changes anything in Update Master File while you are doing this operation because any changes to the Master File by someone else while you are in possession of the data files will be lost when you put it back When you are done you ll only be transferring the MASTER O file back to the server in order to avoid inadvertently influencing the invoice numbering system the Job Scheduling program etc iii To proceed copy the MASTER O and all the files beginning with SAVE from CFS on the server into your local CFS folder Run the Control Panel and change the CFS path to the local folder Now run maintenance and do your task When finished copy just the MASTER O back into the CFS folder on the server iv Run the Control Panel program again and change the CFS path back to the server path Page 48 of 50 12 Error 76 Path not found when trying to do the maintenance tasks of transferring costs or inventory counts from QB to CFS i If the transfers are to take place over a network the interface launches InterOp and Update exe from the server host CFS folder The CFSSetup dat file in the server CFS folde
20. saved BEFORE the letter in the item was added and the letter is different from the default letter the program automatically uses if there is no user defined letter Re creating the job from scratch or simply forcing a recalculation of the job will solve the problem Part Number issues 8 After a job is transferred to OB an item s on the list of materials has an incorrect Part Number It may be the PN of the item just before it i This could happen if the U M is turned on in OB but the item s does not have an entry in the Unit standard field in CFS Enter a unit description and try the transfer again 9 QuickBooks will not allow a certain Item name number to be used i You may have an Inactive part with that name number already Display your inactive items and you can see If you need that name number rename the inactive items and then you can use it for the new active item Page 47 of 50 10 When transferring a job a message pops up reporting that an item does not have a Part Number To identify the item missing a Part Number do the following i ii First click View Edit Estimate in CFS Make sure you are in the view where the second column is displaying the Part Numbers Scan the numbers in this column If an item does not have a Part Number the program displays the record number If you see an item that looks suspicious open it in Update Master File where you can view the specific Part Number field If it is empty
21. that co file and then browse to it to reset the path You may be able to just manually type the new path or file name in the field and save If the Control Panel does not open go to Computer and browse to your local OB Interface files probably CACFESNAppsNOB Interface and double click the CPANEI application file The Interface application may not have permission to access the OB company file or it may not have permission to log into OB automatically Log into OB as an administrator in single user mode Go to QB gt Edit gt Preferences gt Integrated Page 10 of 50 Applications gt Company Preferences Make sure there is NOT a check mark in Don t allow any applications to access this company file i Under Applications that have previously requested access to this company file highlight the CFS QuickBooks Application and click Properties ii The user does not necessarily have to be an administrator But it does need to be a user who has permission to view or view and make changes to the Chart of Accounts There is no need for concern changing the COA is not part of the Interface features The Interface just needs access to view it and associate accounts with items h Jobs transfer when QuickBooks is closed but not when it is open i Uninstall the interface according to the instructions in this manual Then reinstall the interface per the normal installation instructions 3 When transferring a job from CFS
22. the profile bottom rail inserts and lattice items For example if you do not have an I flag in a 5X5X192 profile and cut a 96 post from it the entire piece will be deducted from inventory for each post With an I flag in place only half the piece will be deducted There is more to know See the CFS manual chapter on setting up the PVC and or ornamental fabrication modules for more detail b Also if vinyl U channel is used to cover the tongue or on the sides of the lattice the smaller pieces are normally setup as assemblies to connect them to the raw material If a vinyl fabricated job is exported to QB in the summary mode there will have to be enough U channel assemblies on hand in QB for the job to transfer These can be built directly in OB or a Miscellaneous Estimator job could be created with the desired quantity of U channel assemblies This job could be transferred to OB thus letting the interface force the builds for you The estimate can then be deleted from QuickBooks c To add the I flags go to Update Master File Change Utilities Change Flags If you use InterOp after importing the flags back into the Master File you still need to go to Change Flags and go through the process of viewing each item and accepting the entry This is so the program has the opportunity to create the Inventory Control Record that results from adding an I flag to an item 3 Unit of Measure a If you turn the U M option on in
23. the items in CFS The interface will assign a generic Part Number based on the word CUSTOM to each item when the transaction is exported to QuickBooks o At the Export to QB window in CFS the Detailed Inventory Tracking Mode box must NOT contain a check mark The default can be set in Update Master File gt Accounting e Level 2 setup is the configuration needed in addition to Level 1that makes it possible to track inventory o The Part Number fields in the CFS items need to have entries and these entries have to be identical to the Item Name Number in QuickBooks The CFS Master File items can be exported and used to populate the item list in QuickBooks If this preferred method can be employed it guarantees the IDs will be the same o Atthe Export to OB window in CFS the Detailed Inventory Tracking Mode box MUST contain a check mark Page 15 of 50 Level 1 setup details 1 Sales Tax a The Sales Tax templates in CFS should be setup to replicate the Sales Tax options in OB The interface is going to ignore the sales tax associated with a job coming from CFS because OB will be handling the application of the correct tax The reason to have the sales taxes replicated in CFS is so the bottom line price of the job is the same total as it will be in QuickBooks 2 Part Numbers a e When a job is exported to QB in the non inventory tracking mode the system assigns a generic Part Number to each line item on that job The
24. to be dealt with Installing the interface program files 1 Backup the CFS and QuickBooks data a The data in the CFS folder to backup is the MASTER O file and all the files beginning with the word SAVE If you operate CFS over a network make sure you are backing up the files in the CFS folder on the server 2 Make sure the CFS program files are current b To do this go to the CFS Utility window Online Support Online Services and click Check for Updates Now 3 Setting in CFS gt Update Master File to turn interface on c Pointer 97 needs to be set to 7 It can only be set by or with the help of a Software Design Associates technician 4 The interface needs to be installed on the local drive of network workstations d The programs and data files will be installed on the local drive e Werecommend you have a folder named Apps in your local CFS folder Inside the Apps folder will be sub folders for each of the CFS Enterprise apps The only one that is required to be run locally is the OB Interface app So the Apps folder would contain at least a folder named OB Interface This particular folder name is required f The usual path would end up being C CFS Apps OB_Interface g The drive letter can be something different from C and the CFS folder and Apps folder could have different names but the QB_Interface folder must be named this Also see information below regarding the enterprise xml file 5 Know
25. 2 setup tracking inventory eite i peser a aasa acra eae aie eanet 19 t LaborRecords ieu tereti ehe O Rcx eee eR elec ao ree ees 19 2 Alert PVC and or ornamental fencing fabricator module users 20 REMO BEC REM 20 4 Verify assemblies are flagged correctly esses sesenta nnne nnn tranh anna nnnnn 21 S CES Part NUM GES x 5 eedem iere ei iere opere etis eee Rede eR e sas 22 6 Preparing the CFS Master File export for Populating the QuickBooks Item List 24 7 Importing the items exported from CFS into QuickBooks essen 25 8 Recreate the CFS cross reference table ccscsscsscssssssscsscsssssssesscsscssssesecsesessesessesssssssesseeasees 25 9 Importing assemblies into OB ccescesesssssesseeseessesseseecsesseecsesaeeseeseeseeseeeseeeneseessessessaeseensans 25 Daily vo abl NER LES 27 fonde 28 Daily Use Explanation ie nere teet crecer eee Rene A i es 29 Exporting Level 1 MIR 29 Exporting Level 2 JObS ise Ce Paes ie ee a ee eS 29 Page 2 of 50 Customer name is required ien eec bn ee 29 The Group Option su eerte cese de teat a E a ai e red e e eaa 32 When job items are new to QUICKBOOKS ccesesssessesscesseesscesscesseesseesseesseecseesaeesseecaeeseesseesseesseeeaes 33 If the job being exported is not sold yet an estimate esses nennen nnn nnns 34 Detail
26. Agency Price Amount or Rate ii Next click to the right of the Type or whatever is on your first line in order to see the field names of the Excel file See the image below Page 49 of 50 xi Mapping name New items from CFS Import type Item z Tax Code Account Income Account Expense COGS Account Asset Account Deposit To Account Accumulated Depreciation Purchase Description Quantity On Hand UM U M Set Cost Preferred Vendor Tax Agency Price iii Continue with the mapping and the import If the import detects a conflict it will generate an error log Save the error log and open it to view the messages describing the issue causing the conflict Page 50 of 50
