Vendor accounts (see Vendors) are automatically exported as needed when exporting purchase orders to QuickBooks. However, once a vendor has been exported, any changes to vendor contact information within At Your Service are not automatically updated in QuickBooks during the purchase orders export.
Choosing to export all vendor accounts to QuickBooks exports all new vendor accounts from At Your Service and also updates any changes to the corresponding QuickBooks vendor records. If a vendor account with a matching name already exists within the company file, then a link is made between that account and the corresponding At Your Service account.
To export vendor accounts 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 Vendor Accounts 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 or updated purchase vendor accounts that are active will be exported. The At Your Service miscellaneous vendor account (i.e. vendor account 0000000) will not be exported.
If any errors are returned by QuickBooks then these will be logged and the corresponding vendor account 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.
(See also Exporting Vendors.)
The following table details the actual fields that are exported during the vendor accounts export.
Fields Exported to QuickBooks Vendors
QuickBooks Field |
AYS Field |
Vendor Name |
Vendor Name (This field may be trimmed to fit in the QuickBooks field.) |
Company Name |
Customer Name (This field may be trimmed to fit in the QuickBooks field.) |
Vendor is inactive (This field may only be exported to QuickBooks 2004 and higher.) |
Inactive |
Contact |
Contact Name |
Phone |
Business Phone (This field may be trimmed to fit in the QuickBooks field.) |
Alternate Phone |
Toll-Free Phone (This field may be trimmed to fit in the QuickBooks field.) |
Fax |
Fax (This field may be trimmed to fit in the QuickBooks field.) |
|
|
Address Line 1 |
Vendor Name (This field may be trimmed to fit in the QuickBooks field.) |
Address Line 2 |
Address Line 1 |
Address Line 3 |
Address Line 2 |
City |
City (This field may be trimmed to fit in the QuickBooks field.) |
State/Province |
Province/State (This field may be trimmed to fit in the QuickBooks field.) |
Zip/Postal Code |
Postal/Zip Code |
Country/Region |
Country (This field may be trimmed to fit in the QuickBooks field.) |
Account Number |
Customer Number |
Notes (This field may only be exported to QuickBooks 2004 and higher.) |
Notes to Print (This field may be trimmed to fit in the QuickBooks field.) |
More: