The QuickBooks Extension

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1 The QuickBooks Extension Updated 2/23/ Autotask Corporation

2 Table of Contents The Autotask QuickBooks Extension 4 Initial Setup 6 Enable Autotask Access to QuickBooks 7 Import QuickBooks Customer Records into Autotask 10 Import Data and View Import History 12 System Settings That Impact QuickBooks Users 18 Inventory Synchronization and Purchase Order Transfer 22 Import an Inventory File into Autotask 24 Synchronize Inventory 26 Transfer and Update Purchase Orders 28 Purchase Order Data Mapping 30 Transfer Invoices 33 Map Autotask Billing Items to QuickBooks 35 The Item Mapping Page: Select Naming Convention for Transferred Billing Items 37 Populate Autotask Lists with QuickBooks Items 42 Use the Tilde for Mapping Sub-Items 45 Map to a QuickBooks Inventory Item 47 Assign a QuickBooks Financial Account 49 Invoice Template Setup for Transfer to QuickBooks 51 QuickBooks Field Map 53 Set Invoice Preferences for QuickBooks 58 Calculate Taxes in Autotask and Transfer Them to the QuickBooks Invoice (US Versions of QuickBooks only) 60 Transfer Process 64 Parent-Subsidiary and Job-Level Invoicing Autotask Corporation l Page 2 of 88

3 Transfer Expense Reports 71 Map Resources 72 Map Expense Categories to QuickBooks Accounts 74 Transfer Expense Reports to QuickBooks 78 Transfer the Payroll Summary Report 82 Map Resources 83 Map Payroll Time Categories 85 Transfer Payroll to QuickBooks 86 Transfer Logs 87 Index Autotask Corporation l Page 3 of 88

4 The Autotask QuickBooks Extension Overview Autotask customers who use the QuickBooks integration run their business in Autotask, but do their financial accounting in QuickBooks. In Autotask, they Manage their customers, vendors and prospects Manage their sales and forecasting Set up the Autotask contracts that govern the billing of products and services Schedule and manage services delivery Track both billable and non-billable time Procure products and track inventory Report on travel expenses Approve, post and invoice all billable items QuickBooks picks up where Autotask leaves off. It manages Inventory and Purchasing, Accounts Receivable, Accounts Payable and Payroll: You transfer and synchronize Purchase Orders and Inventory from Autotask to QuickBooks, and pay your vendors from there. Refer to "Inventory Synchronization and Purchase Order Transfer" on page 22 You transfer the invoices generated in Autotask, and manage your receivables in QuickBooks. Refer to"transfer Invoices" on page 33 You transfer expense reports generated in Autotask, and reimburse resources for travel expenses from QuickBooks. Refer to "Transfer Expense Reports" on page 71. You track resource time in Autotask, generate a Payroll Summary report and transfer the hours into the QuickBooks Timesheet to manage payroll. Refer to "Transfer the Payroll Summary Report" on page 82. All transfer options work independently. Information is always sent from Autotask to QuickBooks, not the reverse. Supported QuickBooks Versions The QuickBooks Extension supports English Internet Explorer in 32-bit mode in Windows only Autotask Corporation l Page 4 of 88

5 The Contracts module supports other browsers, but Internet Explorer is required to transfer invoices, purchase orders, expense reports and payroll summary reports to QuickBooks. Autotask works with the following versions of QuickBooks: US: Pro and Premier 2014 and 2015; Enterprise 14.0 and 15.0 UK: Premier and Pro Edition 2014 and 2015; Enterprise 13.0 & 14.0 Canadian: Pro and Premier 2014 and 2015 Australian: Pro and Premier 2011/2012 and 2012/2013 QuickBooks Online (English Autotask and English QuickBooks Online only) QuickBooks Online Autotask now offers a separate integration with English language versions of QuickBooks Online. This integration is based on, and hosted by, the itduzzit cloud-integration platform. Autotask provides Customer Support. Currently, the Autotask QuickBooks Online integration does not support all the features of the standard Autotask QuickBooks integration. It will automatically send Autotask invoices, customer information, and billing codes to QuickBooks Online. It can automatically create customers from invoice information. Once set up, the integration runs automatically, checking for new invoices in Autotask every 15 minutes and sending the invoices to QuickBooks Online. Optionally, you can send or re-send an individual invoice to Quick- Books Online. After successfully adding an invoice into QuickBooks Online, the integration will update the invoice number in Autotask. When payments are received in QuickBooks Online, the integration will update the payment status and payment date in Autotask. For additional information about the QuickBooks Online integration, please contact your Autotask Account Manager or refer to the itduzzit online documentation: Autotask QuickBooks Online Autotask Corporation l Page 5 of 88

6 Initial Setup Access to your QuickBooks Company file Once the QuickBooks extension has been activated for your database, and before your first transfer, we recommend you complete the following initial setup steps. Allow Autotask to access your QuickBooks company file If you do not manually enable the required permissions, you will be prompted the first time Autotask attempts to access your QuickBooks file. Refer to "Enable Autotask Access to QuickBooks" on page 7. Import QuickBooks customer records to Autotask You will create duplicate customer records in QuickBooks if the Autotask "Company Name" field does not exactly match the QuickBooks "Customer Name" field. The best way to avoid duplication is to import your customers from QuickBooks to Autotask. Refer to "Import QuickBooks Customer Records into Autotask" on page 10. Review the system setting settings that impact data transfer to QuickBooks Refer to "System Settings That Impact QuickBooks Users " on page Autotask Corporation l Page 6 of 88

7 Enable Autotask Access to QuickBooks Administrator Required Security Levels Autotask must have access to your QuickBooks company file to transfer purchase orders, invoices, expense reports or the payroll summary report. To enable this access, you must be logged into both QuickBooks and Autotask with Administrator security level. Once the QuickBooks Extension is configured, you will need access to the Autotask Contracts module to transfer a purchase order, invoice or expense report, and access to the Reports module to transfer the Payroll Summary Report. To Enable Access 1. The first time Autotask tries to access your company file (for example when you open the Item Mappings page or attempt to transfer an invoice) QuickBooks will display the following authorization window Autotask Corporation l Page 7 of 88

8 2. Select Yes, whenever this QuickBooks company file is open. Access to personal data is not required. 3. Click Continue and Done on the Access Confirmation popup. You can now proceed with the action that initiated the file access. Autotask Electronic Transfer Item in QuickBooks Once you have configured access permissions, an Autotask Electronic Transfer item will be listed on the Preferences > Integrated Applications window that can be accessed from the QuickBooks Edit menu. Make sure the Don't allow any applications to access this company file check box is unchecked! If it is checked, you will receive an application error when you transfer an invoice Autotask Corporation l Page 8 of 88

9 Click Properties to view the access rights settings: 2014 Autotask Corporation l Page 9 of 88

10 Import QuickBooks Customer Records into Autotask If your company has been using QuickBooks for some time before implementing Autotask, and will begin transferring invoices from Autotask to QuickBooks, you will create duplicate customer records in QuickBooks if the QuickBooks "Customer Name" field does not exactly match the Autotask "Company Name" field. The best way to avoid duplication is to import your customers from QuickBooks to Autotask at the beginning of your Autotask implementation. Exporting Customer Records from QuickBooks Before you begin, read "Import Data and View Import History " on page 12 to familiarize yourself with the import process and pre-requisites. 1. Open QuickBooks and go to Reports > List > Customer Phone List. 2. Click Customize Report. 3. On the popup window's Display tab, select the QuickBooks fields listed in the table below for export. Refer to "Field Selection and Mapping" on page 10. You can select additional fields to export from QuickBooks and import into Autotask, as long as you have set up User-defined Fields in Autotask to map the data. Refer to Setting Up User-defined Fields. 4. Click Excel and select create new Worksheet > in new Workbook. The selected fields are exported to an Excel spreadsheet. On the Excel spreadsheet, select (highlight) the Zip Code column and from the Excel menu, select Format > Cells > Text. This will ensure that zip codes with leading zeros will not lose the zero. 5. Follow the instructions in "Import Data and View Import History " on page 12 to import your customer list. Best Practice: Once the initial customer list has been exported to Autotask, new customers should be created in Autotask and transferred to QuickBooks, where the QuickBooks extension will automatically set up a new customer record for you. This ensures that new customer names will be identical in both applications, and you will not create any duplicates. Field Selection and Mapping The following table shows the QuickBooks fields you should export and how they must be mapped to Autotask Company and Contact fields: 2014 Autotask Corporation l Page 10 of 88

11 QuickBooks Field Name Map for Company Import Map for Contact Import Customer Company Name [required] Company [required] Mr, Mrs First Name M.I. Last Name Title First Name [required] Middle Initial Last Name [required] Phone Phone [required] Contact Phone [required] Alt. Phone Alternate Phone 1 Contact Alternate Phone Fax Fax Street 1 Address 1 Contact Address 1 Street 2 Address 2 Contact Address 2 City City Contact City State State Contact State Zip Zip Code Contact Zip Code Country Country Contact Country Customer Type Rep Custom Fields, as desired Company Type [required]. Must be changed to "Customer" in the import template, or set as the default in the Importer. Account Manager [required]. You will need to replace the initials exported from QuickBooks with the Autotask resource name in the format "Last Name, First Name" Company User-defined Fields Contact User-defined Fields 2014 Autotask Corporation l Page 11 of 88

12 Import Data and View Import History Administrator If you are importing data into a Full Language Support database, imported files must be saved differently. Full Language Support will be indicated in the Help > About Autotask pop-up. Refer to Autotask Support for Unicode. Whether you've just started using Autotask or would like to execute mass imports or updates to your Autotask database, we provide an efficient way to keep your data current. With the exception of project phases and tasks, data is imported or updated from entity-specific Import / Import History pages here: Companies and Contacts: Autotask menu > Admin > Features & Settings > Companies & Contacts > Utilities > Company / Contact Import > Import / Import History Configuration Items: Autotask menu > Admin > Features & Settings > Configuration Items > Configuration Item Import > Import / Import History Inventory Items: Inventory > Inventory Items, then click Import / Import History Products: Autotask menu > Admin > Products and Services > Products > Products > Import / Import History Project Tasks and Phases: Projects > find and open destination Project > Schedule > Tools > Import from... >.CSV file > click Import These pages show previous data imports for the selected entity. Failed imports and updates are noted in the Status column. Click View exceptions to see what caused the failure. Autotask Client Services can import additional legacy information including: file attachments to customer records, notes and to-dos (sales assignments and appointments), and opportunities (forecasted sales). For more information, contact your Autotask Account Manager. How to... Import new records or update existing records 1. On the Import History page, click Import Autotask Corporation l Page 12 of 88

13 To import Project Phases and Tasks, in the Projects module, search for and open the destination Project. In the Project Menu, click Schedule. On the Schedule page, click Tools > Import from:.csv File. The Import/Update page opens: 2. If you do not have a spreadsheet prepared in.csv format, click Download Import Template, complete it, and save it. Administrators can download the templates from Autotask menu > Admin > Features & Settings > Application-wide (shared) Features > Downloads. Import Templates Required Fields Each import template has required fields, as indicated in the table below. Template Companies and Contacts Configuration Items Inventory Items Required Fields Company: Name Company: Phone Contact: First Name Contact: Last Name Contact: Address Product Name Company Install Date Product Inventory Location 2014 Autotask Corporation l Page 13 of 88