27. CFS amp VFT To QuickBooks Premier or Enterprise Solutions Interface QBI Manual For OBI users and Software Design Associates support technicians Last edited 9 05 2014 The purpose of this interface is to create an efficient and user friendly means for jobs created in CFS to transfer to Estimates in QuickBooks where they can be converted into Sales Orders Invoices and or Purchase Orders This interface can be setup to just track the sales transaction or to track the sales transaction and the inventory in QuickBooks affected by a job coming from CFS During the transfer the user may choose the OB group mode In this mode the items will still be listed individually on the screen display in OB but print as a group or groups using the job description as the default group name Group is a OB option and is limited to 20 items per group so there could be more than one group on the output See OB for more detail The CFS to QuickBooks Interface is built upon the CFS Enterprise Edition tools so OB Interface customers are automatically CFS Enterprise customers and receive all the Enterprise features Note This interface will not work with OB Pro POS or OB Online It will not work with OB Pro because Pro does not accommodate for assemblies CFS to QuickBooks Interface OBI Project Manager Software Design Associates 800 544 2536 toll free 406 256 5133 fax Page 1 of 50 Table of Contents Installation amp Data o SAE D i o
28. EEE E AE E EEE EAE E E E EE TETA 4 Installing the interface program filS cccscsscsscsssssssesscsscssssesecsscessesecsecseseesaeseeseesesauseesesaesaesansenseeaseas 4 1 Backup the CFS and QuickBooks data ccccessssssssssesseesseessecssecseecseeceeceecseeseesseesseesseesseesseeeaes 4 2 Make sure the CFS program files are current seesessesseeeeeee senten ernannt nnne nnn tn anna nn nna 4 3 Setting in CFS Update Master File to turn interface on 4 4 The interface needs to be installed on the local drive of network workstations 4 5 Know the path to the QuickBooks company file sees eene nennt nennen 4 6 Know which OB user the interface will link to eeeeeeeeeeenen nennen 4 7 Security and Permissions Settings ccccecccesceceeceeeeseeeeeeeeeceeeeeeeeseeseeeeeasseeseeaecaseeeeeseeaeeaneetseesees 5 8 Download the CFS QB_Interface_Fil s Zip cccscsssssscsscseessessecsecseeseesseceeeseeseeseesetestesescaeeseeseens 5 9 To install in Windows XP cccsscssccsccseessecsecseeseessecseseeseeseesaeeeeseesaesseesesseeseeaessnssaesaeesessaseassansanes 5 10 For Vista Windows 7 Windows 8 and later installation eene 5 Iristallation checklist oo RS Rare ater n Rc RE ERR eee RE RR ERES 7 Sales SRepS CSV 16x reete tine n ated rettet n o a ec Reed eee 9 Import of OB customers into the CFS contact center semi automatic amp
29. ILES for common errors gt check for Unnecessary Flags The report can be displayed on the screen or printed e Avoid having assemblies as components of assemblies if possible If this is unavoidable there will need to be enough sub assemblies built in QB to have enough on hand to build the primary assembly just like there has to be enough regular items on hand to build an assembly The sub assembly can be manually built in OB or you can borrow the job transfer mechanism to automatically build them for you Go to Miscellaneous Estimator enter as many as you like and transfer the job You can delete the estimate that gets created in QuickBooks but the built assemblies will be done f There are two ways to verify the assemblies are flagged correctly without InterOp or with Interop Checking with InterOp is much easier i To check without InterOp 1 Use either the list of assemblies printed from the assembly window or the APF exe export for references when you go to Open Record or Utilities gt Change Flags to verify flag settings ii If using InterOp to examine assembly flags a list of the assemblies first needs to be exported to a text file for InterOp to read To do so open Page 21 of 50 iii your main CFS folder and double click on the APF exe application file Fither export option will work The file path is where the file will get created and needs to be to the same folder InterOp is getting launched from Click OK A
30. ITY DISCOUNT 0 0000 Quantity Retail Price 140 3723 Ok In this example the List Price Cost is set to the vendor s list price with a dealer discount of 8 If a dealer already had a supply of this particular product in the yard and this List Price was updated to reflect a price hike that occurred AFTER the last shipment thus making it the replacement list price the new cost will be the replacement cost and an amount higher than the cost previously recorded in OB As you can see the Retail Price is calculated based on the Actual Cost plus some optional markups plus the margin or markup This Retail Price can be exported to QuickBooks which is recommended so the selling price will be the same in both programs The replacement cost is in CFS the price paid for the product would be in QB and the selling price would be calculated in CFS but exported so it would be the same in QB Page 43 of 50 Considerations if you do want to transfer costs from OB to CFS When you transfer either the Average cost or the Last Purchase cost from OB to CFS the program will update the List Price Cost field in CFS If some items are setup in CFS to have a discount applied to the list price it will be critical that you remove the discount as the cost number coming from OB will already be net of discounts As you can see from the detailed pricing structure in CFS if no discount is entered then List and Actual will be the same amount
31. OST 2 etc PVC and ornamental fabricator module fabricated individual post rails and pickets will be FAB PIECE P FAB PIECE P 1 FAB PIECE P 2 etc or FAB PIECE O FAB PIECE O 1 FAB PIECE O 2 PVC ornamental and wood fabricator module fabricated whole sections will be SECTION P SECTION P 1 SECTION P 2 etc or SECTION O SECTION O 1 SECTION O 2 etc or SECTION W SECTION W 1 SECTION W 2 etc For example CFS fabricates chainlink gates and posts Unless you have the chainlink scratch builder setup to use pre built posts on a job it takes the pipe price foot item times the feet needed for the post and adds a cutting charge For these fabricated posts the pipe item in QB would be for a foot not a stick and it would be the feet of pipe that is tracked in QB This is a straight forward easy way to track pipe There is a way to track sticks of pipe However it involves a fairly complicated CFS setup process Please call if you want to discuss this in more detail The reusable assembly for this post would be named FAB POST Each time a fabricated post is transferred in a job to OB the interface would reuse an item named FAB POST but change the description the component part and the cost and selling price If the FAB POST reusable assembly is on a Sales Order in OB the interface will create a new reusable assembly item named FAB POST 1 for the next incoming post When the Sales Order that includes the item FAB POST is invoiced FAB
32. POST become available for reuse This same logic is used for all the CFS fabricated products Adequate inventory required to Build Assemblies Not applicable if not planning to track inventory If there are any assemblies permanent or reusable in a job there has to be enough component parts on hand in OB to build the assemblies in order for the transfer to take place If there is not enough a report will pop up about which inventory items are deficient After receiving an adequate amount of these items in OB you can try the transfer again If you prefer you can use the APF exe app to export assemblies from CFS and see all the products for permanent assemblies that need to be on hand if that assembly is transferred If an item is an assembly in CFS but not an assembly in OB an undesirable situation and it is on a job being transferred it will not complete the transfer because the interface will not be able to build the assembly The situation would need to be rectified before the job could be transferred Write in Entries CFS allows the user to include an item on an estimate that is not in the Master File CFS s item list Items are entered by typing a W for W rite as the Part Number CFS recognizes this as a special entry and automatically gives it a Part Number starting with the word CUSTOM These entries are handled in OB the same way as the CUSTOM parts described in the previous section of this manual If you have some items but
33. Pricing Functions in CFS There are what is referred to as permanent assemblies and reusable assemblies in OB for purposes of this interface Even though fabrication charges come into play in CFS they will not transfer into the components of reusable assemblies in OB Regardless while the cost will be different the selling price in both CFS and OB can be the same if the user prefers them to be recommended Permanent assemblies Permanent inventory assembly items are what you would normally think of They are items fabricated by your business with your purchased raw material They are setup as Assemblies a k a Additional Pricing Functions in CFS and may or may not currently be setup in OB Page 35 of 50 Assemblies will not be transferred to QB along with the commonly sold items during the initial setup They would either get transferred as needed when an estimate containing one or more is transferred to OB or the user can create a CFS Miscellaneous Estimate containing up to 100 different assemblies per estimate and transfer the estimate to OB After borrowing the export feature to populate assembly items into QB it is recommended you delete the estimate in order to avoid confusion later The interface will automatically build each assembly in QB but that is okay because the total value of inventory will stay the same and additional assemblies will only be built if needed If you change the description or components of an assem
34. S Inventory counts will automatically be decremented when the invoice is saved upon exit Go to Update Master File Inventory window Click Sort to deduct Generate order Manually use this order to create a PO in QB Order and receive products Go to CFS and transfer invoices to QB Page 45 of 50 Troubleshooting Functionality General errors 1 When exporting a job get Error Failed to import Status Ok a Try the export again If it fails again reboot the computer If it fails again call support The error message is too general to have a specific solution Most likely the job file and the program are okay but something in the environment is not working ideally 2 Nothing happens when clicking to Export the job to OB a The interface may not be installed on this computer 3 Error Fail to Import Estimate Add OR EstimateLineAddList required list is empty End of EstimateAdd OK a The application that imports the job into OB cannot find the job file accxml xml This is the file created when exporting from the Interface window Try to export the job again Reboot the computer If the problem persists check the paths in the Enterprise xml file and the Control panel or call for support QuickBooks Customer List on Interface Window 4 The following error pops up when the QuickBooks customer file is refreshed or when an export to QuickBooks is attempted a AccXmlWrapper x readCustomerData System ArgumentException Ad
