The QuickBooks Extension

Transcription

1 The QuickBooks Extension Last updated on Monday, July 08, 2013 Copyright Autotask. All Rights Reserved. Trademark Information All Autotask products are trademarks or registered trademarks of Autotask. All other brand and product names mentioned herein are trademarks or registered trademarks of their respective holders.

2 Table of Contents The Autotask QuickBooks Extension 4 Initial Setup 6 Enabling Autotask Access to QuickBooks 7 Importing QuickBooks Customer Records into Autotask 10 Importing Legacy Data and Viewing Import History 12 Workflow Policies Impacting QuickBooks Users 17 Inventory Synchronization and Purchase Order Transfer 20 Importing an Inventory File into Autotask 22 Synchronizing Inventory 24 Transferring and Updating Purchase Orders 25 Purchase Order Data Mapping 27 Transferring Invoices to QuickBooks 30 Mapping Autotask Billing Items to QuickBooks 32 The Item Mappings Page 33 Populating Autotask Lists with QuickBooks Items 38 Using the Tilde for Mapping Sub-Items 41 Mapping to a QuickBooks Inventory Item 43 Assigning a QuickBooks Financial Account 45 Invoice Configuration for QuickBooks 47 QuickBooks Field Map 50 Setting Invoice Preferences for QuickBooks 54 Calculating Taxes in Autotask and Transferring Them to the QuickBooks Invoice (US Versions of Quick- Books only) 56 Transfer Process 58 Parent-Child and Job-Level Invoicing 64 Transferring Expense Reports 66 Mapping Resources 67 Mapping Expense Categories to QuickBooks Accounts 69 Transferring Expense Reports to QuickBooks 71 Transferring the Payroll Summary Report 75 Mapping Resources 76 Page 2 of 81

3 Mapping Payroll Time Categories 78 Transferring Payroll to QuickBooks 79 Transfer Logs 80 Index 81 Page 3 of 81

4 The Autotask QuickBooks Extension The Autotask QuickBooks Extension Training Video 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 20 You transfer the invoices generated in Autotask, and manage your receivables in QuickBooks. Refer to"transferring Invoices to QuickBooks" on page 30 You transfer expense reports generated in Autotask, and reimburse employees for travel expenses from QuickBooks. Refer to "Transferring Expense Reports" on page 66. You track employee time in Autotask, generate a Payroll Summary report and transfer the hours into the QuickBooks Timesheet to manage payroll. Refer to "Transferring the Payroll Summary Report" on page 75. All transfer options work independently. Information is always sent from Autotask to QuickBooks, not the reverse. Supported QuickBooks Versions The QuickBooks Extension supports Internet Explorer in 32-bit mode in Windows only. Page 4 of 81

5 The Autotask QuickBooks Extension NOT E : The Cont ra ct s module support s ot he r browse rs, but Int e rne t Explore r is re quire d t o t ra nsfe r invoice s, a nd e xpe nse a nd pa yroll summa ry re port s t o Q uickbooks. Autotask works with the following versions of QuickBooks: US: Pro and Premier 2012 and 2013; Enterprise 12.0 and 13.0 UK: Premier Accountant Edition 2010, 2012, and 2013; Enterprise 2013 Canadian: Pro and Premier 2012 and 2013 Australian: Pro 2011/2012 and 2012/2013 Page 5 of 81

6 Initial Setup Initial Setup 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 "Enabling Autotask Access to QuickBooks" on page 7. Import QuickBooks customer records to Autotask You will create duplicate customer records in QuickBooks if the Autotask "Account Name" field does not exactly match the QuickBooks "Customer Name" field. The best way to avoid duplication is to import your customer accounts from QuickBooks to Autotask. Refer to "Importing QuickBooks Customer Records into Autotask" on page 10. Review the Workflow Policy settings that impact data transfer to QuickBooks Refer to "Workflow Policies Impacting QuickBooks Users " on page 17. Page 6 of 81

7 Enabling Autotask Access to QuickBooks Enabling Autotask Access to QuickBooks 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. NOT E : O nce t he Q uickbooks Ext e nsion is configure d, you will ne e d a cce ss t o t he Aut ot a sk Cont ra ct s module t o t ra nsfe r a purcha se orde r, invoice or e xpe nse re port, a nd a cce ss t o t he R e port s module t o t ra nsfe r t he Pa y- roll Summa ry R e port. 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. 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. Page 7 of 81

8 Enabling Autotask Access to QuickBooks 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. IM PORT ANT NOT E : Ma ke sure t he Do n't allo w any applic atio ns to ac c ess this c o mpany file che ck box is unche cke d! If it is che cke d, you will re ce ive a n a pplica t ion e rror whe n you t ra nsfe r a n invoice. Click Properties to view the access rights settings: Page 8 of 81