14 Template Inventory Items with a value in one or more Subscription column Phases and Tasks Products Required Fields Subscription Period Type: Must be Once Only, Monthly, Quarterly, Semi-Annual, or Yearly. Subscription Effective Date: Must be less than or equal to the Subscription Expiration Date. Subscription Expiration Date: Must be greater than or equal to the Subscription Effective Date. Subscription Period Price: Must be a positive number or 0. Accepts up to 2 decimal places. Subscription Material Code: Must exactly match the name of an active material code. Phase: Name Phase: Start Date Phase: End Date Task: Title Task: Start Date Task: End Date Task: Work Type Product Name Material Code For Company, Contact, and Configuration Item Inactive column, enter any character to inactivate the record. Leave the column blank to make the record Active. If you are importing contacts If you are importing or updating contacts, include the company name and phone number in each contact data line to ensure that contacts are added to the correct company. If you include a Client Portal username for a contact in your import file, the new Client Portal user will receive an notification with their username and password. If a Client Portal user's password is updated as a result of an import/update, they will receive an notification indicating that their password has been changed. To update a contact's address, you must provide the new address in the "Contact: New Address" column of the.csv spreadsheet. The original address is also required in the column "[required] Contact: Address" because it is used to verify the contact. For details on how to populate the other.csv spreadsheet columns when importing Companies and Contacts, refer to the table with the field descriptions in Adding a Company. If you are importing companies If you wish to add or update the classification in a company record, include the name of the classification, as it appears in the New Company page, in the Classification column of the import 2014 Autotask Corporation l Page 14 of 88

15 file. If you do not populate the Company Type column, the Company Type will default to Customer for new companies. If you are importing configuration items and subscriptions If you are importing a configuration item and its associated product does not exist in your system, be sure to include the product name, material code, and any required user-defined fields in your configuration item.csv file and Autotask will automatically create the product. When importing configuration items, you can also create subscriptions for the imported items. For a subscription to be created, you must populate all required fields listed in "Import Templates Required Fields" on page 13. The configuration item will be created even if the creation of the subscription fails. Subscriptions can also be created when configuration items are updated with an import. if a match with an existing configuration item is found, Autotask will create a new subscription based on the imported subscription data. INTERNAL ONLY: If the user provides a value in 1 or more of the Subscription columns, we will assume he intends to create a subscription and will perform all of the validations described below. The validation failures will be presented in the Exceptions file using our standard validation failure formats. We will add the following columns to the Import Template (all the way at the end): Subscription Name: Not required (even though it is required in the UI). If this is left blank, we will use the Product Name. Subscription Description Subscription Period Type: Required. Must be Once Only, Monthly, Quarterly, Semi- Annual, or Yearly. Subscription Effective Date: Required. Must be less than or equal to the Subscription Expiration Date. Subscription Expiration Date: Required. Must be greater than or equal to the Subscription Effective Date. Subscription Period Price: Required. Must be a positive number or 0. Accepts up to 2 decimal places. Max value is 999,999, Autotask Corporation l Page 15 of 88

16 Subscription Material Cost Code: Required. Must exactly match the name of an active material cost code. Subscription Purchase Order Number Subscription Period Cost: Must be a positive number or 0. Accepts up to 2 decimal places. Max value is 999,999, Subscription Active: the presence of any character(s) in this column will import the subscription as Active. Blank means Inactive. We will not allow users to import subscriptions as Canceled. Not in Import Template: Subscription Total Price: This is a calculated column. Allowing users to import data into this column would complicate things because the value would need to be compatible with the [Subscription Period Type x Subscription Period Price] calculation. Not related to Subscriptions, but in scope: Please add Active column for the configuration item. This will allow users to import configuration items as inactive, or to activate/inactivate configuration items using the Import s Update capabilities. The presence of any character(s) in this column will import the subscription as Active. Blank means Inactive. We will not allow users to import subscriptions as Canceled. ADDITIONAL REQUIREMENT (IN SCOPE): - We also need to be able to create a subscription when a configuration item is sent through the importer for an update. In other words, if a match is found on an existing configuration item, we will create a new subscription based on the imported subscription data. If you are importing products For details when importing a product list, refer to Manually Adding a Product to the Products List. If you are importing phases and tasks To import Project Phases and Tasks, in the Projects module, search for and open the destination Project. In the Project Menu, click Schedule. On the Schedule page, click Tools > Import from:.csv File. When the import has completed, click the schedule Refresh icon to update the schedule. You must import Project Phases and Tasks into an existing project schedule. Tasks and/or issues can be created, but they cannot be updated with this import tool. If you are adding a task to a phase, specify the phase name. If there is more than one phase in the project with that name, the task will be added to the end of the project schedule Autotask Corporation l Page 16 of 88

17 To preserve non-english characters or accent marks in your data 1. With Excel 2007 open, create a new workbook (File > New > Blank Workbook) 2. Select Data > Get External Data > From Text 3. On the Select Data Source page, select the desired.csv file, and click Import. 4. On the Text Import Wizard Step 1 of 3 page, choose UTF-8 as the file origin, select Delimited, then click Next. 5. On the Text Import Wizard Step 2 of 3 page, select the checkbox next to Comma, then click Next. 6. On the Text Import Wizard Step 3 of 3 page, select Finish. For more information on multi-byte character support, refer to Multi-Byte Character Support. 3. Click Choose File to locate your import file. 4. Use the If a match is found radio buttons to select your import/update preferences. For information on how duplicate records are identified, refer to "Identify duplicates" on page 17. This is not available for Project Phases and Tasks data imports. 5. Click Import. You will be notified via when your import/update is complete. Identify duplicates When you import items into Autotask, the system automatically checks for duplicate records. Duplicates are identified by the following match criteria: Entity Company Contact Product Inventory Item Configuration Item Project Phase and/or Task Duplicate Check Criteria Name + Phone Number Company + First Name + Last Name + + Company Phone Name + Category + Period Product + Location Product + Company + Serial Number There is no duplicate checking for phases and tasks. These items can only be imported, not updated. All phases and tasks that appear in your import file will be added Autotask Corporation l Page 17 of 88

18 System Settings That Impact QuickBooks Users Administrator The following System Settings will have an impact if you use QuickBooks as your accounting application: Decrement from Inventory when transferring invoices containing ticket/project/contract charges to QuickBooks (leave this checked/on if you are not using the Autotask to QuickBooks Synchronize Inventory feature) When an invoice containing an item that is an Inventory Part in QuickBooks is transferred to QuickBooks, the inventory is decremented in QuickBooks. Do not clear the check box unless your company tracks inventory and uses the Autotask to QuickBooks Synchronize Inventory feature to synchronize the Autotask inventory counts to QuickBooks. When this check box is unchecked, the integration will transfer items to QuickBooks based on item description instead of the associated billing code used in QuickBooks mapping. QuickBooks Transmission Method If the QuickBooks extension is enabled, you will see a system setting called QuickBooks Transmission Method. This system setting allows you to choose a default invoice method for Autotask invoices that are transferred to QuickBooks. The selection you make here will be populated into the QuickBooks Transmission Method field on the Invoice Preferences page, where it can be customized on a company by company basis. To select a default QuickBooks Transmission Method, do the following: 1. Click the drop-down list and select one of the following options: 2. Click Save. Blank - The QuickBooks invoice will have neither the "Print later" nor the " later" checkboxes selected. *- The QuickBooks invoice transferred for this company will have the " later" checkbox selected. Print - The QuickBooks invoice transferred for this company will have the "Print later" checkbox selected. Print + *The QuickBooks invoice transferred for this company will have both the "Print later" and the " later" checkboxes selected. A popup will open that gives you the option to apply this setting to only new companies or to both existing and new companies Autotask Corporation l Page 18 of 88

19 If you select Update only new companies, the QuickBooks Invoice Method chosen will be defaulted to only the new companies that are created going forward. If you select Update both new and existing companies, the QuickBooks Invoice Method chosen will be defaulted to all companies, and reset any company-specific selections made before. 3. Click OK to save your new setting, or click Cancel. The selected default option will appear on the Invoice Preferences page of all selected companies, and can be customized. For information on customizing the default setting selected here, refer to Setting Invoice Preferences for a Company. In order to invoices from QuickBooks, your own Company Information in QuickBooks must contain a valid address. This address will be used for the "From" address of invoices flagged " later". If you have not already done so, you can enter an address from Company > Company Information in QuickBooks. There must also be a valid address in QuickBooks for the customer. If there is not an address for the customer, you will be prompted to enter one. Billable Amount: Round to 4 decimal places instead of 2 decimal places when items are approved & posted Autotask stores billable amounts using four decimal places. The amounts for individual billing items are rounded to two decimal places when approved and posted. Because invoice totals are calculated after approve and post, totals are calculated based on the rounded amounts that appear on the invoice. EXAMPLE 1: The billable amounts used to calculate the Total Billable Amount were rounded to two decimal places, that is, the same amounts as those displayed in the Billable Amount column. The Total Billable Amount = , the exact amount of the sum of items in the billable amount column Autotask Corporation l Page 19 of 88

20 There are no discrepancies. When this system setting is enabled, items are rounded to 4 decimal places after approve and post. Calculations for all invoice amounts are based on four decimal places, not two. Each item is then rounded separately for display on the invoice. Because the billable amount for each item is rounded to two for display on the invoice, but the invoice totals are calculated with four decimal places before they are rounded to two decimals for display, there may be slight discrepancies between the Totals displayed on the invoice and the actual sum of the items in the Billable Amount column. EXAMPLE 2: The billable amounts used to calculate the Total Billable Amount were rounded to 4 decimal places and the actual total equals That figure rounds to the Total Billable Amount displayed on the invoice, If you add the figures displayed in the Billable Amount column to calculate the Total Billable Amount, the total equals The missing penny is in the two decimals that are not displayed on the invoice Autotask Corporation l Page 20 of 88

21 If you do not enable this system setting, we recommend that you enable the next system setting, "Use 4 decimal places for Invoices and QuickBooks instead of 2 decimal places". This system setting applies to XML exports as well as generated invoices. Billable Hours: Display 4 decimal places on invoices and transfer 4 decimal places to Quickbooks (Desktop) instead of 2 decimal places By default, Autotask displays billable hours on invoices rounded to 2 decimal places, even though they are stored and transferred to QuickBooks using 4 decimal places. When a labor item is transferred to QuickBooks, QuickBooks will calculate the Rate by dividing the Amount by the number of billable hours. This can lead to rounding errors for the Rate, so we recommend that you enable "4 decimal places" if you use QuickBooks as your accounting application. If your invoice template includes Billable Hours, the Billable Hours are displayed on the invoice with four decimal places. Quantity is rounded to 2 decimal places. Only Billable Hours display with four decimal places. Rate and Billable Amount always display two decimal places on the invoice. Require Work Type Name field for tickets (applies only to user interface) This system setting controls whether the Work Type field is required when entering a ticket in the Autotask user interface. This field is never required when a ticket is added using the API. The recommended setting is enabled (checked). If it is left unchecked, it may cause problems if billable labor is transferred either to QuickBooks or to other accounting software. If you use QuickBooks as your accounting software, the work type is required because it will become the item name of the transferred labor item. Otherwise, all labor items will be transferred as "Labor". If you use other accounting software, you will want to include the Work Type because it is mapped to the General Ledger Account and External ID numbers Autotask Corporation l Page 21 of 88