35. To remove the discount in CFS go to Update Master File gt Change Pricing Factors If you are not familiar with how to use this feature please watch the online video tutorial and or read about it in the manual or call us for support You may only have some items in QB out of the entire product line in CFS that has a discount applied to it So you would not want to end up with the situation where only some of the items in CFS have a List net of discount and other that are not To remedy this you can decrease the List Price by the discount amount To do this go to Update Master File gt Change List Price gt choose the category or group of items to affect gt choose Entering a percentage to add to the List Price Cost Enter a negative percentage for example 8 to decrease it by 8 You can also use InterOp You could export the Master File to a spreadsheet program copy and paste special the Actual prices into the List Price field and then import back into CFS Purchase Orders If the CFS job does not contain any pre defined assemblies or fabricated products it can be transferred to QuickBooks and converted into a PO with no special considerations However if it does contain items other than in the units you purchase it in the job needs to be modified before it is exported There are a couple ways to do this Purchase Order for One job 1 For the simplest of jobs delete the assemblies and fabricated items and manually add the raw material for m
36. U flag stands for U n assemble so components are accounted for in regards to inventory tracking purposes A stands for a weighted A verage so the program auto figures the markup on the assembly based on the markups on the component parts and E stands for E xplode causing the components not the assembly to list individually on the output b If an assembly item in CFS contains a U flag the interface will recognize the components and track inventory appropriately If an assembly item does not contain a U flag the interface ignores the components and treats it like a regular non assembly item This may be desired when an assembly is only setup for calculating the cost of an item For example the cost of a board could be setup as an assembly where the component is a quantity of a price per board foot Another example is when a linear foot of fabric is setup with a component of the cost per square foot but you want to track inventory of the linear feet not the square feet In both these cases there should be no U flag in the boards or fabric c The assemblies can be viewed edited deleted and printed by going to Update Master File gt Change List Price gt Assemblies Additional Pricing Functions Print the list for referencing when reviewing or changing the flags d There is a utility feature in CFS to check for items flagged as assemblies but are not assemblies Go to Update Master File gt Check MASTER FILE amp SAVE F
37. XmlIWrapper exe window This will add one more step but may solve the problem It causes the application to get launched by a user rather than another application which seems to be the cause of the problem with some operating Page 11 of 50 systems Create shortcuts for the following applications and save them in the Shortcuts folder i ImportEstimate exe and name it Export job to QB ii ExportCustomer exe and name it Refresh list of QB customers iii CPanel and name it Open the Control Panel 4 When trying to install OBFCS this error occurs Error ID_STRING7 User does not have permission to install programs a Login as an administrator and try again Page 12 of 50 To uninstall the interface l When logged in as an administrator go to QuickBooks gt Edit gt Preference gt Integrated Applications gt Company Preferences gt highlight the interface option and click Remove On your computer go to Start gt Settings gt Control Panel gt select Fence Software QuickBooks Application and press Remove If you plan to reinstall just delete the file named Settings txt If you are not planning to reinstall you could delete the entire QB_Interface folder Page 13 of 50 Data Setup QuickBooks 1 Tracking Inventory a If you plan to track inventory make sure you have this option turned on in QB 2 Unit of Measure a The Unit will import from CFS If you would like the Unit to display in OB the Unit
38. ace or chooses from a list of customers already in OB c User has option to choose a sales rep if setup d User will have option to have the items go over as a Group in OB in order to have the subsequent option in OB to print the transaction with a one line description of the job rather than as an itemized list User clicks button to initiate transfer 3al If inventory tracking is enabled items not in OB are detected A window pops up listing the items and user can change the default accounts if necessary Income Asset COGS and Item type If defaults are not appropriate change here or cancel the job go to the Control Panel change the defaults then start the export again 3a2 Job imports into OB and Estimate opens automatically if OB is running Customer code name amp address memo amp sales rep fields are filled in from earlier choices User fills in more fields if desired All sales taxes are dealt with solely by OB Non inventory tracked jobs would be converted into a SO or invoice Inventory tracked jobs would be converted into a sales order or invoice or a PO amp SO or PO amp Invoice or just a PO if the job is not intended to be a SO or Invoice in the future Page 28 of 50 Daily Use Explanation Jobs can be exported from any of the Estimating module menus and the Cash Register reports menu Exporting Level 1 Jobs Level 1 jobs can be exported to QB using the same method whether they are sold or n
39. act the files into this same folder making sure they extract into C CFS and not into a sub folder 9 To install in Windows XP 10 Have QuickBooks open as an administrator and in the single user mode In the C CFS CFS QB_Interface_Installation_File folder run the Setup exe file QDBC will be installed first if it is not present Make sure the default interface installation path is changed to the correct location usually C CFS Apps QB_Interface Towards the end of the installation have it automatically start the application Browse to locate the QB company file and then click Test Connection Follow the on screen instructions When registering the interface to access OB choose to allow access even when OB is not open It is recommended to have QB open when exporting jobs but this way you will not be restricted if you needed to export when it was not open If CFS is running over a network when establishing the CFS data path either a mapped network drive or a UNC path are options If one way does not work try the other A UNC path is set by browsing through My Network Places or Network to locate the main CFS folder Do a test transfer The easiest way is to go to Miscellaneous Estimator enter one of something and attempt the export Remember to have a customer name For Vista Windows 7 Windows 8 and later installation Close QuickBooks Applicable for secondary setups also Make sure the shortcut icon for OB is lo
40. ad of the Part Number as the Part Number on the output iii The way to expand the Source Number from a maximum of 12 to 15 characters is to put a 15 in the first field of the two part Source Number This also makes the expanded Source Numbers easy to identify 6 Preparing the CFS Master File export for Populating the QuickBooks Item List a Export the CFS assemblies to a text file so the Master File can be exported ina way that excludes assemblies It is critical that assemblies be excluded from the list of non assembly items to be imported into QuickBooks See a separate section regarding the proper way to transfer assemblies from CFS to OB i To export the assemblies run the APF exe program as described above under the section related to verifying assembly flags b To export the file for use in populating the OB item list run InterOp and choose the option to Export to Accounting CSV This option will exclude the assemblies if the APF txt file is present in the local CFS folder as described above This is very important so double check that assemblies are indeed being excluded before proceeding c Keep your commonly sold items and delete all the items that do not need to be imported into QuickBooks Keep in mind that items not in QuickBooks can be added during a job export However it is best to keep that circumstance to a practical minimum It is recommended that if you have a plug amp play ornamental or PVC module su
41. adsheet program like Excel Changes can be made to certain fields and then imported back into CFS The details of InterOp functionality is in the separate CFS Enterprise Edition CFSE manual InterOp is very useful for quickly making the changes needed in the CFS Master File and later to prepare the items exported from the Master File for importing into QuickBooks These directions include how to make the changes without InterOp and with InterOp 1 Labor Records a While it is useful to include labor as a component in CFS for calculating the cost and subsequent selling price of an assembly whether that assembly is pre defined or a product fabricated as needed by the estimating program it is usually not appropriate as a component of an assembly in QB In QB the components should only be materials because the labor is accounted for when people are paid to do the work b To ensure that fabrication labor is not transferred to QB as the component of an assembly the word LABOR or Labor should be in the description of these items in CFS Items containing the word labor will not transfer to OB whether it is a component of an assembly or not This should not be confused with the installation labor This is the Labor entry listed separate from the materials and only appears as a result of entries in the Labor module This Labor does transfer to QuickBooks c There are labor items in CFS for cutting chainlink posts from full lengths that ar