9 Page 9 of 81 Enabling Autotask Access to QuickBooks

10 Importing QuickBooks Customer Records into Autotask Importing 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 "Account Name" field. The best way to avoid duplication is to import your customer accounts from QuickBooks to Autotask at the beginning of your Autotask implementation. Exporting Customer Records from QuickBooks Before you begin, read "Importing Legacy Data and Viewing 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. T IP: O n t he Exce l spre a dshe e t, se le ct (highlight ) t he Zip Code column a nd from t he Exce l me nu, se le ct Fo r mat > Cells > T ext. This will e nsure t ha t zip code s wit h le a ding zeros will not lose t he zero. 5. Follow the instructions in "Importing Legacy Data and Viewing Import History" on page 12 to import your customer list. BE ST PRACT ICE : O nce t he init ia l cust ome r list ha s be e n e xport e d t o Aut ot a sk, ne w cust ome rs should be cre a t e d in Aut ot a sk a nd t ra nsfe rre d t o Q uickbooks, whe re t he Q uickbooks e xt e nsion will a ut oma t ica lly se t up a ne w cust ome r re cord for you. This e nsure s t ha t ne w cust ome r na me s will be ide nt ica l in bot h a pplica t ions, a nd you will not cre a t e a ny duplica t e s. Field Selection and Mapping The following table shows the QuickBooks fields you should export and how they must be mapped to Autotask Account and Contact fields: QuickBooks Field Name Map for Account Import Map for Contact Import Customer Account Name [required] Account [required] Mr, Mrs Title Page 10 of 81

11 Importing QuickBooks Customer Records into Autotask QuickBooks Field Name First Name M.I. Last Name Map for Account Import Map for Contact Import 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 Account Type [required]. Must be changed to "Customer" in the import template, or set as the default in the Importer. Account Owner [required]. You will need to replace the initials exported from QuickBooks with the Autotask resource name in the format "Last Name, First Name" Account User-defined Fields Contact Userdefined Fields Page 11 of 81

12 Importing Legacy Data and Viewing Import History Importing Legacy Data and Viewing Import History IM PORT ANT NOT E : If you a re import ing da t a int o a F ull La ngua ge Support da t a ba se, import e d file s will ha ve t o be sa ve d diffe re nt ly. F ull La ngua ge Support will be indica t e d in t he Help > Abo ut Auto task pop-up. R e fe r t o Aut ot a sk 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. You can import the following types of records: Accounts and Contacts Configuration Items Inventory Items Products Project Phases and Tasks You also have the option of "Viewing the Import/Update History" on page 15 for any of these items. NOT E : Aut ot a sk Clie nt Se rvice s ca n import a ddit iona l le ga cy informa t ion including: file a t t a chme nt s t o cust ome r re cords, not e s a nd t o-dos (sa le s a ssignme nt s a nd a ppoint me nt s), a nd opport unit ie s (fore ca st e d sa le s). F or more informa t ion, cont a ct your Aut ot a sk Account Ma na ge r. Importing Records Use the following paths to download the data-import templates. To import Accounts and Contacts, go to Admin > Getting Started > Overview > Import Accounts and Contacts or Admin > Getting Started > Import Accounts and Contacts, then click Import or Admin > CRM > Accounts > Account/Contact Import, then click Import To import Configuration Items, go to Admin > Products and Services > Products > Configuration Items > Configuration Item Import, then click Import/Import History To import Inventory Items, go to Inventory > Inventory Items, then click Import/Import History 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. NOT E : You must import Proje ct Pha se s a nd Ta sks int o a n e xist ing proje ct sche dule. Page 12 of 81