22 Inventory Synchronization and Purchase Order Transfer You can use the QuickBooks extension to track inventory and generate purchase orders. Why Track Inventory and Generate Purchase Orders in Autotask? Both Autotask and QuickBooks support inventory tracking and generate purchase orders. Customers who use the QuickBooks extension have a choice which application they will use. In Autotask, inventory items can be installed to a customer as a Configuration Item, and reserved or "picked" for a specific customer and job through association with a ticket or project. Autotask keeps track of each individual object, from purchasing for inventory through associating the item with an enduser to even swapping it out for a replacement item. In QuickBooks, inventory items are associated with both Income Accounts and Expense Accounts, and your company can issue payments for the vendors from there, as well. QuickBooks keeps track of the financial transactions. If you use the Autotask QuickBooks integration, you get the best of both worlds. This makes a compelling case for tracking inventory and managing purchase orders out of Autotask, and then transferring them to QuickBooks. For details, refer to: "Import an Inventory File into Autotask" on page 24 "Transfer and Update Purchase Orders" on page 28 Transfer Workflow During the purchase order transfer, the following steps are performed: 1. The Autotask Vendor company names are matched to QuickBooks Vendor names. If the vendor exists in, the purchase order is transferred to the existing vendor. If no exact match is found, Autotask will create a new QuickBooks vendor record. The only fields compared are the Name fields; address fields are not considered. 2. In the same way, the Autotask customer names are matched to the QuickBooks Customer names. If the Customer does not exist, Autotask will create it. For information on how to export the QuickBooks customer and vendor lists to Autotask to avoid creating duplicate companies, refer to "Import QuickBooks Customer Records into Autotask" on page The line items on the purchase order are matched to QuickBooks Inventory Parts. If an inventory item with the same name does not exist, it will be created automatically Autotask Corporation l Page 22 of 88

23 If a Non-inventory Part with the same name exists, but not an Inventory Part, the creation will fail, and you will receive an error message in the Transmission Details. You must either do an inventory synchronization to create an Inventory Part, or convert the Non-inventory Part to an Inventory Part Autotask Corporation l Page 23 of 88

24 Import an Inventory File into Autotask Administrator If you decide to track your inventory in Autotask and make Autotask the system of record, you will want to transfer your list of inventory items and the On Hand counts to Autotask on the cut-over date. This is a onetime import that is initiated from the Inventory Item Import page. The page displays a history of imports from the last 60 days. You can also view any exceptions (records that were not imported) from a prior import by clicking on the "View exceptions" link in the Exceptions column. You can also initiate a new import by clicking on the Import button. Once the inventory has been transferred to Autotask, the QuickBooks inventory is kept in synch using the Synchronize Inventory function in Autotask. Refer to "Synchronize Inventory" on page 26. Exporting the QuickBooks Inventory File Before you import your inventory counts into Autotask, I would be a good idea to do a physical inventory to make sure the numbers in QuickBooks are correct and unused Inventory Parts are inactivated or deleted. To export your QuickBooks Inventory file: 1. In QuickBooks, run the Reports > Inventory > Inventory Stock Status by Item report. 2. Export the file to.csv and save it. Importing an Inventory File 1. In Autotask, go to Inventory > Inventory Items and click Import / Import History. The Inventory Import History page opens. 2. Click Import. 3. Download the recommended template and copy the columns you exported from QuickBooks (or another application) into the template. Refer to "Inventory Part Fields" on page 31 for details on mapping the fields. Administrators can download the template from Autotask menu > Admin >Application-wide (shared) Features > Downloads. 1. Populate required Autotask columns that have no equivalent in QuickBooks or another application, such as Inventory Location, Material Code, and,required user-defined fields. Also populate the Minimum and Maximum columns, if you are going to use this feature, and save the file. 2. Browse to the location of the.csv file Autotask Corporation l Page 24 of 88

25 3. Select a duplicate handling option: a. Do not update or import existing inventory item: when this option is selected, the duplicate record will be returned in the Exceptions report. b. Update existing inventory item: The information in the import file will overwrite information for the existing inventory item. However, if a field is blank in the import file but it has a value in the existing inventory item, we will not overwrite the value with a blank. c. If there are multiple matches based on Product + Location, we will NOT perform the update. 4. Click Import. We will validate that the file is a csv file smaller than 5 MB, that all required columns are populated, and that no extra or duplicate columns are in the file. 5. A dialog box will inform you that the import is processing, and that you will be informed via when it is complete. Viewing Exceptions If anyone in your company performed an import that contained records that did not successfully import, you will see a View Exceptions link in the Exceptions column. The file layout is the same as that of the recommended import template, with one additional column: Reason for Failure. You can then correct the data in this file and then re-import it. You may see one or more of the following Reasons for Failure: Product is required Product does not exist or is inactive Product matches multiple products Inventory Location is required Inventory Location does not exist or is inactive Minimum must be an integer greater than or equal to 0 Minimum must be an integer less than or equal to Maximum Maximum must be an integer greater than or equal to 0 Maximum must be an integer greater than or equal to Minimum On Hand must be an integer greater than or equal to 0 Material Code (required if creating product) does not exist or is inactive 2014 Autotask Corporation l Page 25 of 88

26 Synchronize Inventory Manager In Internet Explorer only, Autotask menu > Contracts > QuickBooks > Synchronize Inventory Items Once the Autotask inventory has become the system of record, you will want to keep the QuickBooks version of the inventory in synch with Autotask. The On Hand counts in QuickBooks will be updated to match the On Hand counts in Autotask. Steps to synchronize inventory 1. In Internet Explorer, navigate to Autotask menu > Contracts > QuickBooks > Synchronize Inventory Items and click the link. A dialog box will open. 2. Click Continue. 3. If you attempt to execute a sync while there are purchase orders that have been transferred but additional units have been received since the last time data was passed to QuickBooks for that purchase order, the Cannot Synchronize Inventory dialog will open. Click Update to update all of these purchase orders in QuickBooks (you can request to sync again once this is complete), or click Cancel to close this message. 4. The Synchronizing... dialog box will open and the synchronization will begin. The box displays a Cancel button. If you click this button, the sync will be canceled and the window will close. The Synchronization Canceled window will appear, telling you that anything that was already synced will remain synced. 5. When the process is finished, the Synchronization Complete dialog box will open, with details on the number of items that failed to synchronize and the number of inventory items that were created in Autotask. 6. Click View Details to access a report on the synchronization that will include the Inventory Part name, the On Hand count, the Inventory Part Created (yes, updated and no change are the options), as well as a synch status (success, failure or failure - product name is not unique in Autotask). If you track inventory in Autotask and will synchronize the On Hand counts in QuickBooks in this way, you should uncheck the Contracts and Billing System Settings system setting. QuickBooks does not use inventory locations. If an inventory item exists in several locations in Autotask, the On Hand count in QuickBooks will be the sum of the On Hand counts of all Autotask Locations. Resending a Purchase Order that was already transferred 2014 Autotask Corporation l Page 26 of 88

27 If you need to edit and resend a PO that was already transferred to QuickBooks, do the following: 1. Delete the purchase order in QuickBooks 2. In Autotask, open the Purchase Order and delete the External PO number. 3. Make the necessary changes, and then re-transfer the purchase order Autotask Corporation l Page 27 of 88

28 Transfer and Update Purchase Orders Manager In Internet Explorer only, Autotask menu > Contracts > QuickBooks > Transfer Purchase Orders Autotask purchase orders are transferred to QuickBooks from Autotask menu > Contracts > QuickBooks Extension > Transfer Purchase Orders (Internet Explorer only). The list will contain purchase orders that have not been previously transferred to QuickBooks (where the External PO Number is null), and have a status of Submitted, Received in Part, or Received in Full. The list can be filtered by status, by the name of the creator, and a submission date range. To open a Purchase Order, click on the PO Number link of a line item. Transferring Purchase Orders To transfer purchase orders, do the following: 1. Click the checkbox in the header line, or click selected line items. 2. Click the Transfer Selected/Update Status button at the top of the page. A warning prompt will open reminding you to start QuickBooks. 3. Click OK to proceed with the transfer. A dialog box is shown while the transfer is in progress. To cancel the transfer, click Cancel, but any purchase orders that were already transferred will remain in QuickBooks. 4. When the transfer is complete, a new dialog box is shown. It contains a link that allows you to view the details of the transfer in a.csv file format. The Transfer Details report includes the following columns: Vendor P.O. Number Company External P.O. Number Submitted (date) Transfer Status: either success, failure, or failure - inventory item's product has a name that is not unique in Autotask. 5. If the purchase order transfer has created any new vendors, customers or inventory parts in Quick- Books, a series of dialog boxes will prompt you to review the newly created items. Click OK to close the dialog boxes. 6. To access the transferred purchase orders in QuickBooks, navigate to Vendor Center > Transactions tab > Purchase Orders Autotask Corporation l Page 28 of 88

29 The Billable column on the QuickBooks Bill or Item Receipt will always be unchecked for transferred purchase orders, even if the item is billable in Autotask, because it will create a billing item in Quick- Books as well as in Autotask if it is marked as billable. To review how Inventory Part and Purchase Order fields are mapped from Autotask to QuickBooks, refer to "Purchase Order Data Mapping" on page 30. Updating the QuickBooks PO Status from Autotask When purchase orders are transferred to QuickBooks, the extension will automatically check the status of previously transferred POs, and update them to the Autotask status. To trigger an update without transferring new purchase orders: 1. Click the Transfer Selected / Update Status button. A warning message confirms your intention and prompts you to launch QuickBooks. 2. Click OK to proceed with the update. A dialog box is shown while the update is in progress. To cancel the transfer, click Cancel, but any purchase orders that were already updated will remain updated in QuickBooks. Canceling a Purchase Order When a purchase order is canceled in Autotask after it has been transferred to QuickBooks, the corresponding QuickBooks PO will be deleted the next time purchase orders are updated or transferred Autotask Corporation l Page 29 of 88

30 Purchase Order Data Mapping Purchase Order Fields Autotask Field Vendor QuickBooks Field Vendor Notes Company Ship To If AT purchase order is Ship To "Selected Company", it is set as that customer in QuickBooks. Otherwise, the Address of the QuickBooks Company file is used. Product Item - Description Quantity Cost Company Quantity Cost Customer:Job - Amount Calculated by QuickBooks Purchase for Company Ship To Address Ship To (Customer) Ship To (Address) External P.O. # P.O. No. The QuickBooks PO number is written back to the Autotask purchase order after a successful transfer Transfer Date General Memo Date Vendor Message Terms Terms The transferred terms must match a "Terms" option in QuickBooks, otherwise the field is left blank. - Due Date always blank - Company Number Auto-populated with the QuickBooks company number - Expected Shipping Type Ship Via The transferred shipping type must match a "Ship Via" option in Quick- Books, otherwise the field is left blank Freight FOB - Other2 always blank 2014 Autotask Corporation l Page 30 of 88