42. aking those products a If there is a fabricated chainlink gate or gates involved print the Fabricated Gate Cut Sheet s to paper or a pdf for referencing the quantities and Part Numbers of the components and add them to the list of materials Delete the gate s from the job and add the quantities and parts b Fabricated posts contain info regarding the raw material for reference for editing c If the job contains a predefined assembly like a double gate drop rod assembly highlight that line on the estimate and type an E This automatically replaces the assembly with all its components instead When there are no more assemblies on the BOM save it then export it to OB Turn it into a PO d For creating a Sales Order or Invoice for the customer load the original non edited job in CFS and export it Page 44 of 50 Creating a PO for multiple jobs 2 If there are several jobs for which material needs to be ordered a Merge the jobs together before or after the material for assemblies and fabricated products has been accounted for b When the situation warrants a process can be implemented that eliminates the need to manually edit the job s This is a semi automatic way of creating the PO in QuickBooks by first using the inventory module in CFS i ii iii Import inventory counts from QB to CFS Make sure automatic inventory update is turned on in the CFS Cash Register program Convert desired estimates into invoices in CF
43. ate names and the quickest way to resolve the issue alo x Customer GENE MORRISON 1446 ELM STREET qM BILLINGS MT 59102 Salesperson fis Jus Jeff Smith Memo Field Send as Group for one line transaction option 1 50 Export to Quickbooks C CFS Apps QB_Interface Export xml Label7 Page 30 of 50 Sample drop down of existing QuickBooks customers GENE MORRISON GENE MORRISON Refresh list of QB customers FRANK BARTUSEK GAVIN SMITH HARRY SMITH JOHN WAKEFIELD JOHN WAKEFIELD CONSTRUCTION MARK THOMPSON MARK WAHLBURG MARY STEWART NEW CUSTOMER TOM JONES III TOM NELSON WCS CONSTRUCTION Memo Field The contents of the Memo Field on the interface window will export into the memo field in QuickBooks If you transfer jobs from the estimating modules and want a reference back to CFS an option is to use the CFS job numbering system If a job number is assigned and the job is saved prior to export the job number will automatically be on the memo line If the job is converted into an invoice in CFS first and then exported the invoice number will show up in the memo field The invoice number cannot be changed once it is in the memo field When you click the Export to QuickBooks button and there are no items new to OB the OB estimate is created and will automatically open in QuickBooks if OB is running Create Estimates ni x Previous S Next Ej Save Sprint Cd E mail X Fi
44. ation window Put a checkmark in the box next to Search Special Customer File and your list of QuickBooks customers should appear The program accesses the CFS customer list when the checkmark is absent and accesses the exported QuickBooks list when the checkmark is present Double click a customer to load the information into the fields Edit if necessary and Click Save This saves the entry in the CFS contact center and at the bottom of the displayed list Notice the checkmark is gone and the CFS list is displayed Even though they are not displayed in alphabetical order a customer can be found quickly by typing characters into the search window just to the right of the Save button Page 9 of 50 Troubleshooting Installation 1 When first trying to establish the connection a message pops up that the program cannot open QuickBooks because it is already open a b This solution worked on a Windows 7 computer i Uninstall the interface Turn off the User Account Control and reboot Reinstall per the directions by right clicking on Setup exe and choosing to run as an admin When running CPANEL exe and get to the point where you will be opening QuickBooks start it the normal way Not running as admin as in the normal directions ii You could experiment without turning off the UAC install setup as admin but run QuickBooks the normal way This solution worked on a Windows 8 computer i UAC was on ii Installed Setup exe in the
45. atus During Estimating b Setup the parameters for a suggested product order on the Inventory tab in Update Master File Sync Prices You need to Export Item List from CFS before you can access the Sync Price window First choose the appropriate Export button and then the appropriate Update button 1 Export Sales Price From CFS a CFS contains more sophisticated pricing options than OB so it will be the primary location for the user to establish the retail prices It is assumed in this discussion that the user wants the retail price to be the same in both programs Recommended procedure use the tools in CFS Update Master File and Change Pricing Factors to establish your retail selling prices Then use the interface feature to transfer these retail prices from CFS into OB 2 Transfer average cost or last purchase price from QB to CFS a This option would be used if you want the cost to be the same in both programs See the following in depth discussion When you update the costs in CFS you will be left in the Update Master File program in CFS Quit out of Update in order to let it recalculate the new retail prices before doing more price syncing in Setup amp Maintenance If you now intend to bring that updated CFS retail price into the QB selling price make sure you refresh the Export item List from CFS before doing SO 3 This process can be quite slow if working over a network Page 42 of 50 Should you transfer cost in QB to co
46. bly in CFS the interface will update the assembly in QB automatically the next time it is transferred to QB It is important to verify that all the assemblies have a U flag if you want the interface to track the component parts used to build that assembly A U flag stands for Un assemble and instructs the program to track the inventory used to build it Usually an assembly does contain component parts you want tracked But assemblies can also be setup for pricing purposes only For example you could have a record in CFS for the price per 1000 board feet for a certain kind of wood Maybe that is how your vendor quotes prices to you You could have a board setup as an assembly with a component part set to the quantity of the per 1000 board foot record When you update the price in the per 1000 board foot record the board price will update automatically In this case for inventory purposes you want to track the sale of the board not its component When assemblies are used this way they are not real assemblies of tangible items but it works very nice for minimizing the maintenance of product costs Another example would be if you setup all the fabric recordd to have components of records of the price per square foot You ll want to track the feet of fabric not the price per square foot This will work just fine if the record does NOT contain a U flag A U flag is not needed if an E flag is in the assembly record E stands for Explode and
47. cated where it will be accessible when the interface installation windows are open In the CACFSNCFS OB Interface Installation File folder it is critical see exception in installation troubleshooting section to Right click on the installer Setup exe and choose Run as administrator QDBC will be installed first if it is not present Make sure the default interface installation path is changed to the correct location usually CNCFSNAppsNOB Interface At the end of the installation uncheck to start the application Finish and then double click the CPANEL exe and browse to find the OB company file Click test connection and yes Page 5 of 50 t Do not close the setup window asking you to open QB It is also critical to open QuickBooks by right clicking on the icon and selecting Run as administrator After it is open make sure it is in the single user mode u When selecting a QB user make sure you choose a user with permission to access the Chart of Accounts Allow access of the application to the QuickBooks file whether it is open or closed v Close QuickBooks and re open it After the connection is established you don t need to open QuickBooks as an administrator w If CFS is running over a network when establishing the CFS data path either a mapped network drive path or a UNC path are options If one way does not work try the other A UNC path is set by browsing through My Network Places or Network to locate the main
48. ch as Ameristar Ornamental or Bufftech PVC you can either pick out the commonly sold of these items to keep or more simply delete the entire item block and let the interface add them during exports to QB If you fabricate PVC or ornamental keep the appropriate raw material Also delete any labor items that contain the word LABOR or Labor Save the file The file name ItemsForQB is used for this example d Identify each group of Inventory Part items you may or may not have more than one group that will have the same asset cost of goods sold and income accounts associated with them Manually add one item from each group into the QuickBooks item list in the manner you prefer Usually you would be choosing Inventory Part entering the Item Name Number if it is to be a Subitem the Unit of Measure the Description for Purchase Information and Sales Information usually the same Cost Sales Price COGS account Income Account Asset Account and if it is taxable Other fields are optional e In QuickBooks export the item list to Excel preferably without the directions cover worksheet Delete all but the items you added manually in the previous step This provides you with the format necessary for importing the entire group or groups of items from CFS f Using the tools within Excel format the ItemsForQB file to the format of the Excel file exported from QuickBooks in the previous step When that is done it Page 24 of 50
49. con_name gt lt settings gt lt settings gt lt xmifilepath gt C CFS Apps QB_Interface Export xml lt xmlfilepath gt lt xmlexecpath gt C CFS Apps QB_Interface AccXMLWrapper exe lt xmlexecpath gt lt sda_menu_name gt Export to QuickBooks lt sda_menu_name gt lt sda_icon_name gt C CFS Apps QB_Interface lt sda_icon_name gt lt settings gt lt qbpath gt C CFS Apps lt qbpath gt 4 If CFS is on a server there needs to be a CFSSetup dat in the server CFS folder This file is in addition to the normal CFSSetup dat in the local CFS folder It is critical that the data path in these files are correct for CFS amp OB syncing features to work correctly They should be identical 5 InterOp exe needs to be located in the main CFS data folder and in the local CFS folder 6 APF exe should be in the local CFS folder Page 8 of 50 Sales_Reps csv If you would like to use the option to be able to select a sales rep s initials during the export process there needs to be a file name Sales_reps csv in the C CFS Apps QB_Interface folder A sample file of this name is normally included in the installation Right click on it and open it with Notepad It contains only two fields the sales rep s initials and the sales rep s name separated by a comma Enter the initials comma and name on separate lines for each sales rep Do not include spaces Do not have empty rows It is necessary to keep this file name and this location