13 Importing Legacy Data and Viewing Import History To import Products, go to Admin > Products and Services > Products, then click Import/Import History Be sure to review the list of required fields for each template in "Import Templates Required Fields" on page 14, below. To import legacy data: 1. On the Import History page, click Import. The Import/Update page opens: 2. If you do not have a spreadsheet prepared in.csv format, click the Download Import Template, complete it, and save it. If you are importing or updating contacts, include the account name and phone number in each contact data line to ensure that contacts are added to the correct account. Required fields are noted in the column header. For details on how to populate the.csv spreadsheet columns when importing Accounts and Contacts, refer to the table with the field descriptions in Adding an Account. For details when importing a product list, refer to Manually Adding a Product to the Products List. IM PORT ANT NOT E : If you do not popula t e t he Account Type column, t he Account Type will de fa ult t o Custo mer for ne w a ccount s. NOT E : Ta sks a nd/or issue s ca n be cre a t e d, but t he y ca nnot be upda t e d wit h t his import t ool. If you a re a dding a t a sk t o a pha se, spe cify t he pha se t it le. If t he re is more t ha n one pha se in t he proje ct wit h t ha t t it le, t he t a sk will be a dde d t o t he e nd of t he proje ct sche dule. NOT E : To pre se rve non-english cha ra ct e rs or a cce nt ma rks in your da t a, ple a se follow t he se a ddit iona l st e ps: W it h Exce l 2007 ope n, cre a t e a ne w workbook (File > New > Blank Wo r kbo o k) Se le ct Data > Get E xter nal Data > Fr o m T ext In t he Selec t Data So ur c e window, se le ct t he de sire d.csv file, a nd click Import. In t he T ext Import Wiz ar d Step 1 o f 3 window, choose UT F- 8 a s t he file origin, se le ct Delimited, t he n click Next. In t he T ext Import Wiz ar d Step 2 o f 3 window, se le ct t he che ckbox ne xt t o Co mma, t he n click Page 13 of 81

14 Importing Legacy Data and Viewing Import History Next. In t he T ext Import Wiz ar d Step 3 o f 3 window, se le ct Finish. 3. Click Choose File to locate your template. 4. Use the radio buttons to select your import/update preferences. NOT E : This is not a va ila ble for Proje ct Pha se s a nd Ta sks da t a import s. 5. Click Import. You will be notified via when your import/update is complete. 6. To see your import/update history, click the Import History button, or on the link provided in the popup that appears when you have submitted your import/update file. NOT E : If you include a Clie nt Acce ss Port a l use rna me for a cont a ct in your import file, t he ne w Clie nt Acce ss Port a l use r will re ce ive a n e ma il not ifica t ion wit h t he ir use rna me a nd pa ssword. If a Clie nt Acce ss Port a l use r's pa ssword is upda t e d a s a re sult of a n import /upda t e, t he y will re ce ive a n e ma il not ifica t ion indica t ing t ha t t he ir pa ssword ha s be e n cha nge d. T IP: If you a re import ing a Configura t ion It e m a nd t he product a ssocia t e d wit h t he it doe s not e xist in your syst e m, be sure t o include t he Product Na me, Ma t e ria l Cost Code, a nd a ny re quire d Use r-de fine d F ie lds in your configura t ion it e m.csv file a nd Aut ot a sk will a ut oma t ica lly cre a t e t he product. T IP: If you wish t o a dd or upda t e a ke y a ccount icon in a n a ccount re cord, include t he na me of t he ke y a ccount icon, a s it a ppe a rs in t he Ne w Account scre e n, in t he Ke y Account Icon column of t he import file. Import Templates Required Fields View/Hide Each import template has required fields, as indicated in the table below. Template Accounts and Contacts Configuration Items Inventory Items Required Fields Account: Name Account: Phone Contact: First Name Contact: Last Name Contact: Address Product Name Account Install Date Product Inventory Location Page 14 of 81

15 Importing Legacy Data and Viewing Import History Template Phases and Tasks Products Required Fields Phase: Title Phase: Start Date Phase: End Date Task: Title Task: Start Date Task: End Date Task: Work Type Product Name Material Cost Code Duplicate Checking View/Hide When you import items into Autotask, the system automatically checks for duplicate records. Duplicates are identified by the following match criteria: Entity Account Contact Product Inventory Item Configuration Item Project Phase and/or Task Duplicate Check Criteria Name + Phone Number Account + First Name + Last Name + Name + Category + Period Product + Location Product + Account + 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. Viewing the Import/Update History To view the Account/Contact Import History, go to Admin > CRM > Accounts > Account/Contact Import or Admin > CRM > Contacts > Account/Contact Import To view the Product Import History, go to Admin > Products and Services > Products, then click the Import/Import History button To view the Inventory Import History, go to Inventory > Inventory Items, then click the Import/Import History button To view the Configuration Item Import History, go to Admin > Products and Services > Products > Configuration Items > Configuration Item Import Page 15 of 81

16 Importing Legacy Data and Viewing Import History NOT E : F a ile d import s a nd upda t e s will be not e d in t he St a t us column. Click View exc eptio ns t o se e wha t ca use d t he fa ilure. Page 16 of 81