31 Autotask Field QuickBooks Field Notes - Service Date always blank Manufacturer Product Number (from product) Man. Part Num - Backordered always blank - Received always blank - Other 1 always blank - Other 2 always blank - Total Calculated by QuickBooks - Long text (disclaimer) always blank - Memo always blank Shipping Date Tax Region Vendor Invoice # Company's Transmission Method Inventory Part Fields To be printed / to be mailed always blank always blank always blank Set in Invoice Preferences > External Accounting Options Autotask Field QuickBooks Field Notes - Type Always "Inventory Part" Product Name Item Name/Number Autotask currently allows you to create multiple products with the same name. QuickBooks does not allow this. - SubItem of Manufacturer Product Number (from product) Manufacturer's Part Number - Unit of Measure Always "Each" if UOM is enabled in QuickBooks, or blank if UOM is not enabled 2014 Autotask Corporation l Page 31 of 88

32 Autotask Field Product Description (from product) QuickBooks Field Description on Purchase Transactions Notes Unit Cost (from product) Cost If blank in Autotask, will be COGS Account Always "Cost of Goods Sold" Default Vendor (from product) Product Description Preferred Vendor Description on Sales Transations Auto-created if a matching vendor does not exist in QuickBooks Unit Price (from product) Sales Price If blank in Autotask, will be 0.00 Taxable setting (from product's material code) Tax Code Tax or Non. Billing items associated with a tax amount >0 are considered taxable. - Income Account We will look for an account called "Autotask Income from PO". If it exists, we will use it. If it does not exist, we will create it and use it. - Asset Account always "Inventory Asset" Min (from inventory item) On Hand (from inventory item) Reorder Point On Hand In QuickBooks there is one inventory part for each Autotask product. In Autotask, there can be multiple inventory items for a single product (the joining of a product and an inventory location comprises the inventory item in Autotask). We will sum the on hand amounts for all Autotask inventory items that have the same product and that will be the on hand amount for the single inventory part in QuickBooks. - Total Value calculated by QuickBooks - As of always today's date - Item is inactive always False 2014 Autotask Corporation l Page 32 of 88

33 Transfer Invoices The QuickBooks extension transfers invoices that were generated in Autotask into QuickBooks. Invoice Transfer Workflow During the invoice transfer, the QuickBooks extension does the following: 1. It matches Autotask Company Names to QuickBooks Customer (not Company) Names. If a Quick- Books Customer Name exactly matches the Autotask Company Name, the invoice is transferred to the existing Customer. The only fields compared are the Name fields; address fields are not considered. If no exact match is found, Autotask will create a new QuickBooks Customer (not Company) record. For information on how to export the QuickBooks customer list to Autotask to avoid creating duplicate companies, refer to "Import QuickBooks Customer Records into Autotask" on page It generates QuickBooks Item Names from specific Autotask fields and matches them to items on the QuickBooks Item List. If an exact match does not exist, it creates a new item in QuickBooks. For subsequent transfers, QuickBooks tax and General Ledger Account settings on items are respected Autotask Corporation l Page 33 of 88

34 Invoice Transfer Setup Before your first invoice transfer: Set up Autotask Billing Items so they map correctly, or are created correctly, in the QuickBooks Item List. Refer to "Map Autotask Billing Items to QuickBooks" on page 35. Review the Invoice Template so your invoices display the data you want to transfer to QuickBooks. Refer to "Invoice Template Setup for Transfer to QuickBooks" on page 51. Customize invoice preferences by company, as needed, to meet the customer billing requirements of specific customers. Refer to "Set Invoice Preferences for QuickBooks" on page 58. Decide where you will calculate taxes in Autotask or QuickBooks "Calculate Taxes in Autotask and Transfer Them to the QuickBooks Invoice (US Versions of QuickBooks only)" on page 60. Once you are set up, refer to the following topics: For a detailed description, refer to "Transfer Process" on page 64. For information on how Autotask subsidiary items invoiced to the parent company appear in Quick- Books and transferring a job-level invoice, refer to "Parent-Subsidiary and Job-Level Invoicing" on page Autotask Corporation l Page 34 of 88

35 Map Autotask Billing Items to QuickBooks Administrator Autotask menu > Admin >Extensions & Integrations > QuickBooks Extension > Item Mappings All items that appear on a QuickBooks invoice, including Services, Inventory Parts, Non-inventory Parts, Sales Tax Items, Groups, and Discounts must be listed on the QuickBooks Item List. This requirement also applies to invoices that are transferred from Autotask. If the name of the Autotask billing item being transferred matches an item on the QuickBooks item list, the QuickBooks item is used. The QuickBooks item type, tax settings, and General Ledger Account settings are retained. If the transfer item does not match a QuickBooks item, a new data record is automatically created. If you want to continue using your existing QuickBooks Item List, you must set up your Autotask billing items so they map correctly, or are created correctly, on the QuickBooks Item List. Mapping your billing items from Autotask to QuickBooks involves several steps. 1. For each Autotask billing item type, you must determine which fields will be mapped to the Quick- Books Item Name field. Refer to "The Item Mapping Page: Select Naming Convention for Transferred Billing Items" on page Autotask Corporation l Page 35 of 88

36 2. Then, you'll populate the Autotask tables with your item names. Refer to "The Item Mapping Page: Select Naming Convention for Transferred Billing Items" on page Since Autotask does not associate billing items with financial accounts, you will need to select the QuickBooks Account for each item. Refer to "Assign a QuickBooks Financial Account" on page Autotask Corporation l Page 36 of 88

37 The Item Mapping Page: Select Naming Convention for Transferred Billing Items Administrator Admin > Extensions & Integrations > QuickBooks Extension > Item Mapping About the Item Mappings Page The Item Mapping page serves several functions: For users of the US versions of QuickBooks only, it allows you to determine where you will calculate the taxes on invoices you transfer to QuickBooks: in Autotask or QuickBooks. Refer to "Calculate Taxes in Autotask and Transfer Them to the QuickBooks Invoice (US Versions of QuickBooks only)" on page 60. It displays the editable default mapping that determines which Autotask fields will become the Item Name on the QuickBooks invoice. Refer to "Recommended: Accepting the Default Naming Convention" on page 38 below. Due to changes in Autotask, we no longer recommend that you use the QuickBooks Account column on the Item Mappings page. Most items cannot be mapped that way, and mapping fails without notice Autotask Corporation l Page 37 of 88

38 It displays a list of Billing Items with No Billing Codes that are transferred to QuickBooks under certain circumstances. Refer to "Billing Items with No Billing Code " on page 41, below. Recommended: Accepting the Default Naming Convention For most customers, the default QuickBooks Naming Convention will work best. For the item types where you can make a different selection, the default settings are as follows: Work Types: Work Types Material Codes: Charge Name Service Codes: Service/Bundle Name Milestone Codes: Milestone Code Block Purchases: Material Code Retainer Purchases: Material Code Ticket Purchases: Material Code Selecting a Non-Standard QuickBooks Naming Convention for Each Item Type We recommend that you retain the default settings. Consult your Implementation Manager before you change the Standard QuickBooks Naming Convention! To select a different naming convention, do the following: 1. Open the Autotask menu > Admin >Extensions & Integrations > QuickBooks Extension > Item Mappings page. A list of all Billing Codes you have already set up, grouped by item type will open. The Item Type name used for each billing item type appears in header rows shaded yellow Autotask Corporation l Page 38 of 88

39 2. Click the drop-down box on the header row, for example the Work Types - QuickBooks Item Naming Convention row and select an option. 3. Repeat for each Billing Code type. 4. Click Save. You can edit the selection you make in the QuickBooks Item Naming Convention field at any time. For more information on mapping each Billing Code type where you have mapping options see below. Mapping Labor (Work Types) The billing codes applied to Labor (time tracked on tickets and tasks) are called Work Types. In QuickBooks, the item type will be Service. When mapping labor items to QuickBooks, you have two options: You can select the Autotask Work Type to become the QuickBooks Item Name. For information on how to set up Work Types, refer to Adding Work Types. You can use a combination of the Role used when the time entry was created, and the Work Type. In QuickBooks, the Role will become the Item Name, and the Work Type will become the Sub-Item Name. For comprehensive information on Roles and how to set them up in Autotask, refer to Adding Billing Roles. Most customers should accept the default, Work Type. Mapping Charges Using Material Codes The billing codes applied to products and materials tracked with contracts, projects and tickets are called Material Codes. In QuickBooks, the Item Type will be Non-inventory Part. Refer to "Map to a QuickBooks Inventory Item" on page 47. When mapping Material Codes to QuickBooks, you have two options: You can select the Charge Name to become the QuickBooks Item Name. The name of the Product, Charge or Material Item selected on the Charge page will become the QuickBooks Item Name. You can select the Material Code to become the QuickBooks Item Name. This selection makes sense if you do not want each individual product name to appear on your QuickBooks Item List, but rather just the broad categories. If you want the item name to be "Laptop", with the details in the invoice Description field, rather than "HP Pavilion", this is a good choice. Most customers should select the default, Charge Name Autotask Corporation l Page 39 of 88

40 Refer to Adding a Ticket Charge. Mapping Recurring Service Revenue Using Service Codes The Billing Codes (billing codes) applied to Recurring Services are called Service Codes. In QuickBooks, the Item Type will be Service. When mapping Recurring Services to QuickBooks, you have three options: You can select the Service/Bundle Name to become the QuickBooks Item Name. Eventually, each Service or Bundle you set up in Autotask will become an item on the QuickBooks Item List. If you have a service named "Workstation Support Gold", it will become a QuickBooks item. You can select Service Code to become the QuickBooks Item Name. This selection will create fewer items in QuickBooks. If you have a Service Code named "Server Maintenance Recurring", it will become a QuickBooks item. You can select the Recurring Services:Service Code to become the QuickBooks Item Name. In QuickBooks, the item name will be "Recurring Services", the sub-item name will be "Server Maintenance Recurring". Most customers should select the default, Charge Name. For more information on adding Services, Service Bundles, and Service Codes, refer to Setting Up Your Services, Adding Service Bundles, and Service Codes. Mapping Subscriptions Using Material Codes Most often, products and materials will be billed as a Charge associated with a contract, project or ticket. There is, however, a second way (not recommended for most users) of billing for product sales using a "subscription". A subscription is a billing item for a Configuration Item (a product installed at a company). Refer to Managing Subscriptions. The Billing Codes (billing codes) applied to Subscriptions are called Material Codes. When mapping product Subscriptions to QuickBooks, you have two options: You can select the Charge/Subscription Name to become the QuickBooks Item Name. The name of the Product, which is also the Subscription Name will become the QuickBooks Item Name. You can select the Material Code to become the QuickBooks Item Name. This selection makes sense if you do not want each individual product name to appear on your QuickBooks Item List. If you want the Item Name to be a generic name, with the details in the invoice Description field, rather than "HP Pavilion", this is a good choice. Most customers should accept the default, Charge/Subscription Name Autotask Corporation l Page 40 of 88