50. d failed Duplicate key value supplied at Microsoft VisualBasic Collection Add Object Item String Key Object Before Object After at AccXmlWrapper Form 1 readCustomerData e b There are probably duplicate job names in the QuickBooks customer center Each active job must have a unique name If one or more jobs with identical names are completed mark the completed jobs Inactive If there are more than one active jobs with the same name edit as necessary to make sure each name is unique For example the job start date could be added to the end of the name c A quick way to identify all jobs with identical names is to open the C CFS Apps QOB_Interface customer csv file in Excel or another spreadsheet program conditionally format duplicate entries in the name column in color and then sort by color AII the duplicates will be listed in color and together d Refresh the customer list on the Interface window The module the Interface window was accessed from needs to be closed and reopened either before or after the customer list is refreshed in order to be able to properly view the new drop down list of customers Page 46 of 50 Issues pertaining to non inventory CUSTOM items 5 An imported job with CUSTOM Part Numbers has selling prices different from the prices on the job in CFS a The CUSTOM parts CUSTOM CUSTOM 1 CUSTOM 2 CUSTOM 12 may not have been added to the items in OB prior to the job import This is
51. e normally named Cutting Cost cutting lumber such as Lumber Cross Cut for fabricating chainlink gates named Welding Cost for fabricating PVC and Ornamental profiles like Routing Charge Punching Charge etc and more This kind of labor is used in the CFS fabrication process in order to price products correctly Or sometimes this labor is used as components of pre defined assemblies Either way the fabricated product or pre defined assemblies will transfer into OB as an assembly cut without the labor component if these directions are followed d There are a couple ways to add the word labor to multiple items all at once The word can be in either the Item field or the Description field Open Record or the Change Descriptions feature in Update Master File can be used If you have and use InterOp to update the entries remember that the words in the Item field cannot be imported back into CFS so add Labor into the Description field If the word Labor is already in the item field it does not need to be added to the Description field It just needs to be in one or the other field e If you want to have some labor available to be listed on the material list after import into QB make sure it does NOT contain the word Labor You could call it a charge or a fee Page 19 of 50 2 Alert PVC and or ornamental fencing fabricator module users a It is critical for proper inventory tracking to have I T nventory flags in
52. ems and the count of the assembled items will get deducted from inventory As you can see you would not want it to be deducting the raw material that went into the various scratch builder fabricated parts if the job is not sold Thus if the job is not sold but you want to export it to OB anyway maybe to use some QB functionality the job needs to be exported in a non inventory tracking mode so it will not build assemblies in OB for fabricated parts or permanent assemblies There is a setting on the export window for either mode When it is in the non inventory tracking mode the interface uses non inventory reusable items in OB named CUSTOM CUSTOM 1 CUSTOM 2 etc If the job is later sold you need to load it in CFS and export it again this time in the inventory tracking mode Note You can set the inventory tracking non tracking default mode in the Program Configuration of the Cash Register program or on the Accounting tab in Update Master File Why do we need to do it this way CFS is quite sophisticated in its ability to let the user fabricate virtually an unlimited variety of products on an as needed basis There is no way to mock this ability in QB OB doesn t have a mechanism for virtually unlimited what if fabrication scenarios So basically you would be borrowing the estimate mode in OB for non sold jobs in the non inventory tracking mode The trade off benefit of having to send the job twice is when you send a sold job in the
53. ey fabricate i S for Chainlink CUSTOM S CUSTOM GS 1 CUSTOM S 30 ii P for PVC Vinyl fence items CUSTOM P CUSTOM P 1 CUSTOM P 12 iii O for Ornamental CUSTOM O CUSTOM O 1 CUSTOM O 12 iv W for Wood items CUSTOM W CUSTOM W 1 CUSTOM W 12 v Xfor Wire Panel items CUSTOM X CUSTOM X 1 CUSTOM X 12 vi M for Miscellaneous items CUSTOM M CUSTOM M 1 CUSTOM M 12 vii No designator for Write in entries CUSTOM CUSTOM 1 CUSTOM 5 viii R for Residential SB CUSTOM R CUSTOM R 1 CUSTOM R 6 1 The CUSTOMHR items are only needed if the Residential Scratch Builder is going to be used No matter the account designator it will use CUSTOM R for fabricated gates and posts Each fence type has a different designator so you can post the sales amounts for each kind of fence to separate income accounts If you intend to have the sales Page 16 of 50 amounts for all fence types posted to the same income account you would associate the same income account to all the CUSTOM items Or you could assign the same fence type designator to all the Master File items However keeping the different designators would make it easier in the future if you ever wanted to start recording sales to different accounts 3 CFS Write In Entries i CFS Write In Entries are created by the user to sell items that are not in the Master File To accommodate for CFS Write in entries the interface assigns a Part Number of CUSTOM with no fence t
54. instructs the program to break out the components to list in the bill of materials Therefore these assemblies are no longer assemblies by the time they are on the list of materials in the CFS job and do not enter the picture by the time the job is exported to OB This is also why they do not need a U flag as they automatically un assemble into the material list when used Reusable Temporary Assemblies When fabricated products like fabricated chainlink gates and posts or PVC or ornamental posts rails pickets or complete sections are on a job to be exported the only way to track the inventory involved in the production of these parts is to create an assembly in OB In order to not create a permanent assembly for every single different piece that might ever be fabricated as this would soon use up all the item spots available to OB instead it will treat these fabricated part assemblies as reusable They will not be meant for permanent individual assembly tracking The assembly will stay intact for a job throughout the life of the sales order After the job has been invoiced then that fabricated assembly item is available to get reused for a new fabricated part coming in from CFS The names of the reusable assembly items in OB will be the following Fabricated Chainlink Scratch Builder gates will be FABRICATED FABRICATED 1 FABRICATED 2 etc Fabricated Chainlink Scratch Builder posts will be Page 36 of 50 FAB POST FAB POST 1 FAB P
55. inventory tracking mode you get EXACT AUTOMATIC and SMOOTH inventory tracking of all parts which includes regular parts components of permanent assemblies and the components of the potentially unlimited number of products that could be fabricated by CFS Page 38 of 50 Deleting Sales Orders If a Sales Order does not contain any assemblies it can be deleted as usual However if a Sales Order contains any assemblies special considerations could be taken to reverse the build if necessary Remember that the component parts are already deducted from inventory This happened when the job was imported from CFS If the part is already fabricated in the shop and you are still going to charge the customer delete any non assemblies from the Sales Order if you prefer and convert the remainder into an Invoice If you have not actually fabricated the assemblies yet and are willing to cancel the entire Sales Order you should make an inventory adjustment to reverse the builds either immediately before or after you delete the sales order This is particularly important for the special assemblies for items fabricated by CFS as needed for a particular job See the section in this manual on temporary reusable assemblies to identify these assembly items in OB Reversing the build of permanent assemblies is optional as the interface will only build more of them during an export if there are not enough on hand at the time of the export To reverse a build
56. n the transaction in QuickBooks the Quick add feature only saves the customer name in the Customer Center not the address Page 29 of 50 A list of OB customers can be generated and made available to use in a drop down list by clicking the Refresh list of QB customers button If the list is refreshed but you do not see an expected entry close the export save the job close the module and reopen the module load the job and click to export again Now the list can be viewed properly Tip If the customer is going to be new to QuickBooks or the address block in QuickBooks needs to be updated you can intentionally have at least one incorrect character on the street mailing address line in CFS so there is something to change after it is in QuickBooks Putting an X at the end would suffice After the job is transferred to QuickBooks remove the X from the address block When leaving the transaction QuickBooks will prompt if you want to update the customer file Clicking Yes will save the entire corrected address to the customer file Do not put the incorrect character s in the name because QuickBooks will add a new customer instead of just correcting the old one Use the street address line instead Warning If choosing from the list of existing QuickBooks customers all active jobs in QuickBooks must have unique names or the list will get truncated See the troubleshooting section at the end of this manual for error details related to duplic