17 Workflow Policies Impacting QuickBooks Users Workflow Policies Impacting QuickBooks Users The following Workflow Policies will have an impact if you use QuickBooks as your accounting application: Decrement from Inventory when transferring invoices containing ticket/project/contract costs to QuickBooks When an invoice containing an item that is an Inventory Part in QuickBooks is transferred to QuickBooks, the inventory is decremented in QuickBooks. If your company tracks inventory in Autotask and synchronizes the Autotask inventory counts to QuickBooks, this workflow policy should be unchecked, to avoid unnecessary inventory adjustments in QuickBooks. QuickBooks Transmission Method If the QuickBooks extension is enabled, you will see a workflow policy called QuickBooks Transmission Method. This workflow policy 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 an account by account 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 accounts or to both existing and new accounts. If you select Update only new accounts, the QuickBooks Invoice Method chosen will be defaulted to only the new accounts that are created going forward. If you select Update both new and existing accounts, the QuickBooks Invoice Method chosen will be defaulted to all accounts, and reset any account-specific selections made before. 3. Click OK to save your new setting, or click Cancel. Page 17 of 81

18 Workflow Policies Impacting QuickBooks Users The selected default option will appear on the Invoice Preferences page of all selected accounts, and can be customized. For information on customizing the default setting selected here, refer to Setting Invoice Preferences for an Account. *IM PORT ANT NOT E : In orde r t o e ma il invoice s from Q uickbooks, your own Compa ny Informa t ion in Q uickbooks must cont a in a va lid e ma il a ddre ss. This e ma il a ddre ss will be use d for t he "F rom" e ma il a ddre ss of invoice s fla gge d "Ema il la t e r". If you ha ve not a lre a dy done so, you ca n e nt e r a n e ma il a ddre ss from Co mpany > Co mpany Info r matio n in Q uickbooks. The re must a lso be a va lid e ma il a ddre ss in Q uickbooks for t he cust ome r. If t he re is not a n e ma il a ddre ss for t he cust ome r, you will be prompt e d t o e nt e r one. Round Billable Amount 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. E XAM PLE 1: The billa ble a mount s use d t o ca lcula t e t he Tot a l Billa ble Amount we re rounde d t o t wo de cima l pla ce s, t ha t is, t he sa me a mount s a s t hose displa ye d in t he Billa ble Amount column. The Tot a l Billa ble Amount = , t he e xa ct a mount of t he sum of it e ms in t he billa ble a mount column. The re a re no discre pa ncie s. When this workflow policy 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 items 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. E XAM PLE 2: The billa ble a mount s use d t o ca lcula t e t he Tot a l Billa ble Amount we re rounde d t o 4 de cima l pla ce s a nd t he a ct ua l t ot a l e qua ls Tha t figure rounds t o t he Tot a l Billa ble Amount displa ye d on t he invoice, If you a dd t he figure s displa ye d in t he Billa ble Amount column t o ca lcula t e t he Tot a l Billa ble Amount, t he t ot a l e qua ls The missing pe nny is in t he t wo de cima ls t ha t a re not displa ye d on t he Page 18 of 81

19 Workflow Policies Impacting QuickBooks Users invoice. T IP: If you do not e na ble t his workflow policy, we re comme nd t ha t you e na ble t he ne xt workflow policy, "Use 4 de cima l pla ce s for Invoice s a nd Q uickbooks inst e a d of 2 de cima l pla ce s". NOT E : This workflow policy a pplie s t o XML e xport s a s we ll a s ge ne ra t e d invoice s. Use 4 decimal places for Invoices and QuickBooks 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 configuration 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 service desk tickets This Workflow Policy 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 GL account. Page 19 of 81

20 Inventory Synchronization and Purchase Order Transfer Inventory Synchronization and Purchase Order Transfer You can use the QuickBooks extension to track inventory and generate purchase orders. Training Video 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 account 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 end-user 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: "Importing an Inventory File into Autotask" on page 22 "Transferring and Updating Purchase Orders" on page 25 Transfer Workflow During the purchase order transfer, the following steps are performed: 1. The Autotask Vendor account 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 account 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 accounts, refer to "Importing 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. Page 20 of 81

21 Inventory Synchronization and Purchase Order Transfer NOT E : If a Non-inve nt ory Pa rt wit h t he sa me na me e xist s, but not a n Inve nt ory Pa rt, t he cre a t ion will fa il, a nd you will re ce ive a n e rror me ssa ge in t he Tra nsmission De t a ils. You must e it he r do a n inve nt ory synchroniza t ion t o cre a t e a n Inve nt ory Pa rt, or conve rt t he Non-inve nt ory Pa rt t o a n Inve nt ory Pa rt. Page 21 of 81