41 Mapping Block, Retainer and Per Ticket Purchases using the Block Name (with Dates) When you choose this option, the changing dates mean that a new QuickBooks Item is created with each transfer of a Block, Retainer and Per Ticket Purchase. For most customers, this is not recommended. Billing Items with No Billing Code Depending on your Invoice Template's grouping settings, it is possible to generate billing items that do not have an Billing Code. When this happens, the QuickBooks extension assigns a default Generic Billing Category name to the billing item. Billing Items with No Billing Code are transferred to QuickBooks and become QuickBooks items under the following circumstances: Autotask Placeholder Billing Code Name Labor Milestone Projects Recurring Services Subscription Tasks Taxes from Autotask Tickets Generated When When "Work Type" is selected and the "Group" check box is checked on the Invoice Item Print Options page, and "Work Type" is selected from the drop-down list, or when Work Type is not required on tickets. When "Milestone Code" is selected but no Milestone Code was assigned to the milestone. The use of Milestone Codes is optional. When the "Group" check box is checked on the Invoice Item Print Options page, and "Labor by Project" is selected from the drop-down list. When Recurring Services billing items are not itemized on the invoice. No longer relevant since Billing Codes are now required on subscriptions. No longer relevant since Work Types are required on tasks. Used for the line item added to the invoice when "Transfer Taxes Directly" is checked. Refer to "Calculate Taxes in Autotask and Transfer Them to the QuickBooks Invoice (US Versions of Quick- Books only)" on page 60 for additional information. When "Work Type" is selected and a Ticket labor item is submitted that does not have an Work Type (Work Types may be optional for tickets, refer to the "Require Work Type Name field for tickets" system setting) and the "Group" check box is checked on the Invoice Item Print Options page, and "Labor by Task or Ticket" is selected from the drop-down list Autotask Corporation l Page 41 of 88

42 Populate Autotask Lists with QuickBooks Items Once you have decided how to map each item type to QuickBooks, you are ready to populate the lists that contain the items. The Product List features an import tool that allows you to easily add your Inventory and Non-inventory Parts to Autotask. Refer to "Import Data and View Import History " on page 12. If you are setting up Autotask and QuickBooks at the same time... If you are setting up Autotask and QuickBooks at the same time, set up your items in Autotask only. When the item is transferred to QuickBooks for the first time, a QuickBooks item is created automatically. If you want to use your existing QuickBooks Item List... If you want to ensure that Autotask plays nicely with your existing QuickBooks Item list, you must recreate the QuickBooks items in Autotask. The following table indicates where items of different types will need to be entered. It is possible to create Autotask billing items that resolve as QuickBooks Item:Subitem. Refer to "Use the Tilde for Mapping Sub-Items" on page 45. QuickBooks All item types appear on one list Hourly Service Services where the Unit of Measure is 1 hour, or where the price is listed per hour Managed Service Services where the Unit of Measure is 1 month [quarter, year], or where the price is listed per month [quarter, year] Lump Sum Service Progress payment on a Fixed Price Contract Example Consulting Web Hosting Milestone Payment Autotask Billing Item Types appear on separate lists Work Type Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes > Work Types tab Refer to Adding Work Types Service or Service Bundle Autotask menu > Admin > Features & Settings > Products & Services > Services and/or Service Bundles Refer to Setting Up Your Products and Services Portfolio Milestone Code Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes > Milestone tab Refer to Milestone Codes 2014 Autotask Corporation l Page 42 of 88

43 QuickBooks All item types appear on one list Inventory and Non-inventory Part Hardware or software billed to the customer Other Charge T & E billed back to the customer Step by Step Example HP Deskjet, Adobe Premiere Airfare, Parking Autotask Billing Item Types appear on separate lists Product Autotask menu > Admin > Features & Settings > Products & Services > Products Refer to Managing the Products List Expense Category Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes > Expense Categories Refer to Expense Categories Export your QuickBooks Item List 1. In QuickBooks, open the Item List and sort it by Item Type. Then go to Reports > Lists > Item Listing. Export the list to a new Excel spreadsheet. 2. On the Excel spreadsheet, do a Find and Replace and replace the colons : with tildes ~. Add QuickBooks Services to the right list 1. Identify the Services that are priced by the hour. Copy the Service names and enter them into Autotask on the Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes > Work Types tab. Refer to Adding Work Types. 2. Identify the Services that are priced by the month, quarter or year. Copy the Service names and enter them into Autotask on the Autotask menu > Admin >Products and Services > Services list. Refer to Setting Up Your Services. 3. If you will be using Fixed Price Contracts, find the Item Name you are using for a lump sum payment in QuickBooks and copy it into Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes > Milestone tab. Refer to Milestone Codes. Add Inventory Parts and Non-inventory parts to the Products list 1. In Autotask, open the Autotask menu > Admin >Products and Services > Product Categories list. Categories will not be transferred to QuickBooks; they are intended to make selecting products on quotes and tickets easier. They are not required. Add or delete Categories as needed. 2. In Autotask, open the Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes > Material Codes tab. This is a required field that will determine the Tax Category of the product. If all products you sell have the same tax rate, you may only need one Material Code called "Taxable". Refer to Material Codes and Configuring Your Tax Table Autotask Corporation l Page 43 of 88

44 3. In Autotask, open the Autotask menu > Admin >Products and Services > Products list and click Import / Import History. 4. Click Import. 5. Download the recommended template and copy the columns you exported from QuickBooks into the template. Populate all required fields and save the file 6. Browse to the location of the.csv file. 7. Select a duplicate handling option: a. Do not update or import existing product: when this option is selected, the duplicate record will be returned in the Exceptions report. b. Update existing product: The information in the import file will overwrite information for the existing product. However, if a field is blank in the import file but it has a value in the existing inventory item, we will not overwrite the value with a blank. c. If there are multiple matches based on Name + Category + Period, we will NOT perform the update. 8. Click Import. We will validate that the file is a csv file smaller than 5 MB, that all required columns are populated, and that no extra or duplicate columns are in the file. 9. A dialog box will inform you that the import is processing, and that you will be informed via when it is complete. Add QuickBooks Expense Items to the Expense Categories List If you will be billing your customers for expenses your resources have incurred, add expense and travelrelated items to Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing > Billing Codes > Expense Categories. Refer to Expense Categories Autotask Corporation l Page 44 of 88

45 Use the Tilde for Mapping Sub-Items Administrator Some QuickBooks users make extensive use of QuickBooks' ability to apply different levels to lists such as the Item List, and the Customer:Job list. When items are transferred from Autotask, a tilde character (~) can be used to map billing items in Autotask to the Item:Subitem structure in QuickBooks. On the QuickBooks Item List, subitems appear indented underneath an item, or separated from the item by a colon (:). To create a Product or Work Type in Autotask that will resolve into a QuickBooks Item:Subitem, do the following: 1. In the Product/Work Type Name field, enter the name of your product with the Item level before the tilde, and the Subitem part after the tilde: Tech~On-Site Service. You can add additional levels: Tech~On-Site Service~Non-Billable. 2. Save your Work Type. 3. When you transfer a billing item with this work type, it will resolve to the QuickBooks Subitem shown in the image below Autotask Corporation l Page 45 of 88

46 This method of using the tilde can also be used with Role names, Service and Bundle names and anything else in Autotask that will be converted to a QuickBooks item name. The tilde can also be used if you would like to do job-level billing. Refer to "Parent-Subsidiary and Job-Level Invoicing" on page Autotask Corporation l Page 46 of 88

47 Map to a QuickBooks Inventory Item Administrator If you track inventory in Autotask, your On Hand counts will be updated when you synchronize inventory, and mapped QuickBooks Inventory Parts will be created by this process. Refer to "Synchronize Inventory" on page 26. If you track inventory in QuickBooks only, and would like to update the On Hand count when an Inventory Part is transferred on an Autotask invoice, you must do the following: Enable the "Decrement from Inventory when transferring invoices containing ticket/project/contract charges to QuickBooks" system setting. Map the Autotask Product to an existing QuickBooks Inventory Part before the item is transferred from Autotask for the first time To map products to an Inventory Part, do the following: 1. Open the QuickBooks Item List and set up an Inventory Part with a name identical to the product name in Autotask. The QuickBooks Item List will show the new Inventory Part: 2014 Autotask Corporation l Page 47 of 88

48 2. When an item is transferred on an invoice, Autotask only checks if an item with the exact name already exists on the QuickBooks Item List. It does not check for the QuickBooks Item Type. If the item exists in QuickBooks as an Inventory Part, the transferred billing item will become an Inventory Part with the same name, and any inventory on hand will be reduced by the item quantity. 3. When an updated Inventory Valuation Detail report is run, the number of units on hand is reduced by one Autotask Corporation l Page 48 of 88

49 Assign a QuickBooks Financial Account Access to your QuickBooks company file When you create an item in QuickBooks, you are required to select the QuickBooks financial or general ledger account the item will be tracked in. Autotask does not track billing transactions at the general ledger level. To allow the Autotask QuickBooks Extension to create new items on the QuickBooks Item List when necessary, the QuickBooks extension creates a placeholder account called Autotask Other ( ). This account is automatically assigned to all items Autotask creates in QuickBooks. A dialog will let you know when a new item with the Autotask Other account is created. We recommend that you immediately open the QuickBooks Item List, edit the item and assign the correct financial account. Due to changes in Autotask, we no longer recommend that you use the QuickBooks Account column on the Item Mappings page. Most items cannot be mapped that way, and mapping fails without notice. To edit billing items transferred to QuickBooks using the Autotask Other account, do the following: 1. Open the QuickBooks Item List and locate the new item created by the transfer. Sort your item list by account and look for all items associated with the Autotask Other account Autotask Corporation l Page 49 of 88

50 2. Right click on the item and select Edit Item. The QuickBooks Edit Item page opens. 3. Find the Company field and select the correct company from the drop-down list. 4. Update the Tax Code field, as needed. Autotask will create a taxable item if the tax amount is greater than zero. 5. Click Save. A dialog box appears where you can choose whether this change will affect only future transfers, or whether you want it to apply to all items with this item code. 6. Click Yes to assign the new company to all transactions, No to assign it only to future ones. Do not delete, rename, or renumber the Autotask Other account under any circumstances. It is required for the correct functioning of the QuickBooks extension Autotask Corporation l Page 50 of 88

51 Invoice Template Setup for Transfer to QuickBooks Administrator About Invoice Templates Invoice Templates determine Which Autotask fields will appear on the QuickBooks invoice The grouping levels of billing items Item sorting on the invoice Each line item on the Autotask invoice will become a line item on the QuickBooks invoice. Detailed Field Map For a map that shows how individual Autotask fields are mapped to QuickBooks fields, refer to "QuickBooks Field Map" on page 53. The Customer Default Invoice Template Newer databases contain a Customer Default invoice template in Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing > Invoices > Invoice Templates. Initially, this template is the default for new customers. You can create multiple Invoice Templates, and assign them to companies on the Invoice Preferences page. Refer to Creating or Editing an Invoice Template. To make the another template your default invoice template, do the following: 1. Open the Autotask menu > Admin > Features & Settings > Finance, Accounting & Invoicing > Invoices > Invoice Templates page. 2. Right click on another template and select Set as Default. Item Settings that impact QuickBooks When you transfer an invoice to QuickBooks, the settings you selected on the Item Mappings page determine which Autotask field will become the Item Name in QuickBooks. Refer to "The Item Mapping Page: Select Naming Convention for Transferred Billing Items" on page 37. The settings for Item Description, Grouping and Sorting are determined by the Invoice Template selected for this customer Autotask Corporation l Page 51 of 88