57. nd Mf Speling Wd History create Invoice 4 Customize Eh Letters A Customer Job Estimate Class Template _ Print Preview J GENE MORRISON X Active custom Estimate X Estimate 04 28 2011 J 24 Name Address Ship To GENE MORRISON ROBERT MORRISON 1446 ELM STREET 1448 ELM STREET BILLINGS 59102 BILLINGS MT 59102 Rep Item Description Qty uM Rate Amount Markup Total Tax G21294030 6 high 8 wide WHITE COUNTESS 12 ea 140 1 680 70 68 46571 2 831 40 Tax SECTION G21298930 5X5 X 107 6 high WHITE 4 ea 30 222 120 89 68 45 203 64 Tax UNIVERSAL END POST 621300330 5X5 X 107 6 high WHITE 9 ea 30 726 276 53 68 4695 465 84 Tax UNIVERSAL LINE POST G21301730 5X5 X 107 6 high WHITE 1 ea 30 726 30 73 68 44 51 76 Tax UNIVERSAL CORNER POST G21311490 5X5 WHITE EXTERNAL NEW 14 ea 4 131 57 83 68 49 97 44 Tax ENGLAND CAP G21307220 6 high X 50 wide 5X5 WHITE 1 ea g 164 11 68 46 276 46 Tax COUNTESS GATE ASSEMBLY G21312160 94 5X5 ALUMINUM GATE POST 1 ea 59 508 59 51 68 46558 100 25 Tax Customer Tax State Sales 5 0 210 35 Message Total 3 229 41 1 709 69 5 149 45 Page 31 of 50 The Group option The group option is included so reports can be printed in a summary format even though the itemized list still displays in the OB window The interface will use whatever is in the CFS Job Description field as the default name of the g
58. of Measure needs to be turned on In OB 2010 and maybe other versions go to Edit Preferences Items amp Inventory Company preferences Enable Unit of Measure choose Single unless you need it set to Multiple Make sure the unit designations in CFS are consistent throughout the master file See CFS setup requirements for more information about this issue 3 Customize the Estimate form in OB a Make sure your OB is setup so you can create estimates b Youcan take advantage of some interface functionality if the estimate form in OB is setup to include the Sales Rep field The sales rep can be chosen during the import process and populate this field c If the Ship To address block is on the OB estimate form the CFS Job Information will populate into it 4 Chart of Accounts d Verify the Chart of Accounts meets your needs 1 There has to be at least one income account critical to Level 1 amp 2 COGS account critical to Level 2 only and Inventory account critical to Level 2 only You may choose to have sub accounts in each of these types D Several other income accounts are recommended l Contra Income for recording discounts li Freight or a name of your liking for recording freight charged for deliveries to customers iii An account to record installation labor income 5 Required Items d Some Items are required to be in the Item List whether you plan to track inventory on hand or not The descripti
59. on of each may be whatever you like l Freight Type is Service This is delivery charge to the customer li Discount Type is Discount This is a sales discount to customer lli Labor Type is Service This is installation labor Page 14 of 50 CFS Data Setup Introduction The Interface setup is usually done primarily by a representative of Software Design Associates with cooperation from the client The list of items in CFS is called the Master File and is equivalent to the Item List in QuickBooks The interface matches the Part Number of items in the file exported from CFS to the Item Name Number in the QuickBooks Item List in order to synchronize the data when exporting a transaction from CFS and importing it into OB These instructions are detailed in this manual so it can serve as both a QBI user manual and an SDA employee manual So if you do not understand some of the directions do not be overly concerned as it is probably something only an SDA representative would understand anyway There are two basic levels to the interface setup e Level 1 setup makes it possible to send transactions to OB without tracking inventory It should be setup even if tracking inventory is the ultimate goal This is for two reasons so transfers can be made before tracking is viable i e actual counts have not yet been recorded in QB and in the long term for some transfers where tracking is not needed o There is no need to have Part Numbers in
60. optional 9 Troubleshooting Installation eraieeaeh iaaa nnne nnn nass kiasili eain 10 To uninstall the interface ccccsccsccscssesccsseseeseessecsecseestessecsecseesseseecseestessacaecaeeaeesessaeeaeeneeseeeaeeteaeens 13 Data Setup QuickBOooks tete ettet iae nr ste eigener va Cen pe Deni gae cg 14 I Tracking Inventory uisu entities mee i td dedi e Ee ede ae edid 14 2 Unit Of Measure sonos aeta cei eset i cred T dv ieu deer C a eh ev 14 3 Customize the Estimate form in OB cccsccssssssessesssesseesssesseesssesseesseesseesseeesnesseeeseesseesseess 14 4 Chart Of ACCOUNTS i iere ates eva ch en ee 14 MESI Cp Rue 14 CFS Data Setup HEU MID D 15 IntrOd ctiOLl 2 A A E E TE E E deinen i eiue des RERO 15 Level setup details tome hie ete eee iru ee te reu eres Euren RUN 16 1a Sal S Tax C 16 24 PartN tmbers d ie itcr cd sc a E rater deni deere T aeta n Cree an Hd aei dere OR 16 3s CES Write Entries secs eile niougulennuhgceienien Ee RENDER CESiRURIPREiIR 17 4 Getting the CUSTOM parts into QUICKBOOKS eese ennt 17 5 Preparing for sales account designations of items 18 6 Backup your primary data files ccccsscsssssssesscssssessesessecscsecsececeeseeseesesassessensessesansasseseesases 18 7 To associate the designator to the items in CFS sese 18 Level
61. ort so do not use them for a Part Number in the CFS records The Part Number CUSTOM is used for CFS Write in entries and for any item on a job sent to QB in the non inventory tracking mode so normally it would not also be in the Part Number field However if you wanted to track inventory on some parts but then have some items not track AND channel them to the same reusable CUSTOM items in QB you could put CUSTOM in the items Part Number fields c Special consideration when the Source Number is longer than twelve characters and you want to use that number as the Item Name in QB i ii When it comes to products only purchased from one vendor which is often the case with PVC ornamental and wire panel fencing people usually use the vendor s Part Number the Source number in CFS as the primary common number in CFS and Item Name in QuickBooks If the Source Number length is equal to or less than12 characters long it can be copied or moved into the Part Number field in CFS However sometimes the Source Number is longer than 12 characters The Source Number can be expanded to accommodate up to fifteen characters but the Part Number cannot To resolve this conflict you can Page 23 of 50 put the word SOURCE in the Part Number field The program is not case sensitive regarding the word SOURCE When the program reads the word Source in the Part Number field it will use the Source Number inste
62. ot Since inventory costs and counts are not being tracked and there are no assemblies no special consideration is needed Exporting Level 2 Jobs Sold Level 2 jobs need to be exported differently from jobs that are still just estimates at the time of the export Unless there is some compelling reason to do otherwise only export sold jobs and convert them into either sales orders or invoices before leaving the transaction Once the job is in QB immediately convert it into a Sales Order or Invoice Next choose Export to QuickBooks on the Export window Reports mena jj x Saes rio Export to XML amp View with XML Reader App Export to XML amp Run Inventory Analyzer App Export to XML amp Run Commission Assistant App Export to QuickBooks QuickBooks Interface Control Panel Detailed Inventory iv Tracking Made Customer name is required There has to be a customer name associated with the job before it is exported A notification will pop up if there is not The job could be exported using any name and then the correct customer job name could be associated with it after it is in QuickBooks If the customer name will be new to QuickBooks OB will use its Quick add feature to add the new name in its customer center This is convenient because you do not have to first put the customer in OB before sending the job over The drawback which I will tell you how to overcome is that while the address transfers into the address block o
63. probably only be used in special circumstances If the item is in QuickBooks as an assembly but just a regular item in CFS the interface will not know it is an assembly in QuickBooks and therefore not try to build it during the export i Ramifications are that the user will need to manually trigger the builds in QuickBooks albeit at the time of the users preference and the cost and selling price of the item in CFS will be determined like a regular item therefore the cost will need to be calculated by the user unlike if it was an assembly under which circumstance the program would calculate the cost Page 26 of 50 Daily Activity The interface is flexible and powerful so it is important to understand your options This flowchart covers inventory tracking options The second flowchart focuses on the workflow When exporting from CFS or VFT Inventory tracking or no inventory tracking Inventory tracking mode off Inventory tracking mode on For those who do not intend to track inventory at For those that want to track the all inventory of this job AND the job And for those that do want to track inventory this is SOLD mode is for un sold jobs or jobs where all items are to be non inventory items and you do not want them added to the OB item list permanentlv Interface makes use of reusable non inventory All items are tracked for items in OB with a name number of CUSTOM inventory purposes Any CUSTOM 1 CUSTOM 2 etc when
64. r import modules can include tens of thousands of items in one product line For example Ameristar includes 41 000 items e Even though OB Enterprise can contain 100 000 items most people do not want thousands of never sold items in their OB item list e To accommodate for this situation we recommend to initially populating OB with only commonly sold items Uncommonly sold items would get transferred to QB only as needed For example only Ameristar products actually sold would end up in the OB item list There will also be the option to not add uncommon items into OB by turning them into write in entries prior to transfer resulting in the use of a catch all item in OB that can be used over and over again e Letting items populate QB through the export import process is another way to introduce new product offerings into the system You can put the new items into CFS enter one of each item into the miscellaneous estimator and export this listing to OB By the time the estimate is created in OB the new products will be in the OB item list Simply delete the newly created QB estimate since you only borrowed that process to create it Note When the items are imported to OB they will be on the primary level You will need to make then sub items either manually or by using one of QuickBooks mass updating tools Assemblies Not applicable if not planning to track inventory Inventory assemblies in OB are equivalent to Assemblies a k a Additional