22 Importing an Inventory File into Autotask Importing an Inventory File into Autotask 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 "Synchronizing Inventory" on page 24. Exporting the QuickBooks Inventory File T IP: Be fore you import your inve nt ory count s int o Aut ot a sk, I would be a good ide a t o do a physica l inve nt ory t o ma ke sure t he numbe rs in Q uickbooks a re corre ct a nd unuse d Inve nt ory Pa rt s a re ina ct iva t e d or de le t e d. 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 28 for details on mapping the fields. 4. Populate required Autotask columns that have no equivalent in QuickBooks or another application, such as Inventory Location, Material Cost 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. 5. Browse to the location of the.csv file. 6. 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. Page 22 of 81

23 Importing an Inventory File into Autotask 7. 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. 8. 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 Cost Code (required if creating product) does not exist or is inactive Page 23 of 81

24 Synchronizing Inventory Synchronizing Inventory 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. To synchronize inventory: 1. Navigate to Contracts > QuickBooks Extension > Synchronize Inventory 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). NOT E : If you t ra ck inve nt ory in Aut ot a sk a nd will synchronize t he O n Ha nd count s in Q uickbooks in t his wa y, you should unche ck t he De cre me nt from Inve nt ory whe n t ra nsfe rring invoice s cont a ining t icke t /proje ct /cont ra ct cost s t o Q uickbooks workflow policy. IM PORT ANT NOT E : Q uickbooks doe s not use inve nt ory loca t ions. If a n inve nt ory it e m e xist s in se ve ra l loca - t ions in Aut ot a sk, t he O n Ha nd count in Q uickbooks will be t he sum of t he O n Ha nd count s of a ll Aut ot a sk Loca - t ions. Page 24 of 81

25 Transferring and Updating Purchase Orders Transferring and Updating Purchase Orders Autotask purchase orders are transferred to QuickBooks from Contracts > QuickBooks Extension > Transfer Purchase Orders. NOT E : The Q uickbooks Ext e nsion bra nch on t he le ft me nu is only displa ye d if t he Q uickbooks e xt e nsion is e na - ble d. The list will contain purchase orders that have not been previously transferred to QuickBooks (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 Quick- Books. 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 Account 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. Page 25 of 81

26 Transferring and Updating Purchase Orders NOT E : The Billa ble column on t he Q uickbooks Bill or It e m R e ce ipt will a lwa ys be unche cke d for t ra nsfe rre d purcha se orde rs, e ve n if t he it e m is billa ble in Aut ot a sk, be ca use it will cre a t e a billing it e m in Q uickbooks a s we ll a s in Aut ot a sk if it is ma rke d a s billa ble. To review how Inventory Part and Purchase Order fields are mapped from Autotask to QuickBooks, refer to "Purchase Order Data Mapping" on page 27. 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. Page 26 of 81

27 Purchase Order Data Mapping Purchase Order Data Mapping Purchase Order Fields Autotask Field Vendor Account QuickBooks Field Vendor Notes Account Ship To If AT purchase order is Ship To "Selected Account", it is set as that customer in QuickBooks. Otherwise, the Address of the QuickBooks Company file is used. Product Item - Description Quantity Cost Account Quantity Cost Customer:Job - Amount Calculated by QuickBooks Purchase for Account 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 - Account Number Auto-populated with the QuickBooks account number - Expected Shipping Type Ship Via The transferred shipping type must match a "Ship Via" option in QuickBooks, otherwise the field is left blank Freight FOB - Other2 always blank - Service Date always blank Page 27 of 81

28 Purchase Order Data Mapping Autotask Field Manufacturer Product Number (from product) QuickBooks Field Man. Part Num Notes - 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 # Account's Transmission Method To be printed / to be mailed always blank always blank always blank Set in Invoice Preferences > External Accounting Options Inventory Part Fields 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 Product Description (from product) Description on Purchase Transactions Page 28 of 81

29 Purchase Order Data Mapping Autotask Field QuickBooks Field 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 Quick- Books. - Total Value calculated by QuickBooks - As of always today's date - Item is inactive always False Page 29 of 81

30 Transferring Invoices to QuickBooks Transferring Invoices to QuickBooks The QuickBooks extension transfers invoices that were generated in Autotask into QuickBooks. Training Video Invoice Transfer Workflow During the invoice transfer, the QuickBooks extension does the following: 1. It matches Autotask Account Names to QuickBooks Customer (not Company) Names. If a QuickBooks Customer Name exactly matches the Autotask Account 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. T IP: F or informa t ion on how t o e xport t he Q uickbooks cust ome r list t o Aut ot a sk t o a void cre a t ing duplica t e a ccount s, re fe r t o "Import ing Q uickbooks Cust ome r R e cords int o Aut ot a sk" on pa ge 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. NOT E : F or subse que nt t ra nsfe rs, Q uickbooks t a x a nd GL Account se t t ings on it e ms a re re spe ct e d. Invoice Transfer Setup Before your first invoice transfer: Page 30 of 81