52 If You Group Billing Items If you do not itemize Recurring Service Contract Services and Bundles, or if you group billing items in certain ways, it is possible that Autotask generates billing items without Billing Codes. During the transfer to Quick- Books, a generic billing category name is inserted, which becomes the QuickBooks Item Name. These items are transferred to QuickBooks and become QuickBooks items under the following circumstances: Autotask Placeholder Work Type Name Labor Milestone Projects Recurring Services Subscription Tasks Taxes from Autotask Tickets Generated When When "Work Type" is selected and the "Group" check box is checked on the Invoice Template or the Invoice Item Print Options page, and "Labor by Work Type" is selected from the drop-down list, or when Work Type is not required on tickets. When "Milestone Code" is selected but no Milestone Code was assigned to the milestone. The use of Milestone Codes is optional. When the "Group" check box is checked on the Invoice Item Print Options page, and "Labor by Project" is selected from the drop-down list. When Recurring Services billing items are not itemized on the invoice. No longer relevant since Billing Codes are now required on subscriptions. No longer relevant since Billing Codes are required on tasks. Used for the line item added to the invoice when "Transfer Taxes Directly" is checked. Refer to "Calculate Taxes in Autotask and Transfer Them to the QuickBooks Invoice (US Versions of Quick- Books only)" on page 60 for additional information. When "Work Type" is selected and a Ticket labor item is submitted that does not have an Work Type (Work Types may be optional for tickets, refer to the "Require Work Type Name field for tickets" system setting) and the "Group" check box is checked on the Invoice Item Print Options page, and "Labor by Task or Ticket" is selected from the drop-down list Autotask Corporation l Page 52 of 88

53 QuickBooks Field Map The following is a complete list of fields transferred from Autotask to QuickBooks. Autotask Field or Fields QuickBooks Field or Fields Company Fields Company Name Subsidiary Name Taxable (Tax Exempt flag from Company Detail) Address 1 Address 2 City State Country Zip Code Phone Fax Bill To Address: Attention (Invoice Preferences) *Billing Address 1 (Invoice Preferences) *Billing Address 2 (Invoice Preferences) *Billing City (Invoice Preferences) *Billing State (Invoice Preferences) *Billing Country (Invoice Preferences) *Billing Zip Code (Invoice Preferences) Billing Tax Exempt checkbox (Invoice Preferences) Customer Name, Bill To Only transferred to Invoice Item Description field when invoicing Subsidiary Items to Parent Company Tax Code Street 1, Bill To Street 1, Bill To City, Bill To State/Province, Bill To Country/Region, Bill To Zip/Postal Code, Bill To Phone Fax Bill To Bill To, Address Bill To, Address Bill To Bill To Bill To Bill To Tax Code in Customer popup *When a new customer is transferred to QuickBooks, the Billing Address fields are transferred if they differ from the Company Address fields. Invoice Fields Invoice Date (Invoice History) Invoice Date 2014 Autotask Corporation l Page 53 of 88

54 Autotask Field or Fields Invoice Number Total on the invoice Tax Total on the invoice QuickBooks Field or Fields Generated in QuickBooks and transferred back to Autotask Calculated in QuickBooks Calculated in QuickBooks if "Transfer Taxes from Autotask" is disabled. If "Taxes from Autotask" is enabled, tax total is transferred to QuickBooks and is displayed as a line item on the Quick- Books invoice. PO Number (Invoice Wizard) Invoice Method (Invoice Preferences) PO Number "To be Printed" and "To be ed" checkboxes on Invoice. Invoice Item Fields 2014 Autotask Corporation l Page 54 of 88

55 Autotask Field or Fields Autotask fields are transferred to the Item Name field in QuickBooks following the selection made on the Item Mapping page. Refer to "The Item Mapping Page: Select Naming Convention for Transferred Billing Items" on page 37. QuickBooks Field or Fields Item Name Billing Item Type Labor Charge Fields transferred to QuickBooks Item Name field Default/Recommended: Work Type Additional options: Role:Work Type. If Work Types are not required on tickets, the Role is transferred as the item name. Default/Recommended: Charge Name Additional options: Material Code Expense Subscription Expense Category Name Default/Recommended: Charge/Subscription Name Additional options: Material Code Recurring Services and Bundles Milestones Billing Items without Billing Code Default/Recommended: Service/Bundle Name Additional options: Service Code or Recurring Services:Service Code Default/Recommended: Milestone Code Additional options: Milestone:Milestone Code Generic Billing Category name Item Type Labor Item Date Date Worked Service Date Contract, Project or Ticket Charge Expense Subscription Recurring Services and Bundles Recurring Contract (not itemized) Fixed Price Contract Milestone Date Purchased Expense Date Effective Date Period Date Period Date Due Date 2014 Autotask Corporation l Page 55 of 88

56 Autotask Field or Fields Billing Code/Work Type Task Number (Projects) or Ticket Number (Tickets) Task Title (Task page) or Ticket Title (Ticket page) Resource (Ticket) or Resource Name (Project Schedule) Role (Enter Time) Project Name (Project Summary) Contract Name Worked Hours (Enter Time) Billable Hours (Invoice) Role Rate as it appears (Invoice) Calculated field (Hours x Role Rate) Summary Notes (Enter Time) Number of units billed for this line item Expense Category Product Name (Subscriptions) Subscription Name (Subscriptions) Subscription Start Date (Subscriptions) Subscription End Date (Subscriptions) Name (Milestones) Description (Milestones) Amount (Milestones) Service Name (Services) Quantity (Contracts) Unit Price (Contracts) QuickBooks Field or Fields Item Name or Sub-Item Name, depending on mapping settings Description (if selected on Invoice Template) Description Description (if selected on Invoice Template) Item Name (if Default Method is used) Description Description (only transferred for recurring Contracts, Services and Service Bundles) Quantity Quantity Rate Amount Description (if selected on Invoice Template) Quantity Item Description (if Default Method is used) Item Name (if Default Method is used), Description Description Description Description Description Amount Description Quantity Rate 2014 Autotask Corporation l Page 56 of 88

57 Autotask Field or Fields Unit Price x Number of Unites (period price for the recurring services) (Contracts) Service Start Date (Contracts - (recurring services contract) Service End Date (Contracts - recurring services contract) One-time Setup Fee for Contract (Approve and Post) QuickBooks Field or Fields Amount Description Description Item Name or Sub-Item Name 2014 Autotask Corporation l Page 57 of 88

58 Set Invoice Preferences for QuickBooks While your System Settings settings apply to your entire Autotask site and your default invoice template is used for the majority of your companies, you will probably have some customers who require you to make an exception. The Invoice Preferences page allows you to customize your billing options on a company-by-company basis. Refer to Setting Invoice Preferences for a Company. Preference Settings Impacting QuickBooks The following Invoice Preferences settings will impact invoice appearance and settings in QuickBooks: The invoice template you select. Items are transferred to QuickBooks as they appear on the Autotask invoice. The method the invoice will be transmitted to the customer Settings Transferred When New QuickBooks Customer Transferred From Autotask Some settings are only transferred when the QuickBooks customer record is created from the Autotask Company information. This is true for the following settings: The Tax Exempt checkbox The Bill to Address 2014 Autotask Corporation l Page 58 of 88

59 After the first transfer, changes made on this page will not update the QuickBooks record. You will need to manually edit the customer record in QuickBooks. Settings Transferred With Each Invoice Changes to the Invoice Templateand the External Accounting Options Invoice Method are automatically reflected in the next invoice you transfer to QuickBooks. If you would like to select a different Invoice Template for a customer, click the drop-down on the Template field and select the Invoice Template to use for this customer. Likewise, the QuickBooks Invoice Method system setting establishes the default print and settings for invoices transferred to QuickBooks. Refer to "System Settings That Impact QuickBooks Users " on page 18. To select a different Invoice Method for an existing customer, click the drop-down on the External Accounting Options Invoice Method field and change the default setting Autotask Corporation l Page 59 of 88

60 Calculate Taxes in Autotask and Transfer Them to the Quick- Books Invoice (US Versions of QuickBooks only) Why Calculate Taxes in Autotask? Users of the US version of QuickBooks have the option of transferring the taxes calculated in Autotask to QuickBooks. Autotask differs from QuickBooks in the way it calculates taxes. We generally recommend that QuickBooks users calculate the taxes on the transferred invoices in Quick- Books, because tax items are already set up in QuickBooks and you don't want to duplicate the effort in Autotask. However, there are certain circumstances when calculating taxes in Autotask would make sense: Your customers use the Client Portal and are able to retrieve the Autotask invoices from there. You need to calculate taxes on the invoice and want to make sure that the tax amounts in Autotask and QuickBooks, where you handle your Receivables, are exactly the same. You are trying to avoid lengthy invoices and like to group as many line items as possible. This means grouping taxable and non-taxable items, which are transferred to QuickBooks as non-taxable. Quick- Books is not able to calculate the correct amount because it does not have access to the underlying itemized transactions. Refer to "Invoice Template Setup for Transfer to QuickBooks" on page 51. Detailed comparison of tax calculation in Autotask and QuickBooks Concept Autotask QuickBooks Remarks What attribute makes a billing item taxable? Tax Category The tax category is assigned to the Billing Code that is required for all billing item types Tax Code The tax code is assigned directly to each billing item Conceptually, Tax Categories and Tax Codes are fairly similar, except in Autotask, they are assigned to billing items indirectly, via the billing codes. What attribute determines whether you charge tax to a customer? Tax Exempt Check Box This box is part of the Company field set. If it is checked, no tax will be charged to this customer. It overrides the tax settings of the billing items. Tax Code The tax code is assigned directly to the customer. Tax codes for billing items and customers are kept on the same list. In Autotask, the customer is either tax exempt or not. In QuickBooks, the ability to set up multiple tax exempt tax codes allow you to specify a reason why no tax was charged: OOS (Out of State) or GOV (Government) Autotask Corporation l Page 60 of 88

61 Concept Autotask QuickBooks Remarks What determines the tax rate on a billing item? The Total Tax Rate in the cell on the populated Tax Regions & Categories grid that represents the intersection of the customer tax region and the billing item's tax category. Tax Rate on the Sales Tax Item or the Group Rate on the Sales Tax Group. Tax Items are associated with the billing item only. Here is where Autotask is more granular than Quick- Books. In Autotask, I can set it up so that the same billing item can not only be taxable for some customers and non-taxable for others, but the same billing item can have a different tax rate based on the tax region the customer is in. In QuickBooks, i would have to set up duplicate billing items and associate them with different tax items or tax groups to achieve the same result, but even so, I would have to be careful to select the correct billing item. What attribute determines the tax jurisdiction? Tax Region The tax region is a geography where the same tax rules apply. The Tax Region is associated with the customer. Tax Agency The tax agency is associated with the tax item. Tax Regions and Tax Agencies serve very different functions. In QuickBooks, you can specify which tax agency is owed the tax. Autotask does not associate a tax agency to a sale, since there is no functionality to remit sales tax. How do you assign more than one tax to an item? Edit Taxes per Region & Category window Autotask lets you populate each cell in the tax table with up to 9 tax components, so you can separately show state, local and city taxes if required. Tax Group A tax group consists of several tax items. On the QB Invoice, the group rate is shown. On the Autotask invoice, you can show the total amount or the broken out amounts. How are different tax rates applied to items on the same invoice? Automatically. Autotask calculates the tax rate at the line item level and totals the tax amount. Manually. QuickBooks calculates the same tax rate for all taxable items on the same invoice based on the tax item associated with the customer. You have to subtotal items with a different tax amount and apply a different tax item to the subtotal to apply a different rate to some items, or create a separate invoice. This is a big issue if you have taxes on both products and services, but they are taxed at different rates Autotask Corporation l Page 61 of 88