65. r may not have a correct data path in it You can right click it open it with Notepad make the correction and save ii Or you can copy the CFSSetup dat file from the local CFS folder into the server CFS folder QuickBooks functions 13 View how much is on hand when creating a PO i It has been reported that QB has a version that lets you view the on hand count while creating a PO Ask QB for more information 14 When trying to install QuickBooks get Error Third Party components are not found This info was applicable in 2011 so may or may not be current You can get another copy of your program to install b Go to the website http support quickbooks intuit com support Articles INF12417 and download your product Save the file when downloading and then run it to install 15 QuickBooks freezes up when an Advanced Import of items is attempted c There is a bug in some versions of QuickBooks that causes the program to freeze when a map is being created for importing items from an Excel file into the QuickBooks items list To avoid this issue first click to the left of the first line normally Type before clicking on the right hand side i Mappings i x Mapping name New items from CFS v t ore en a Type Name Is Reimbi arge Description Descri onS x Code Account Income Account Expense COGS Account Asset Account Deposit To Account Description On Purchase Tra Preferred Vendor Tax
66. r to the following example This path is user defined but a folder named OB Interface has to be at the destination of where this path points to The following is a typical enterprise xml configuration Notice the last line that defines the location of the QB_Interface folder a Note The Apps can be in whatever order you prefer on the menu If you do not intend to use an App you do not need to include that lt settings gt group lt settings gt lt xmifilepath gt C CFS Apps XML_Reader_App XMLReader xml lt xmlfilepath gt lt xmlexecpath gt C CFS Apps XML_Reader_App cfs xml exe lt xmlexecpath gt lt sda_menu_name gt Export to XML amp View with XML Reader App lt sda_menu_name gt lt sda_icon_name gt lt sda_icon_name gt lt settings gt lt settings gt lt xmifilepath gt C CFS Apps Inventory_Analyzer_App InventoryAnalyzer xml lt xmlfil epath gt lt xmlexecpath gt C CFS Apps Inventory_Analyzer_App InventoryAnalyzerApp exe lt Xx mlexecpath gt lt sda_menu_name gt Export to XML amp Run Inventory Analyzer App lt sda_menu_name gt lt sda_icon_name gt lt sda_icon_name gt lt settings gt lt settings gt lt xmlfilepath gt C CFS Apps Commission_Assistant_App CommissionAssist xml lt x mlfilepath lt xmlexecpath gt C CFS Apps Commission_Assistant_App CommissionApp exe lt xml execpath gt lt sda_menu_name gt Export to XML amp Run Commission Assistant App lt sda_menu_name gt lt sda_icon_name gt lt sda_i
67. regular mode not as an administrator iii Use the Shortcuts folder option otherwise it tried to open QuickBooks a second time when attempting to export an estimate 2 Error message Cannot connect to QuickBooks company file a There are several causes for this message depending on your Operating System and how the computer is configured Try whichever of the following you think could be applicable The number of QB users may be maxed out If this is the case a user will need to log out before another user can log in The path to the QuickBooks company file may be too long for compatibility to the interface Check your path by striking the F2 key on any QuickBooks window It has worked at three levels down i e C Shared QuickBooks Company File OBW when it would not work previously when there was one more level On some computers the connection only works via a mapped network drive while on others it only works via a UNC path If there is more than one company file the appropriate company file may need to be open in order for transfers and or maintenance procedures to work The OB company file may have been moved or renamed Verify the path and name by pressing F2 in QB and viewing the path Now go into CFS gt Update Master File gt Accounting tab and open the Control Panel Click OK past the message that it could not connect View the path to the OB co file If it is incorrect first make sure all users are logged out of
68. roup The following is an example of a printed QB invoice when the group option had been chosen CFS to QB Interface Co Eighth Edition Invoice EHE N Ship To GENE MORRISON ROBERT MORRISON 1446 ELM STREET 1448 ELM STREET BILLINGS 59102 BILLINGS MT 59102 Cem oe om o 8 17 4 high wide TANLEVEL MANCHESTER SECTION Fencing P Tre Keep in mind OB groups are limited to 20 items or less so you could end up with more than one summarized group on a report If this happens one or both groups can be renamed if the default name needs to be more appropriate Note Descriptions can be up to 4095 characters in OB The top message line can be longer than 4095 but would get truncated coming into OB QuickBooks will not include the tax in the summary amount Also if there had been a discount printed separately it will be on a separate line here If you do not want the discount to list separately choose the option in CFS to apply the discount to each line Page 32 of 50 When job items are new to QuickBooks If one or more of the items in the CFS job are not already in OB an intermediary window will pop up for you to confirm or change the accounts to be associated with the items when the interface adds them to the OB item list CFS QuickBooks Application Import Estimate a New Item s to be Imported Description Type Income Account COGS Account QB Type G21294870 4 high 8 wide TAN REGULAR Inventory
69. s are in the main CFS folder They are the MASTER O and all the files beginning with the word SAVE You can view and access the location of the data files by going to the CFS Utilities tab and clicking System Information 7 To associate the designator to the items in CFS a Set pointer 20 to 1 to enable the option i To do this go to Update Master File Settings tab choose Change Pointer Settings Pointer 0O a single pointer 20 set it to 1 click next and close b Go to Update Master File and type INTERNAL and enter This is not a menu choice but you should see it show up near the bottom of the window when you type it i ii iii jv lt On the Internal Special Functions menu choose LOW LEVEL change Enter a beginning and ending record number for a group of records and click OK At the question Which MF 0 MFEN subscript to change type 22 and enter or click OK At the Enter MFS 22 type the fence type designator and press Enter or click OK For example enter a W for the wood items as per the table listed earlier Do not include the quote marks Click Yes when prompted Are you sure Repeat for each group of records making sure that all items in the master file have a fence type designator Page 18 of 50 Level 2 setup tracking inventory The QBI comes with a utility program called InterOp With InterOp the Master File can be exported to a csv file and opened in a spre
70. s soon as the working notification is gone when you have your cursor over the window it is done exporting and you can close APF exe If you want to view the APF txt file you can open it with Notepad or open it in Excel or like program You do not need to open it for this process Additional Pricing Function Utility Now run InterOp and export the Master File with the Assembly Identification option See the field that identifies if an item is an assembly and its associated flags These flags can be changed and imported back into CFS 5 CFS Part Numbers a Part Number requirements i ii iii All items in CFS that will be included in transactions to be exported to QB including fabrication labor items even though they ultimately will not be imported into QB must have a Part Number in their Part Number field See character length restrictions below This can be done by going to Update Master File gt Change Utilities gt Change Source Part Number Or InterOp can be used to export the master file to a spreadsheet program such as Microsoft Excel where the Part Numbers can be entered and then imported back into CFS Do NOT have an APF txt file in the CFS folder when doing this so assemblies WILL be included Use the Assembly Identification export option Page 22 of 50 iv Most assemblies need to have Part Numbers but the items with an E flag for E xplode do not These are typically setup to combine items for a menu
71. simply add a Part Number If that item is already in QuickBooks make sure they have the same ID in both programs The item with the missing Part Number might be a component of an assembly and will not display on the BOM You can analyze the specific file the interface was trying to read 1 Go to My Computer or Computer or Windows Explorer and browse to your local OB Interface folder probably at C CFS Apps QB_Interface Right click on the Export xml file This file name is configured in the Enterprise xml file in the root of the CFS folder and could conceivably have a different name but this is the default name Choose to open it with Notepad The Part Numbers of items are labeled lt part gt so click Edit and Find lt part gt As you click Find Next look for any items with lt part gt lt part gt Notice how there is nothing between the two labels indicating there is no Part Number Now view the item description or Source Number if there is one to know which item to add a Part Number to 2 Maintenance functionality 11 When doing the maintenance tasks of exporting new selling prices to OB or transferring costs or inventory counts to CFS it takes way too long to load data from either CFS or OB Here is a way to speed this up ii If you are working on a network workstation this means the data is loading across your network and that is probably why it is taking so long If you have the