31 Transferring Invoices to QuickBooks Set up Autotask Billing Items so they map correctly, or are created correctly, in the QuickBooks Item List. Refer to "Mapping Autotask Billing Items to QuickBooks" on page 32. Review the Invoice Configuration so your invoices display the data you want to transfer to QuickBooks. Refer to "Invoice Configuration for QuickBooks" on page 47. Customize invoice preferences by account, as needed, to meet the customer billing requirements of specific customers. Refer to "Setting Invoice Preferences for QuickBooks" on page 54. Decide where you will calculate taxes in Autotask or QuickBooks "Calculating Taxes in Autotask and Transferring Them to the QuickBooks Invoice (US Versions of QuickBooks only)" on page 56. Once you are set up, refer to the following topics: For a detailed description, refer to "Transfer Process" on page 58. For information on how Autotask child account items invoiced to the parent account appear in Quick- Books and transferring a job-level invoice, refer to "Parent-Child and Job-Level Invoicing" on page 64. Page 31 of 81

32 Mapping Autotask Billing Items to QuickBooks Mapping Autotask Billing Items to QuickBooks 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 GL 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 QuickBooks Item Name field. Refer to "The Item Mappings Page" on page Then, you'll populate the Autotask tables with your item names. Refer to "Populating Autotask Lists with QuickBooks Items" on page Since Autotask does not associate billing items with financial accounts, you will need to select the Quick- Books Account for each item. Refer to "Assigning a QuickBooks Financial Account" on page 45. Page 32 of 81

33 The Item Mappings Page The Item Mappings Page 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 "Calculating Taxes in Autotask and Transferring Them to the QuickBooks Invoice (US Versions of QuickBooks only)" on page 56. 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 33 below. WARNING: Due t o cha nge s in Aut ot a sk, we no longe r re comme nd t ha t you use t he Q uickbooks Account column on t he It e m Ma ppings pa ge. Most it e ms ca nnot be ma ppe d t ha t wa y, a nd ma pping fa ils wit hout not ice. It displays a list of Billing Items with No Allocation Codes that are transferred to QuickBooks under certain circumstances. Refer to "Billing Items with No Allocation Code " on page 36, 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 Cost Codes: Cost Name Recurring Contract Service Codes: Service/Bundle Name Page 33 of 81

34 The Item Mappings Page Milestone Codes: Milestone Code Block Purchases: Material Cost Code Retainer Purchases: Material Cost Code Ticket Purchases: Material Cost Code Selecting a Non-Standard QuickBooks Naming Convention for Each Item Type IM PORT ANT NOT E : W e re comme nd t ha t you re t a in t he de fa ult se t t ings. Consult your Imple me nt a t ion Ma n- a ge r be fore you cha nge t he St a nda rd Q uickbooks Na ming Conve nt ion! To select a different naming convention, do the following: 1. Open the Admin > AutotaskExtend > Extensions > QuickBooks Extension > Item Mappings page. A list of all allocation 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. 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 allocation code type. 4. Click Save. NOT E : You ca n e dit t he se le ct ion you ma ke in t he Q uickbooks It e m Na ming Conve nt ion fie ld a t a ny t ime. For more information on mapping each allocation 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: Page 34 of 81

35 The Item Mappings Page 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. T IP: Most cust ome rs should a cce pt t he de fa ult, Wo r k T ype. Mapping Costs Using Material Cost Codes The billing codes applied to products and materials tracked with contracts, projects and tickets are called Material Cost Codes. In QuickBooks, the Item Type will be Non-inventory Part. Refer to "Mapping to a Quick- Books Inventory Item" on page 43. When mapping Material Cost Codes to QuickBooks, you have two options: You can select the Cost Name to become the QuickBooks Item Name. The name of the Product, Cost or Material Item selected on the Cost page will become the QuickBooks Item Name. You can select the Material Cost 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. T IP: Most cust ome rs should se le ct t he de fa ult, Co st Name. Refer to Adding a Ticket Cost. Mapping Recurring Service Revenue Using Recurring Contract Service Codes The Allocation Codes (billing codes) applied to Recurring Services are called Recurring Contract 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 Recurring Contract Service Code to become the QuickBooks Item Name. This selection will create fewer items in QuickBooks. If you have a Recurring Contract Service Code named "Server Maintenance Recurring", it will become a QuickBooks item. You can select the Recurring Services:Recurring Contract Service Code to become the Quick- Books Item Name. In QuickBooks, the item name will be "Recurring Services", the sub-item name will be "Server Maintenance Recurring". T IP: Most cust ome rs should se le ct t he de fa ult, Co st Name. Page 35 of 81