62 Concept Autotask QuickBooks Remarks How would I set it up if tax was owed in several states? Create a separate Tax Region (ex. NY/NJ/CT) and configure each Tax cell with tax components for all the states you owe taxes to. Create a Tax Group with tax items for several states. Where should I calculate my taxes? In Autotask If all your taxes are payable to the same tax agency, and the "Taxes from Autotask" billing item can be mapped to this agency, Autotask provides more automation and granularity. Also, if you use Client Portal to send invoices, and generally use QuickBooks to provide Accounts Receivable functionality. Also, if you like to group items that might have different tax rates. In QuickBooks If you are dealing with several tax agencies you need to remit taxes to, Quick- Books is the better option. How to... Enable "Transfer Taxes Directly" If you would like to calculate your taxes in Autotask and transfer the tax total to QuickBooks, do the following: 1. Create your Tax Regions and Categories in Autotask menu > Admin >Finance, Accounting & Invoicing > Tax Regions & Categories. Refer to the topic on Configuring Your Tax Table for details. 2. On the Edit Company popup window, select the correct tax region for each customer. 3. Log into both Autotask and QuickBooks with administrator permissions. 4. On the top of that page, check the Transfer Taxes Directly option and save your settings. 5. Run the batch invoicing process or generate an individual invoice. Refer to "Transfer Process" on page Autotask Corporation l Page 62 of 88

63 6. With the invoice, an additional item called Taxes from Autotask will be transferred to QuickBooks. The Amount is equal to the sum of the taxes applied to each billing item, based on the tax region the customer is associated with, and the tax categories of the taxable items. 7. The first time an invoice with taxes is transferred into QuickBooks, a Taxes from Autotask item name will be created in QuickBooks. Right-click and edit the item and associate it with a valid tax vendor (like a Department of Taxation). The item description will be the name of the Tax Region. The actual amount of the taxes will transfer and be added to the invoice total. If you have enabled "Transfer Taxes Directly", we recommend that you disable the "calculate Sales Tax" feature in QuickBooks, or at least select a tax group that will not add taxes to the invoice (such as Out of State). Otherwise, you may end up double-taxing customers Autotask Corporation l Page 63 of 88

64 Transfer Process Manager Autotask menu > Contracts > Invoices & Adjustments > Invoicing / Items to Invoice Autotask invoices are transferred to QuickBooks as part of the invoicing process if During the batch invoicing process, Create Autotask Invoices and Transfer to QuickBooks is selected as the Processing Action. When the Autotask Invoice Wizard is run to generate an individual invoice, the Transfer Invoice to QuickBooks check box is selected. Invoices will be transferred even if the customer is inactive in QuickBooks. Transferring a Batch of Invoices Transferring a batch of invoices to QuickBooks is completely integrated into the invoicing process in Autotask. Refer to Generating Invoices. To initiate the batch transfer to QuickBooks, do the following: 1. On the Process Selected Invoices page, select Create Autotask Invoices and Transfer to Quick- Books as the Processing Action Autotask Corporation l Page 64 of 88

65 Any Invoice Notes you enter will not be transferred to QuickBooks. A series of windows will inform you of the progress with the transfer: 2014 Autotask Corporation l Page 65 of 88

66 The last window includes the QuickBooks invoice numbers assigned to the transferred invoices. A link in the window allows you to access a transfer log for this batch. 2. Click OK to close the transfer window. Transferring an Individual Invoice To transfer an individual invoice: 1. On the Items to Invoice page, click on a company name to launch the invoice wizard. 2. Select an invoice template. The Autotask invoice template determines item description, grouping and sorting on the QuickBooks invoice. Refer to Generating an Individual Invoice Using the Invoice Wizard. 3. Under Invoice Output Options, make sure Transfer Invoice to QuickBooks is checked. We also recommend checking Display Invoice for Printing, so an additional wizard page is displayed that allows you to group and roll up invoice items, and preview the invoice in Autotask before it is transferred Autotask Corporation l Page 66 of 88

67 4. Under Invoice Options, complete the fields as follows: The Invoice Number field should be left blank, because QuickBooks will transfer its invoice number back to Autotask. Invoice Date is a required field. It defaults to the last invoice date you used, and is transferred over to QuickBooks. The Invoice Date Range fields act as a filter for the billing transactions that will be included on this invoice. The Purchase Order Number will be transferred, but the Payment Terms and Invoice Notes will not, so we recommend that you keep lists of Terms and Notes in QuickBooks and leave the fields here blank. 5. Complete the wizard. 6. Go to QuickBooks to open your transferred invoice. You are able to manually add invoice items that do not originate in Autotask, apply a customer tax code, P.O. number, Terms etc., and then print or the invoice. 7. The Autotask version of the invoice can be accessed from Contracts > Invoices > Invoice History. Note that it is possible to transfer the same invoice multiple times and create duplicates of the same invoice in QuickBooks. Make sure you only transfer each invoice once, or delete a previously transferred invoice Autotask Corporation l Page 67 of 88

68 8. Autotask keeps a log of all invoices it transferred to QuickBooks, and saves the QuickBooks invoice number in Autotask. If there are ever any questions, the log can be access by going to Autotask menu > Admin > Extensions & Integrations > QuickBooks Extension > Invoice Transfer Log Autotask Corporation l Page 68 of 88

69 Parent-Subsidiary and Job-Level Invoicing About Parent Subsidiaries and Job-Level Invoices Autotask parent company/subsidiary should not be confused with the Customer:Job relationship in Quick- Books. A subsidiary in Autotask is a regular company that is linked to another company (the parent company) in such a way that you have the option to invoice the parent for subsidiary billing items. A subsidiary is typically a location, subsidiary or franchise of the parent company that in all respects except billing needs to be set up as a company, with a separate address, contacts, Configuration Items, etc. Here is how QuickBooks Help describes a job: "An optional way to keep track of larger orders, such as those placed by different departments within the same organization. Another name for a job that might have more meaning for your business is project, policy (insurance), or case (legal)." Billing the Parent Company for Subsidiary Items If you have set up subsidiaries in Autotask because you would like to track a separate location, subsidiary or franchise with regard to contacts and labor, you can direct the billing for the subsidiary to the parent company as follows: 1. On the subsidiary's Invoice Preferences page select Invoice non-contract items to Parent Company. Any items not covered under a subsidiary contract will be billed to the parent company. 2. You can set up a contract under the parent company and apply this contract to the subsidiary project or ticket. The parent contract will lock the parent company as the billing company. 3. At the time when you run an individual invoice for the parent, you can check the "Show Subsidiary Items" check box, and include all or selected un-invoiced items on the parent invoice. 4. When the parent invoice is transferred to QuickBooks, it is a customer-level invoice that displays the [Subsidiary] name in the Item Description field of subsidiary invoice items. For additional information on parent subsidiaries and invoicing a parent company for subsidiary items, refer to Adding and Managing Companies and Invoicing Subsidiary Items to a Parent Company. Generating a Job-Level Invoice You can structure company names in Autotask in such a way that they map to a QuickBooks Customer:Job. For this to work, each job must be set up as a separate company record in Autotask. It is helpful to make such "job" companies subsidiaries of the "customer" company in Autotask, to easily search and report on them. If you would like subsidiary items to be billed to the parent/customer in QuickBooks, but on a job level invoice: 2014 Autotask Corporation l Page 69 of 88

70 1. Set up the subsidiary name in Autotask by first copying the parent company name, then entering a tilde, then the QuickBooks job name. Example: Acme Parent~Acme Subsidiary. 2. Then in QuickBooks, enter the Job name under the parent Customer Record. Example: Acme Parent:Acme Subsidiary. 3. Run the invoice wizard in Autotask for the subsidiary Acme Parent~Acme Subsidiary. 4. During the transfer, the QuickBooks extension will replace the tilde with a colon and apply the transferred invoice to the Customer:Job Acme Parent:Acme Subsidiary. 5. All items on the invoice are billed to the parent/customer in QuickBooks, regardless of Autotask contract settings Autotask Corporation l Page 70 of 88

71 Transfer Expense Reports Manager You can use the QuickBooks extension to transfer approved Autotask expense reports to QuickBooks so you can reimburse your resources and contractors. The expense report is entered into QuickBooks as a new Bill associated with the resource's vendor account in QuickBooks. You are then able to reimburse your resources and contractors from QuickBooks using a "Pay Bills" transaction. During the expense transfer, the following steps are performed: Autotask resources (resources and contractors) are matched to their QuickBooks vendor accounts or, if a vendor account does not exist for a resource, a new QuickBooks vendor account is created and the resource is mapped to it. Refer to "Map Resources" on page 83 for more information. The expense report is entered into QuickBooks as a new Bill associated with the resource's vendor account in QuickBooks. Individual expense items are listed as QuickBooks Expenses. Refer to "Transfer Expense Reports to QuickBooks" on page 78. Autotask Expense Categories become QuickBooks items that are mapped to QuickBooks Expense accounts. Refer to "Map Expense Categories to QuickBooks Accounts" on page Autotask Corporation l Page 71 of 88

72 Map Resources Administrator Autotask menu > Admin > Extensions & Integrations > QuickBooks Extension > Resource Mappings Mapping Autotask Resources to QuickBooks Employees for Payroll Transfer To transfer the Payroll Summary report to the QuickBooks Timesheet, Autotask Resources (both Employees and Contractors) must be mapped to either a QuickBooks Employee or a QuickBooks Vendor name. The drop-down list also contains the list of QuickBooks Vendors appended to the list of Employees. This lets you map Autotask contractors to QuickBooks vendors so you can transfer contractor timesheet information to the QuickBooks Weekly Timesheet. To map resources for payroll transfer, do the following: 1. Open QuickBooks as an Administrator. 2. Go to Autotask menu > Admin >Extensions & Integrations > QuickBooks Extension > Resource Mappings. 3. For each Autotask resource, click the drop-down box in the QuickBooks Payroll Mapping column and select the correct match. 4. Click Save. If your QuickBooks file does not contain at least one resource, and you try to map Autotask resources to QuickBooks resources from the Resources list or the HR tab of the Resource Detail page, you will get an error, or a message that Autotask was not able to connect with QuickBooks. Mapping Autotask Resources to QuickBooks Vendors for Expense Report Transfer For Expense Report transfer, Autotask resources must be mapped to a QuickBooks Vendor name, because QuickBooks can only pay Bills to vendors. If you transfer an Expense Report for a resource who does not have a Vendor account in QuickBooks, or whose Vendor account has not been mapped to the Autotask resource name, the QuickBooks extension will create a new vendor account automatically. The format for Vendor company names created by Autotask will be "v-lastname, Firstname Initial". To map resources for expense report transfer, do the following: 2014 Autotask Corporation l Page 72 of 88

73 1. Open QuickBooks as an Administrator. 2. Go to Autotask menu > Admin >Extensions & Integrations > QuickBooks Extension > Resource Mappings. 3. For each Autotask resource, click the drop-down box in the QuickBooks Expense Mapping column and select the correct match from your Vendor list. The same QuickBooks vendor can be mapped to multiple Autotask resources. If you transfer expense reports to reimburse your resources, make sure each mapping is unique. 4. Click Save Autotask Corporation l Page 73 of 88

