Section 6: Accounting > Exporting to QuickBooks

Exporting Invoices to QuickBooks

Exporting invoices actually involves four stages: exporting repair invoices (see Repair Orders/Invoices), exporting sales invoices (see Sales Invoices), exporting repair invoice payments, exporting sales invoice payments. Additionally, sales reps, shipping methods (see Shipping Methods) and customer accounts (see Customers) are automatically exported as needed, and if exporting to a U.S. edition of QuickBooks then a 0% sales tax item will automatically be created in the company file if one does not already exist.

To export repair invoices, sales invoices, and their corresponding payments 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  Invoices 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 repair invoices that have a repair status equivalent to Repaired, Refused or Abandoned will be exported. For repair invoices, if the status is Repaired then the Date Repair Completed must be equal to or greater than the starting date specified under QuickBooks general options (see QuickBooks Export Options) for the invoice or payments to be exported. If the status is Refused or Abandoned then the Date Estimate Approved/Refused must be equal to or greater than the starting date specified under QuickBooks general options for the invoice or payments to be exported. For sales invoices, the invoice date must be equal to or greater than the starting date specified under QuickBooks general options for the invoice or payments to be exported.

If invoices or payments were previously exported then a warning will be displayed within At Your Service if those invoices or payments are thereafter edited. If they are edited, then during the next export those invoices and payments will be deleted from QuickBooks, and then exported again. Similarly, if an invoice is deleted from At Your Service then a warning will be displayed if the data has already been exported to QuickBooks. Thereafter, the user will also need to manually delete the corresponding invoice and payments from QuickBooks.

If any errors are returned by QuickBooks then these will be logged and the corresponding invoice or payment 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.

Payments may only be exported to QuickBooks 2002 Release 2 or newer versions. Sales invoices and payments may only be exported from the full Repair or Retail editions of At Your Service.

Exported Fields

The following tables detail the actual fields that are exported during the invoices export. See Exporting Customer Accounts to QuickBooks for details regarding customer fields that are exported.

Fields Exported to QuickBooks Invoices from Repair Invoices

QuickBooks Field

AYS Field

Customer

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

Class

Repair Invoice class configured under QuickBooks class options (see QuickBooks Export Options)

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

Repair Invoice template configured under QuickBooks template options (see QuickBooks Export Options)

Date

Date Repair Completed if the status is Repaired, or Date Estimate Approved/Refused if the status is Refused or Abandoned.

Invoice Number

Repair Order Number (An “R” is prefixed onto the front of the repair order number)

Billing Address Line 1

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

Billing Address Line 2

Address Line 1

Billing Address Line 3

Address Line 2

Billing City

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

Billing State/Province

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

Billing Zip/Postal Code

Postal/Zip Code

Billing Country/Region

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

Shipping Address Line 1

Customer 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.)

Purchase Order Number

Reference 1 or Reference 2 (as configured under general options, see QuickBooks Export Options.)

Terms

Payment Terms (Corresponding QuickBooks terms must already be configured, see QuickBooks Export Options)

Due Date

Calculated from Payment Terms

Ship Via

Ship Via

Item details column

Parts, labour, shipping, handling, or travel item corresponding to Type details column as configured under QuickBooks item options (see QuickBooks Export Options).

Description details column

Code and Item Description details columns

Quantity details column

Quantity details column

Rate details column

If automatically calculating charges from detail lines then Unit Price details column, otherwise zero.

Tax details column (This field is only exported to Canadian and U.K. editions of QuickBooks and is always set to the “.” Tax code)

 

Tax (This field may only be exported to U.S. editions of QuickBooks)

0% sales tax item configured under QuickBooks item options (see QuickBooks Export Options).

GST (This field may only be exported to Canadian editions of QuickBooks)

Taxes that include “GST” or “HST” as part of the tax name are totaled (see Taxes).

PST (This field may only be exported to Canadian editions of QuickBooks)

Taxes that do not include “GST” or “HST” as part of the name (e.g. “PST”, “QST”) are totaled (see Taxes).

To be printed (Always set to yes)

 

Memo

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

If NOT automatically calculating charges from detail lines then additional detail lines are added with summaries of the parts, labour, shipping, handling, and travel charges that are non-zero amounts. In all cases a subtotal detail line is then added, followed by a discount detail line if there was a discount on the repair invoice. If exporting to U.S. editions of QuickBooks then each tax is also added as a detail line (see Taxes).

Fields Exported to QuickBooks Invoices from Sales Invoices

QuickBooks Field

AYS Field

Customer

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

Class

Sales Invoice class configured under QuickBooks class options (see QuickBooks Export Options)

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

Sales Invoice template configured under QuickBooks template options (see QuickBooks Export Options)

Date

Invoice Date

Invoice Number

Invoice Number (An “S” is prefixed onto the front of the sales invoice number)

Billing Address Line 1

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

Billing Address Line 2

Address Line 1

Billing Address Line 3

Address Line 2

Billing City

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

Billing State/Province

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

Billing Zip/Postal Code

Postal/Zip Code

Billing Country/Region

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

Shipping Address Line 1

Customer 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.)

Purchase Order Number

Reference 1 or Reference 2 (as configured under general options, see QuickBooks Export Options.)

Terms

Payment Terms (Corresponding QuickBooks terms must already be configured, see QuickBooks Export Options)

Due Date

Calculated from Payment Terms

Sales Rep

Salesperson

Ship Via

Ship Via

Item details column

Parts, labour, shipping, handling, or travel item corresponding to Type details column as configured under QuickBooks item options (see QuickBooks Export Options).

Description details column

Code and Item Description details columns

Quantity details column

Quantity details column

Rate details column

Unit Price details column

Tax details column (This field is only exported to Canadian editions of QuickBooks and is always set to the “.” or “<Not Used>” tax code)

 

Tax (This field may only be exported to U.S. editions of QuickBooks)

0% sales tax item configured under QuickBooks item options (see QuickBooks Export Options).

GST (This field may only be exported to Canadian editions of QuickBooks)

Taxes that include “GST” or “HST” as part of the tax name are totaled (see Taxes).

PST (This field may only be exported to Canadian editions of QuickBooks)

Taxes that do not include “GST” or “HST” as part of the name (e.g. “PST”, “QST”) are totaled (see Taxes).

To be printed (Always set to yes)

 

Memo

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

A subtotal detail line is also added, followed by a discount detail line if there was a discount on the sales invoice. If exporting to U.S. editions of QuickBooks then each tax is also added as a detail line (see Taxes).

Fields Exported to QuickBooks Invoice Payments from Repair Invoice Payments

QuickBooks Field

AYS Field

Received From

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

Memo

History of all partial payments including each date, amount, and payment method.

Date

Last Payment Date

Amount

Total Amount Paid up to a maximum of the Grand Total

Reference

Repair Order Number (An “R” is prefixed onto the front of the repair order number)

All payments are automatically applied against their corresponding repair invoice.

Fields Exported to QuickBooks Invoice Payments from Sales Invoice Payments

QuickBooks Field

AYS Field

Received From

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

Memo

History of all partial payments including each date, amount, and payment method.

Date

Last Payment Date

Amount

Total Amount Paid up to a maximum of the Grand Total

Reference

Sales Invoice Number (An “S” is prefixed onto the front of the repair order number)

All payments are automatically applied against their corresponding sales invoice.

More:

Exporting Purchase Orders to QuickBooks