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Integrating with Quickbooks

Describes the process of integrating with Quickbooks accounting software.

DWOS allows you to connect and export invoices to Quickbooks and other accounting systems. This allows accountants to manage the financial aspects of the business in a familiar software accounting package  while allowing operators to manage the shop floor in DWOS. 

To integrate with Quickbooks, both DWOS and Quickbooks  need to be able to interact and communicate with each other. To facilitate this, DWOS includes an Accounting Setup Wizard. This wizard helps to synchronize data between the two systems. The following items are required to be identical between the systems:

  • Customers
  • Payment Terms
  • Processing Fee List Items
  • Custom Fields (Customer WO & Tracking #)
  • General Part List Item

* Quickbooks requires all items to be in Quickbooks exactly as they are in DWOS in order to create an invoice.

TIP: QuickBooks and DWOS Client must be running as an administrator when sync is performed. To do this, right-click on the shortcut and click 'Run As Administrator'.

Accounting Setup Wizard

The accounting setup wizard will walk you through synchronizing data between DWOS and Quickbooks. To access the Accounting Setup tool, go to Administration > Accounting Setup on the main ribbon toolbar as shown below.


Step 1 - Select Source

Once the wizard starts you have the option of identifying which system will be the source of data. Source data will override any existing customer data (i.e. If customer John Smith already exists in DWOS when syncing from QuickBooks then John Smith’s data in DWOS will be replaced with John Smith’s data from QuickBooks).

Typically, if you already have Quickbooks running with a new install of DWOS then you will start with Quickbooks as the source.

Step 2 - Sync

The next step is to perform the actual synchronization. Click the Sync button to begin the sync process. Sync progress will be displayed as the sync transfers data from source to destination.  Information regarding messages, errors, or warnings will be displayed on their respective tabs.  

*Note: QuickBooks will prompt the user to grant DWOS permission to access the company file.


NOTE: Data from the source will override data at the destination, so ensure that you select the application with the most accurate data as the source.

Once the synchronization is complete any issues will be shown in the Errors or Warnings tab.

Special Case: Fees & Terms

Some fees and terms may need to be added to QuickBooks manually.  If any fees or terms cannot be synced then they will need to be manually entered into the QuickBooks Item List and the Errors tab will define the type and name of fee or term that should be added to Quickbooks.

DWOS

The list of fees can be found on the Administration tab.  Fees should sync from QuickBooks to DWOS without issue but you may want to verify that the name, price, and account name values were populated correctly (account name will be listed under the Invoice Item Name column in the Order Fee Manager).


QuickBooks

Fees should be entered into the Item List under Lists > Item List.  When entering fees, select Service from the list of types, enter the name noted in the sync error (e.g. Certification Charge for the first item in the list shown above) and select an account.

Terms should be entered in the Terms List under Lists > Customer and Vendor Profile Lists > Terms List.


NOTE: Once the fees and terms have been manually entered into QuickBooks it will be necessary to run the sync wizard again to ensure all items have been properly added.  

 
Step 3 - Summary

Sync summary will display an overview of the items that were synced successfully and any errors or warnings that need to be addressed. 

Again, if there are any errors or warning listed they will need to be addressed by manually entering in the necessary data in the destination application.  Once that has been completed, run the sync wizard again to ensure all warnings or errors have been fixed.

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Updated on Mon, 06 Apr 2020