74 Map Expense Categories to QuickBooks Accounts Administrator Autotask menu > Admin > Extensions & Integrations > QuickBooks Extension > Expense Mappings About the Expense Mappings Page On the Expense Mappings page, you select the settings that control the overall QuickBooks Expense Reports integration, and map transferred expense items to the QuickBooks Expense accounts the resources will be reimbursed from Autotask Corporation l Page 74 of 88

75 Optionally, you can map expense categories to different QuickBooks Expense Accounts, depending on whether they are billable or reimbursable. For information on how the billable status of an expense is set, refer to Adding and Editing Expenses. For information on how Payment Types determine if an expense is reimbursable, refer to Adding Payment Types Autotask Corporation l Page 75 of 88

76 Mapping Expense Categories To adjust your QuickBooks Expense Report integration settings and map your Expense Categories, do the following: 1. Open your QuickBooks file. 2. In Autotask, navigate to Autotask menu > Admin >Extensions & Integrations > QuickBooks Extension > Expense Mappings. 3. Populate the following fields and save your settings. Field Name Description Integration Settings Transfer cash advances to Quick- Books, to this account: Transfer resource's default department to QuickBooks as "Class" (must have Class Tracking enabled in Quick- Books) Select this checkbox to create a negative billing item in QuickBooks for expense report Cash Advances. If selected, you are required to select a QuickBooks account for the cash advance from a drop-down box that lists all QuickBooks accounts. Recommended Setting: On, if your company gives cash advances. This option will transfer the name of the resource's default department as the expense item's Class. This setting will not have any impact on the transfer if Class Tracking is not enabled in QuickBooks (it is enabled under Edit > Preferences > Accounting > Company Preferences). When the transfer occurs, the expense Report Integration will check to see if there is a Class in QuickBooks that has the same name as the resource's default department: - If Yes, the expense items will be associated with that Class. - If No, a new Class will be created in QuickBooks and the expense items will be associated with that Class. Mapping Expense Categories to Accounts Expense Category Name QuickBooks Expense Account Header Copy to all Billable & Reimbursable Billable & Non-Reimbursable Every Autotask Expense Category (including system expense categories) will be represented in its own section. The sections will be ordered alphabetically by name. The fields under this header allow you to select the QuickBooks expense accounts the resources will be reimbursed from. Depending on the billable and reimbursable status of an expense, your accountant may want to map each expense category to a different QuickBooks Expense account. Click this link to copy the Expense Account selections from the first expense category to all the remaining ones. Select the Expense and Income accounts to be used when expenses in this category are both Billable and Reimbursable. Select the Expense and Income accounts to be used when expenses in this category are Billable and Non-Reimbursable Autotask Corporation l Page 76 of 88

77 Field Name Non-Billable & Reimbursable Non-Billable & Non-Reimbursable Description Select the Expense and Income accounts to be used when expenses in this category are Non-Billable and Reimbursable. Select the Expense and Income accounts to be used when expenses in this category are both Non-Billable and Non-Reimbursable Autotask Corporation l Page 77 of 88

78 Transfer Expense Reports to QuickBooks Manager In Internet Explorer only, Autotask menu > Contracts > QuickBooks > Transfer Expenses Expense reports where the total is $0.00 or negative cannot be transferred to QuickBooks. Negative totals could occur when the resource owes the company money (the expense report contains only a cash advance or the cash advance is larger than the sum of expenses). To transfer expense reports to QuickBooks, do the following: 1. In Internet Explorer, navigate to Autotask menu > Contracts > QuickBooks > Transfer Expenses. This page displays all expense reports with a status of Approved for Payment that have not yet been transferred to QuickBooks. You will only see the expense reports you submitted yourself or that you are the expense report approver for. Only Expense Reports with the status of Approved for Payment can be transferred. Do not update the status to Paid, because then the report will not be transmitted to QuickBooks for reimbursement. 2. Optionally, filter the list by the name of the resource who submitted the expense report and/or a date range during which the reports were submitted. 3. Optionally, you can enter a QuickBooks Reference number for each expense report. This will be passed to QuickBooks as the Bill's "Ref. No.". 4. Select one or more expense reports and click Transfer Selected Autotask Corporation l Page 78 of 88

79 5. A popup opens telling you how many expense reports are ready to transfer and reminding you to open QuickBooks. Click OK. At this point, Autotask will check if every Expense Category in the database is fully mapped to a QuickBooks Expense Account. If the mapping is incomplete, you will see an error message:"before transferring, all expense categories must be fully mapped to their corresponding QuickBooks Expense Accounts. This can only be done by your Autotask Administrator. For more information, click the Help icon in the top-right corner of the page. [OK]". The transfer will be canceled. Refer to "Map Expense Categories to QuickBooks Accounts" on page A popup appears that shows the transfer progress. You can cancel the transfer at any time, but expense reports that were already transferred will not be deleted from QuickBooks. 7. Once the transfer is finished, you will be presented with a message informing you of the transfer results. Click View Details to view the transfer log, or click OK to continue. 8. If any vendor accounts were created by Autotask during the transfer, you will see a dialog with the list of names. Verify these newly created vendor accounts in QuickBooks to make sure they have been configured properly. Once an expense report has been successfully transferred to QuickBooks, its status will be set to Transferred to QuickBooks and it will no longer appear on this page. It can still be accessed from the Department Expense Report History page. Refer to Finding and Managing Expense Reports Submitted to You. How Expense Items Are Reimbursed Below is the Autotask Expense Report that was transferred to QuickBooks. It contains 2 expense items and a $ cash advance Autotask Corporation l Page 79 of 88

80 The expense report appears as a Bill under the vendor account mapped to the resource. The example shows 4 transactions (one for each expense and a -$200 item for the cash advance). The Memo field shows the name of the resource who submitted the expense report and the Autotask name of the expense report Autotask Corporation l Page 80 of 88

81 It is possible to map multiple resources to one vendor on the Resource Mappings page. This would make sense if a contractor has several resources working on a project who have incurred expenses, but you reimburse the contractor. The Vendor would be the contractor, but the Memo field on the Bill would show the name of the contractor's resource Autotask Corporation l Page 81 of 88

82 Transfer the Payroll Summary Report Administrator The QuickBooks extension allows you to transfer Timesheet information from Autotask to QuickBooks using the Payroll Summary report. This is a very high level report that only transmits raw time totals to Quick- Books. Transferring this report only makes sense for Autotask customers who use QuickBooks Payroll rather than ADP, Paychex, or another service, and who have resources or 1099 contractors who are paid by the hour. Refer to "Transfer Payroll to QuickBooks" on page 86. To enable the transfer: Make sure Time Tracking is enabled in QuickBooks (Edit > Preferences > Time & Expenses > Company Preferences tab, select Yes). Set up your resources and contractors in Autotask and QuickBooks, and map your Autotask resources to QuickBooks resources or vendors. Refer to "Map Resources" on page 83 for more information. Map Autotask Payroll Time Categories to QuickBooks Payroll Item Names. Refer to "Map Payroll Time Categories" on page 85 for more information Autotask Corporation l Page 82 of 88

83 Map Resources Administrator Autotask menu > Admin > Extensions & Integrations > QuickBooks Extension > Resource Mappings Mapping Autotask Resources to QuickBooks Employees for Payroll Transfer To transfer the Payroll Summary report to the QuickBooks Timesheet, Autotask Resources (both Employees and Contractors) must be mapped to either a QuickBooks Employee or a QuickBooks Vendor name. The drop-down list also contains the list of QuickBooks Vendors appended to the list of Employees. This lets you map Autotask contractors to QuickBooks vendors so you can transfer contractor timesheet information to the QuickBooks Weekly Timesheet. To map resources for payroll transfer, do the following: 1. Open QuickBooks as an Administrator. 2. Go to Autotask menu > Admin >Extensions & Integrations > QuickBooks Extension > Resource Mappings. 3. For each Autotask resource, click the drop-down box in the QuickBooks Payroll Mapping column and select the correct match. 4. Click Save. If your QuickBooks file does not contain at least one resource, and you try to map Autotask resources to QuickBooks resources from the Resources list or the HR tab of the Resource Detail page, you will get an error, or a message that Autotask was not able to connect with QuickBooks. Mapping Autotask Resources to QuickBooks Vendors for Expense Report Transfer For Expense Report transfer, Autotask resources must be mapped to a QuickBooks Vendor name, because QuickBooks can only pay Bills to vendors. If you transfer an Expense Report for a resource who does not have a Vendor account in QuickBooks, or whose Vendor account has not been mapped to the Autotask resource name, the QuickBooks extension will create a new vendor account automatically. The format for Vendor company names created by Autotask will be "v-lastname, Firstname Initial". To map resources for expense report transfer, do the following: 2014 Autotask Corporation l Page 83 of 88

84 1. Open QuickBooks as an Administrator. 2. Go to Autotask menu > Admin >Extensions & Integrations > QuickBooks Extension > Resource Mappings. 3. For each Autotask resource, click the drop-down box in the QuickBooks Expense Mapping column and select the correct match from your Vendor list. The same QuickBooks vendor can be mapped to multiple Autotask resources. If you transfer expense reports to reimburse your resources, make sure each mapping is unique. 4. Click Save Autotask Corporation l Page 84 of 88

85 Map Payroll Time Categories Administrator Autotask menu > Admin > Extensions & Integrations > QuickBooks Extension > Payroll Time Category Mappings Autotask Payroll time categories need only be mapped to their equivalent Wage type Payroll Item Names in QuickBooks if you want to transfer Timesheet information from Autotask to QuickBooks using the Payroll Summary report. 1. Open Autotask and QuickBooks using an Administrator security level. 2. Open Autotask menu > Admin > Features & Settings > Application-wide (Shared) Features > System Settings > Timesheets and make sure that all Autotask payroll time categories (Personal Time, Sick Time and Vacation Time) are enabled as needed. For details on how to enable Autotask Payroll Time Categories, refer to the Site Setup section in Timesheets System Settings. 3. Go to Autotask menu > Admin >Extensions & Integrations > QuickBooks Extension > Payroll Time Category Mapping. The list of your Autotask Payroll Time Category Names will open. All enabled categories are listed twice, as Salary and Hourly categories. 4. Click the drop-down arrow on the QuickBooks Mapped Payroll Item Name field to display a list of your QuickBooks Payroll Item Names and select the QuickBooks Payroll Item Name the Autotask Payroll Time Category Name is going to map to. 5. Once you have mapped all applicable Payroll Time Categories, click Save to save your settings Autotask Corporation l Page 85 of 88

86 Transfer Payroll to QuickBooks Manager Reports > Time & Expenses > Time Off & Payroll > Payroll Summary To transfer payroll items to QuickBooks: 1. Navigate to Reports > Time Expenses > Time Off & Payroll > Payroll Summary. 2. From the drop-down list of possible Period End Dates, select the one for which you would like to transfer payroll items. 3. Click Submit. The Payroll Summary Report will show all Hours Worked, Sick, Vacation and Paid Time Off for the selected payroll period. 4. Click Transfer Payroll to QuickBooks. Confirm that you want to proceed with the transfer. 5. To view the transferred payroll items in QuickBooks, select Employees > Enter Time > Use Weekly Timesheet from the top level menu. Do not transfer the same Payroll twice! If you happen to do the transfer multiple times, the hours will be multiplied by the number of times the data is transferred Autotask Corporation l Page 86 of 88

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