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Exporting Invoices to Quickbooks

Answer to getting orders to Quickbooks

Orders that have been processed and completed in DWOS are  can be exported to your accounting system  and billed to the customer. In order to export for the first time the following steps below must be taken to ensure DWOS can properly export to Quickbooks.

Items to be setup in Quickbooks:

  • Custom Fields
  • Invoice Template
  • Additional List Items

DWOS Quickbooks Settings

The settings that will be used during an export of invoices from DWOS to Quickbooks are set in the Administration tab > Settings > QuickBooks from the main toolbar.


Settings:

  • Connection: How DWOS connects to Quickbooks, should not be changed.
  • Invoice Prefix: When DWOS creates an invoice in Quickbooks it will prefix the invoice with this field
  • Customer WO Field: Name of the custom field that the Customer WO will be exported to on the invoice
  • Tracking # Field: Name of the tracking # field that the shipping tracking number will be exported pushed to on the invoice
  • Max Export: Maximum number of invoices to export at a time.
  • Transaction Class: The class applied to the invoice, if used.

Quickbooks - Setup Custom Fields

In order for the custom fields Customer WO and Tracking # to be exported to the invoice they must first be defined within Quickbooks. To add these fields in QuickBooks, go to the customers list and double-click any customer. When the Edit Customer dialog opens, select the Additional Info tab and click the Define Fields button to add custom fields.



Add the custom fields exactly as they are shown in DWOS and mark them as Cust as shown in the dialog below:

Quickbooks - Invoice Template

Now that we can add the custom field data from DWOS to an invoice we need to update the invoice to show the fields. The QuickBook templates can be managed through the list of templates, Lists > Templates.  Once the dialog has opened click the combobox at the bottom and choose Duplicate.  You will then be asked to select the type of template you are creating, select Invoice. Quickbooks will not allow you to modify a default template, which is why you will have to copy it first.

 

Once a copy of the template has been made you will need to open it and click the Additional Customization button at the bottom. 



The fields found in the DWOS QuickBooks settings need to be entered here exactly as they were entered in DWOS. They can replace an existing item or be entered into the Other fields.

Quickbooks - List Items

In order for the line items to be added to an invoice the items must exist within Quickbooks. DWOS has two types of line items: General Part and Processing Fees.

The General Part will be the line item on the invoice that represents the part number. DWOS exports all parts as a generic line item on an invoice as it is impractical to manage all the part numbers in Quickbooks. As such this generic 'General Part' is used.

Processing Fees are the fees added to an order and will be invoiced separately on the invoice. These fees are a little more flexible as the name of the fee can be defined for each fee as it is mapped into Quickbooks. In DWOS, you can change how they are exported in the fee manager dialog shown below:

The Invoice Item Name column is how the invoice line item is going to be added to Quickbooks as an invoice line item. As such, the list item must exist  within Quickbooks.

Adding List Items to Quickbooks

Open the Item List within Quickbooks through the Lists > Item List menu. The 'General Part' and each processing fees invoice item name must be added to the list in order to be exported properly.

In the above example, the Haz Mat Fee needs to be added to the item list in order to be added to the invoice.

The invoice above shows a sample part exported from DWOS. The Customer WO and Tracking # are also added to the invoice. The part is added as a line item 'General Part' and the description is set to the name of the part in DWOS. Any fees that are added to the order in DWOS will also be added to the invoice based on the processing fees invoice item name mappings defined in the fee manager.

Issues

Possible fixes to common issues:

  • Ensure you are logged in to Quickbooks as Admin
  • Run DWOS as Administrator
  • Run Quickbooks as Administrator  
  • Ensure DWOS is an authorized application within Quickbooks
  • Ensure there is no Accountant's Copy out for the date range that is being exported, if there is the invoice will be exported but will not show up in Quickbooks
  • If issues connecting, ensure there is no lgb file lock next to your company file.
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Updated on Mon, 06 Apr 2020