72. st in CFS When deciding if you want to transfer either the average cost or last purchase cost from OB into CFS first consider why you may NOT want to update CFS with cost amounts from OB You can have your replacement cost in CFS so that your Retail Price will be calculated on what the product will cost the next time you buy it rather than on what you paid for it in the past QuickBooks would contain the cost based on what you paid for the product in the past as required for bookkeeping needs Regardless of the costs being different in each program both programs can have the same selling price DICTAE x RECORD NUMBER 11502 PARTNUMBER 821283100 Q E x ITEM SECTION DESCRIPTION wHITE BARON BUF 201544 DESCRIPTION non printing WHT ST SIZE standard a high 8 wide Source Number BUF 201544 ao SIZE metric 1 List Price Cost UNIT standards c Bo s 74848 Fons LEM E00 FREIGHT COST pd SOURCE NUMBER BUF 201544 nno HANDLING COST um LIST PRICE Cost 935800 ro5 TAK oe WEIGHT ibs 31 0000 kg ong XMISCELLANEDUS COST Dro INVENTORY COUNT INN ROPE Te RE 912397 ROUNDING QUANTITY 3500 XRETAIL MARGIN 49 1326 DISCOUNT QUANTITY Po Retail Price 140 3723 ACTUAL WIDTH finches 95 Frozen Fisted Price i e s ASSOCIATED RECORD None unn QUANT
73. t Income Account Service Labor Item Construction Income P VC Sales Labor Construction Income Construction Income Chainlink Sales Construction Income Wood Sales Construction Income PVC Sales Construction Income Omamental Sales Construction Income Wire Panel Sales change the default accounts Save and initiate the export again Page 33 of 50 If the job being exported is not sold yet an estimate If inventory is normally tracked and you want to send an un sold job to QuickBooks it is important to turn off tracking so no assemblies or fabricated items inadvertently get built for a job that may never be sold Turn off tracking on the export window by un checking the tracking option After exporting the estimate in OB will show each entry as having an appended Part Number of CUSTOM CUSTOM 1 CUSTOM 2 etc Part Numbers can be suppressed from the printed estimate by changing the template design Everything else will look just like the list of items on a report in CFS along with the same selling prices and you can print email etc just like you do now Date Estimate 06 08 2011 a 85 pil Ship To Name Address GENE MORRISON 1446 ELM STREET BILLINGS MT 59102 ROBERT MORRISON 1448 ELM STREET BILLINGS MT 59102 Item Descripion Qty uM Rate Amount Markup Total Tax CUSTOM P 5 X 5 X 96 WHITE REGULAR WALL END 4 Ea 20 60 82 38 68 441495 138 76 Ta
74. the path to the QuickBooks company file h You can look this up by opening QuickBooks to the appropriate company and pressing the F2 key 6 Know which OB user the interface will link to i During the process of interfacing to OB a OB user will need to be chosen This user must have permission to access the Chart of Accounts This same user connection will be used for all the interfaces on the network It is okay that some users would not normally have access to the COA because the interface only uses this access for choosing which accounts will be associated with new items Changing what accounts exist is not an option Page 4 of 50 7 Security and Permissions Settings J These settings on the computer influence if CFS and QuickBooks with be able to transfer information back and forth There may be a problem if the settings for CFS specifically the programs the job is being exported from and AccXmlWrapper exe are different from the settings for ImportEstimate exe which accesses QuickBooks Issues to consider are the UAC It may need to be on or off depending on other computer settings Remember that if the UAC setting is changed the computer needs to be rebooted for the change to take effect The CFS shortcut may need to be set to Run as Administrator The CFS data path and or the QB company file path may need to be set as a UNC path 8 Download the CFS QB_Interface_Files zip k Save this zipped folder into the C CFS folder Extr
75. to OB with OB running the interface tries to open the company file again This solution may work for any circumstance where using the Interface apparently triggers OB to try to open a second time a Goto Edit gt preferences gt general gt take checkmark out of Keep OB running for quick startups i Here are some other processes that keep running sometimes 1 Right click the Windows taskbar and select Task Manager 2 Click the Processes tab 3 End any of the following OB related processes if they are listed Select each process and then click End Process QBW32 exe OBHelp exe OBUpdate exe Support exe Mrtmngr exe OBdagent2002 exe QBdagent2001 exe QBdagent exe Axlbridge exe rp mo an op b Ifthe problem persists reboot and try again c If the problem persists turn off the UAC reboot uninstall the interface and install it again making sure it is installed properly for the OS d If the problem persists turn off the UAC reboot uninstall the interface and install it the usual way in Win7 or later right click and run as admin However when opening QuickBooks do not right click and run as administrator per the usual directions Just run it the normal way by double clicking the short cut e Ifthe problem persists a folder named Shortcuts may need to be created in the OB Interface folder and a checkmark put in the box next to Open Folder near the bottom of the Save Accounting Estimate window same as the Acc
76. to their original descriptions 2 Caution There is a bug in some QuickBooks versions that will cause QuickBooks to freeze up during the map creation routine See the troubleshooting section near the end of this manual if this problem occurs or follow the directions for the solution in order to avoid the possibility of it happening 3 Caution Custom items must not have an assigned Unit of Measure Also make sure there is NOT a check mark in the box next to This item is used in assemblies or is purchased for a Page 17 of 50 specific customer job See the troubleshooting section of this manual for more detail 4 Caution If it is necessary to use Misc Estimator to transfer CUSTOM items into OB disable U M while doing so and enable again afterwards Otherwise it will add a U M to the items 5 Preparing for sales account designations of items a Determine in advance which groups of items in the CFS Master File will be designated to the same fence type and subsequently to the same sales account in OB i li iii One way to do this is to go to Update Master File Open Record browse through the items and make notes of the various boundary record numbers Another way is to print the Master File to a pdf and browse the printouts for the boundary record numbers You could also use InterOp to export the Master File to Excel and look up the boundary record numbers 6 Backup your primary data files a These file
77. way for your particular situation and needs 1 If you are not going to use sub items in OB AND you are not going to use sub accounts for the Inventory Cost of Goods Sold and Income accounts AND you want almost everything in the CFS master file to import into OB you can import items into OB using the Setup amp Maintenance option in Update Master File See the previous image a Click Export Item List from CFS have the appropriate items checked and then click Import Usually there are many master file items that do not need to be imported so this tool may be only appropriate for people with small master files and master files that primarily only contain items the user also wants in the OB item list 2 If you are not going to use sub items in QB but you do want sub accounts the option to Select an Existing List of CFS Items may be used a Use the InterOp utility to export the master file into a spreadsheet program like Microsoft Excel Choose the first InterOp Export to CSV option b Isolate the items for import into OB into separate spreadsheets each one containing only items that will have identical associated accounts Save each sheet as a csv file c The csvReFormat program needs to be run on this file to reformat it To do this put the csv file into the Apps Reformat Utility Folder You can run it and browse to the same folder for the csv file or simply click and drag the csv file onto the csvReFormatApp Page 41 of
78. x i POST CUSTOM 1 5 X 5 X96 WHITE REGULAR WALL LINE 5 Ea 24 20 120 97 68 46665 203 80 Tax T POST CUSTOM P2 5 X 5 X 96 WHITE REGULAR WALL 1 Ea 24 20 24 19 68 46665 40 76 Tax CORNER POST CUSTOM P3 5 X 5 WHITE EXTERNAL FLAT POST CAP 10 Ea 1 908 19 08 68 24 32 10 Tax CUSTOM 4 6 high X 92 328125 wide PVC SECTION 3 Ea 181 7989 545 40 66 84369 909 96 Tax CUSTOM 5 6 high X84 328125 wide PVC SECTION 3 Ea 172 86 518 60 65 25555 857 01 Tax CUSTOM 6 6 high X 79 5 wide PVC SECTION 2 Ea 163 7984 327 60 64 140895 537 72 Tax CUSTOM P7 6 high X 48 wide PVC SECTION 1 Ea 109 06 109 07 64 40625 179 31 Tax CUSTOM 8 6 high WHITE GATE KIT 1 83 8226 83 82 53 85004 128 96 Tax E Customer Tax State Sales 5 096 172 34 Message Total 2 079 50 1 367 32 3 619 16 If the customer orders the job go back to CFS and re export the job in the inventory tracking mode Page 34 of 50 Detail of what happens during Level 2 export import When all items in the CFS job are in OB When all items on the CFS job are in OB the job will be imported into OB and open automatically if OB is running It is recommended that you have OB running during transfers so you can immediately convert sold jobs into sales orders or invoices if necessary If OB is not running the job will be imported but will not open automatically Why would some items not be in OB already e QB Premier is limited to 14 500 items and some CFS vendo
79. ype designator The Interface will use this same Part Numbering scheme in the Scratch Builders Miscellaneous Estimator or Cash Register b Note QuickBooks does not allow the creation of Non inventory Parts with the same Item Name Number as an Inventory Part that has been made inactive 4 Getting the CUSTOM parts into QuickBooks a You can manually enter the CUSTOM items into QuickBooks or use a semi automatic process explained next For proper function do not include Unit of Measure U M entries in CUSTOM parts i ii iii Create one of each type of custom item in the QB item list Export the list to Excel Isolate only the custom items Create as many copies of each one as needed Create a column with the numbers that will be appended Combine the Part Number and the numbers field into one Copy and paste values only Create another column and use the Trim formula to remove extra spaces Remove unneeded columns Import into QB using the File gt Utilities gt Import gt Excel Files gt Advanced Import option 1 Tip The income account name field in the Excel file must be no longer than 23 characters long If the account is a sub account the total number of characters for the sub account is also 23 After the items are imported the account names can be changed so if the character limit is an issue a way to deal with this is to edit the account names to be short enough import the items and edit the account names back

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