36 The Item Mappings Page For more information on adding Services, Service Bundles, and Recurring Contract Service Codes, refer to Adding Services, Adding Service Bundles, and Adding Recurring Contract Codes. Mapping Subscriptions Using Material Cost Codes Most often, products and materials will be billed as a Cost 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 an account). Refer to Managing Subscriptions. The Allocation Codes (billing codes) applied to Subscriptions are called Material Cost Codes. When mapping product Subscriptions to QuickBooks, you have two options: You can select the Cost/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 Cost 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. T IP: Most cust ome rs should a cce pt t he de fa ult, Co st/subsc r iptio n Name. 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 Allocation Code Depending on your Invoice Configuration grouping settings, it is possible to generate billing items that do not have an Allocation Code. When this happens, the QuickBooks extension assigns a default Generic Billing Category name to the billing item. Billing Items with No Allocation Code are transferred to QuickBooks and become QuickBooks items under the following circumstances: Autotask Placeholder Allocation Code Name Labor Milestone Generated When When "Work Type" is selected and the "Group" check box is checked on the Invoice Item Print Options screen, 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. Page 36 of 81

37 The Item Mappings Page Autotask Placeholder Allocation Code Name Projects Recurring Services Subscription Tasks Taxes from Autotask Tickets Generated When When the "Group" check box is checked on the Invoice Item Print Options screen, 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 allocation 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 "Calculating Taxes in Autotask and Transferring Them to the QuickBooks Invoice (US Versions of QuickBooks only)" on page 56 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 service desk tickets" Workflow Policy) and the "Group" check box is checked on the Invoice Item Print Options screen, and "Labor by Task or Ticket" is selected from the dropdown list. Page 37 of 81

38 Populating Autotask Lists with QuickBooks Items Populating 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. T IP: The Product List fe a t ure s a n import t ool t ha t a llows you t o e a sily a dd your Inve nt ory a nd Non-inve nt ory Pa rt s t o Aut ot a sk. R e fe r t o "Import ing Le ga cy Da t a a nd Vie wing Import Hist ory" on pa ge 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. 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 Inventory and Non-inventory Part Hardware or software billed to the customer Example Consulting Web Hosting Milestone Payment HP Deskjet, Adobe Premiere Autotask Billing Item Types appear on separate lists Work Type Admin > Site Setup > Billing Codes> Work Types tab Refer to Adding Work Types Service or Service Bundle Admin > Products and Services > Services > Services and/or Service Bundles Refer to Adding Services Milestone Code Admin > Site Setup > Billing Codes> Milestone tab Refer to Adding Milestone Codes Product Admin > Products and Services > Products > Products Refer to Managing the Products List Other Charge T & E billed back to the customer Airfare, Parking Expense Category Admin > Site Setup > Billing Codes > Expense Categories Refer to Adding Expense Categories T IP: It is possible t o cre a t e Aut ot a sk billing it e ms t ha t re solve a s Q uickbooks Item:Subitem. R e fe r t o "Using t he Tilde for Ma pping Sub-It e ms" on pa ge 41. Page 38 of 81

39 Populating Autotask Lists with QuickBooks Items Step by Step 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 Admin > Site Setup > 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 Admin > Products and Services > Services > Services list. Refer to Adding 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 Admin > Site Setup > Billing Codes > Milestone tab. Refer to Adding Milestone Codes. Add Inventory Parts and Non-inventory parts to the Products list 1. In Autotask, open the Admin > Products and Services > Products > 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 Admin > Site Setup > Billing Codes > Material Cost 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 Cost Code called "Taxable". Refer to Material Cost Codes and Configuring Your Tax Table. 3. In Autotask, open the Admin > Products and Services > Products > 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. Page 39 of 81

40 Populating Autotask Lists with QuickBooks Items 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 employees have incurred, add expense and travelrelated items to Admin > Site Setup > Billing Codes > Expense Categories. Refer to Adding Expense Categories. Page 40 of 81

41 Using the Tilde for Mapping Sub-Items Using the Tilde for Mapping Sub-Items 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: E XAM PLE : Te ch~o n-sit e Se rvice. You ca n a dd a ddit iona l le ve ls: Te ch~o n-sit e Se rvice ~Non-Billa ble. 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. Page 41 of 81

