This version of improveit 360's QuickBooks Sync tool is being used by one organization, Thrasher.
Contents
- QuickBooks Customization - Thrasher
- Install Locations
- Customer Move
- Project Move
- Project Edit Move
- Receipt Move
- Credit Memo Move
- Field Mapping
Install Locations
Internal improveit 360 Staff access only
Customer Move
Prospects** – A QuickBooks Customer record is created for Prospects with a Status of Customer that meet all of the following Criteria:
- the Customer QB List ID in improveit 360 on Prospect record is Blank – (result creates the Customer ID)
- the Prospect must have at least one related Sale which meets the following criteria: The Prospect’s Sale(s) Created Date must be on or after the Sync After Date specified in the QB Sync Tool.
Note: If the Customer does not exist in QuickBooks after the Sync, be sure to check that the Sale Created Date is on or After the Sync date in the QB Tool.
Project Move
Projects* – Projects will be created as a QuickBooks Invoice when the Project meets the following Criteria:
- QB List ID is blank – (result creates the Invoice ID)
- Customer QB List ID on Prospect record is not Blank
- The Project Completed Date (NOT the Install Date) is not Null, and the Project’s Completed Date is "On or After" the Sync Date in the QB Tool
- Data Migration Invoice is Blank or equals 0
Note: If the Project has already been created in QuickBooks as an Invoice, you can enter the QB ID in the Data Migration Invoice # field on the Project record. You can enter any numbers in this field (other than zero 0) to prevent a Project Sync from creating an Invoice in QuickBooks.
Project Edit Move
Project Edit and QB Invoice Update
- Project Status equals Completed
- QB List ID on Project is not Null
- QB Change checkbox equals True (triggered when Project Price does not equal the Last Sync Total, QB Change is set to True)
- The Project Completed Date (NOT the Install Date) is not Null
Receipt Move
Receipts – Receipts and Adjustments will be created when the Customer is in QuickBooks and Receipt Created Date is “On or After” the Sync date in the QB Tool
- Receipt QB List ID is blank – (result creates the Receipt ID)
- Customer QB List ID on Prospect record is not Blank
- ‘Do not Sync’ checkbox is not equal to True
- Created Date in on or after the Sync After Date specified in the QB Sync Tool.
- Receipt Type ‘equals’ Payment or Deposit – does NOT require Project ID Lookup relationship to Sync to QuickBooks
- Receipt Type ‘equals’ Refund – does NOT require Project ID Lookup relationship to Sync to QuickBooks
Credit Memo Move
Credit Memo Sync - Adjustments will be created when the Customer is in QuickBooks and Receipt Created Date is “On or After” the Sync date in the QB Tool
- Receipt QB List ID is blank – (result creates the Receipt ID)
- Customer QB List ID on Prospect record is not Blank
- ‘Do not Sync’ checkbox is not equal to True
- Receipt Type ‘not equal to’ Payment, Deposit or Refund – does NOT require Project ID Lookup relationship required to Sync to QuickBooks (Note: These Adjustments will still Sync to QuickBooks before the Invoice has been created)
Objects and Field Mapping
Prospect
- Our Prospect object maps to a Customer in QuickBooks.
| QuickBooks Customer | improveit 360 Prospect |
|---|---|
| Customer Name | Prospect Id + Company Name, otherwise Prospect Id + Last Name |
| Title | Primary Salutation |
| First Name | Primary First Name |
| Last Name | Primary Last Name |
| Notes | Prospect ID |
| Primary Email | |
| Billing Address | Address |
| Billing City | City |
| Billing State/Province | State/Province |
| Billing Zip Code | Zip Code |
| Main Phone | Phone 1 |
| Alt Phone | Phone 2 |
| Account No. | Prospect Id |
Project
- Our Project object maps to an Invoice in QuickBooks.
| QuickBooks Invoice | improveit 360 Project |
|---|---|
| Invoice Number | Project Number |
| Invoice Date | Completed Date |
| Billing Address 1 | Prospect's Correspondence Name |
| Billing Address 2 | Prospect's Address |
| Billing State/Province | Prospect's State/Province |
| Billing Zip/Postal Code | Prospect's Zip Code |
| Memo | Project Status |
Sale Item
| QuickBooks Invoice Line Item | improveit 360 Sale Item |
|---|---|
| Item | Product Category |
| Quantity | Quantity |
| Rate | Unit Price |
| Class | Project's QuickBooks Class |
| Amount | Item Total |
Receipt
- Our Receipt object maps to several objects in QuickBooks depending on the type and amount.
- Receipt of type “Payment” or “Deposit” -> Payment
- Receipt of type “Refund” -> Check
- Receipt (other types, positive amount) -> Credit Memo
- Receipt (other types, negative amount) -> Separate Invoice with one line item
| QuickBooks Payment | improveit 360 Receipt (Type is Payment or Deposit) |
|---|---|
| Reference No. | Receipt Name |
| Payment Date | Received |
| Payment Method | Type Detail |
| Amount Received | Amount |
| Memo | Check Number |
| A/R Account | Selected A/R Account |
| QuickBooks Check | improveit 360 Receipt (Type is Refund) |
|---|---|
| Memo | Receipt Name |
| Date | Received |
| Amount | Amount |
| Address | Prospect's Address |
| Expense Account | Selected A/R Account |
| Expense Memo | Check Memo |
| QuickBooks Credit Memo | improveit 360 Receipt (Other types, positive amount) |
|---|---|
| Credit No. | Receipt Name |
| Date | Received |
| Item | Receipt Type (Item must already exist with matching name) |
| Rate | Amount |
| Amount | Amount |
| Memo | Check Memo |
| Account | Selected A/R Account |
| QuickBooks Invoice | improveit 360 Receipt (Other types, negative amount) |
|---|---|
| Invoice Number | Receipt Name |
| Invoice Date | Received |
| Bill To | Prospect's Billing Address |
| Item | Receipt Type (Item must already exist with matching name) |
| Item Amount | Amount |
| Memo | Check Memo |
| Account | Selected A/R Account |