Profit Tools supports additional billing features in QuickBooks beyond simple data export. When using the QuickBooks 2003 or higher direct interface methods, Profit Tools has the ability to validate accounting data and in some instances add the missing data to your QuickBooks data file. Multi-currency data transfer is also supported.
Open QuickBooks File: When the billing process begins QuickBooks will attempt to locate the file specified in the Shipment Type Setup. When Profit Tools is attempting to locate this file you will see a message like this.
Validation: The list below shows which fields Profit Tools will search for in the QuickBooks file prior to sending the accounting batch and which fields can be automatically added by Profit Tools during billing :
- Customers – can be added by Profit Tools
- Vendors – can be added by Profit Tools
- Employees – can be added by Profit Tools
- Accounts – must exist in QuickBooks
- Items – must exist in QuickBooks
- Terms – can be assessed by QuickBooks
Missing companies, vendors or employees will generate a prompt allowing Profit Tools to create these entries automatically.
Missing accounts or items will generate a warning that the billing process cannot be completed. These items need to be added from within QuickBooks.
Missing terms will generate a prompt allowing you to create the QuickBooks billing terms at the time of billing.
If you select "Yes", you will receive a dialog prompting you to enter the details of the accounting terms. If you do not know this information you can cancel at this time. If you cancel the terms will need to be created within QuickBooks.
When using the any of the QuickBooks direct interface methods the actual line item quantities will be passed with the freight and accessorial line items.