Section 6: Accounting > Exporting to QuickBooks

Exporting Purchase Orders to QuickBooks

Purchase Orders may be exported to QuickBooks, however unfortunately there is no way for At Your Service to programmatically tell QuickBooks to automatically receive the parts. Therefore, the parts receiving must be processed manually. During the export, shipping methods (see Shipping Methods) and vendor accounts (see Vendors) are automatically exported as needed.

To export purchase orders from At Your Service to the configured QuickBooks company file (see QuickBooks Export Options), first close all windows within the main program shell and then select Export  To QuickBooks  Purchase Orders from the main menu. After a confirmation prompt, a progress window will track the progress of the export. Click the Cancel button to cancel the export.

Only new purchase orders that have a date equal to or greater than the starting date specified under QuickBooks general options (see QuickBooks Export Options) are exported. The purchase orders may be exported as soon as the purchase order has been sent; as soon as the purchase order has been partially or fully received; or only after the purchase order has been fully received, depending on the setting configured under QuickBooks general options.

If any errors are returned by QuickBooks then these will be logged and the corresponding purchase order will be skipped until the cause of the error has been resolved (see Resolving QuickBooks Export Errors). When the export completes, a message will be displayed indicating if there were any errors. Whether or not there were errors, you will be prompted to view the export log file in order to review the details of the records that were processed.

Purchase orders may only be exported in the full Repair edition of At Your Service.

Exported Fields

The following table details the actual fields that are exported during the purchase orders export. See Exporting Vendor Accounts to QuickBooks for details regarding vendor fields that are exported.

Fields Exported to QuickBooks Invoices from Repair Invoices

QuickBooks Field

AYS Field

Vendor

Vendor Name (This field may be trimmed to fit in the QuickBooks field.)

Class

Purchase Order class configured under QuickBooks class options (see QuickBooks Export Options)

Template (Templates may only be specified in QuickBooks 2004 and higher.)

Purchase Order template configured under QuickBooks template options (see QuickBooks Export Options)

Date

Date

Purchase Order Number

Purchase Order Number

Vendor Address Line 1

Vendor Name (This field may be trimmed to fit in the QuickBooks field.)

Vendor Address Line 2

Address Line 1

Vendor Address Line 3

Address Line 2

Vendor City

City (This field may be trimmed to fit in the QuickBooks field.)

Vendor State/Province

Province/State (This field may be trimmed to fit in the QuickBooks field.)

Vendor Zip/Postal Code

Postal/Zip Code

Vendor Country/Region

Country (This field may be trimmed to fit in the QuickBooks field.)

Shipping Address Line 1

Vendor Name (This field may be trimmed to fit in the QuickBooks field.)

Shipping Address Line 2

Address Line 1

Shipping Address Line 3

Address Line 2

Shipping City

City (This field may be trimmed to fit in the QuickBooks field.)

Shipping State/Province

Province/State (This field may be trimmed to fit in the QuickBooks field.)

Shipping Zip/Postal Code

Postal/Zip Code

Shipping Country/Region

Country (This field may be trimmed to fit in the QuickBooks field.)

Ship Via

Ship Via

Item details column

Purchase Order item as configured under QuickBooks item options (see QuickBooks Export Options).

Description details column

Vendor Part Number or Part Number, Make, Model, and Item Description details columns

Quantity details column

Quantity details column

Rate details column

Unit Price details column

Memo

Notes to Print (This field may be trimmed to fit in the QuickBooks field.)

More:

Resolving QuickBooks Export Errors