42 Using the Tilde for Mapping Sub-Items 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-Child and Job-Level Invoicing" on page 64. Page 42 of 81

43 Mapping to a QuickBooks Inventory Item Mapping to a QuickBooks Inventory Item 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 "Synchronizing Inventory" on page 24. 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 costs to QuickBooks workflow policy 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: Page 43 of 81

44 Mapping to a QuickBooks Inventory Item 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. Page 44 of 81

45 Assigning a QuickBooks Financial Account Assigning a QuickBooks Financial Account 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. WARNING: Due t o cha nge s in Aut ot a sk, we no longe r re comme nd t ha t you use t he Q uickbooks Account column on t he It e m Ma ppings pa ge. Most it e ms ca nnot be ma ppe d t ha t wa y, a nd ma pping fa ils wit hout not ice. 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. T IP: Sort your it e m list by a ccount a nd look for a ll it e ms a ssocia t e d wit h t he Aut ot a sk O t he r a ccount. 2. Right click on the item and select Edit Item. The QuickBooks Edit Item screen opens. 3. Find the Account field and select the correct account from the drop-down list. Page 45 of 81

46 Assigning a QuickBooks Financial Account 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 account to all transactions, No to assign it only to future ones. NOT E : Do not de le t e, re na me, or re numbe r t he Auto task Other a ccount unde r a ny circumst a nce s. It is re quire d for t he corre ct funct ioning of t he Q uickbooks e xt e nsion. Page 46 of 81

47 Invoice Configuration for QuickBooks Invoice Configuration for QuickBooks About Invoice Configurations Invoice Configuration settings 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 50. Enabling the QuickBooks Default Invoice Configuration You can create multiple Invoice Configurations, and assign them to accounts on the Invoice Preferences page. Refer to Creating and Editing Invoice Configurations. Newer databases contain a QuickBooks Default invoice configuration in Admin > Contracts (and Billing) > Invoice Configurations. Initially, the Autotask Default configuration is the default for new customers. To make the QuickBooks Default your default invoice configuration, do the following: 1. Open theadmin > Contracts (and Billing) > Invoice Configurationspage. 2. Right click on the QuickBooks Default configuration and select Set as Default. Item Settings that impact QuickBooks The following fields impact the QuickBooks transfer: Page 47 of 81

48 Invoice Configuration for QuickBooks Item Name Summary Notes Task or Ticket Number Item Label Itemize Recurring Service Contracts Services and Bundles Show Contract Names for Recurring Service Contract Services and Bundles Impact If this item is checked, it will be transferred to the QuickBooks Invoice Description field. If this item is checked, it will be transferred to the QuickBooks Invoice Description field. If this item is checked, labels will be applied to all transferred information on the QuickBooks Invoice Description field. If you EVER have both taxable and non-taxable services in the same contract, check this item. Otherwise, all billing items associated with the same Contract are rolled up into a single Contract billing item and transferred to Quick- Books as one item. QuickBooks does not have access to the underlying transactions, and will not be able to calculate the taxes correctly. If this item is checked, it will be transferred to the QuickBooks Invoice Description field. Page 48 of 81

49 Invoice Configuration for QuickBooks Item Name Show Contract Dates for Recurring Service Contract Services and Bundles Group Impact If this item is checked, it will be transferred to the QuickBooks Invoice Description field. Do not group by any setting that could include both taxable and non-taxable transactions, for example, "Group by Role" or "Group by Project". QuickBooks does not have access to the underlying transactions, and will not be able to calculate the taxes correctly. In general, avoid grouping items that have different Billing Codes (and potentially different tax categories). Item Sorting The sort order in QuickBooks will be the same as in Autotask 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 Allocation 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 Configuration or the Invoice Item Print Options screen, 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 screen, 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 allocation codes are now required on subscriptions. No longer relevant since allocation codes are required on tasks. Used for the line item added to the invoice when "Transfer Taxes Directly" is checked. Refer to "Calculating Taxes in Autotask and Transferring Them to the QuickBooks Invoice (US Versions of QuickBooks only)" on page 56 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 service desk tickets" Workflow Policy) and the "Group" check box is checked on the Invoice Item Print Options screen, and "Labor by Task or Ticket" is selected from the dropdown list. Page 49 of 81

50 QuickBooks Field Map QuickBooks Field Map The following is a complete list of fields transferred from Autotask to QuickBooks. Autotask Field or Fields QuickBooks Field or Fields Account Fields Account Name Child Account Name Taxable (Tax Exempt flag from Account 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 Child Account Items to Parent Account 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 Account Address fields. Invoice Fields Invoice Date (Invoice History) Invoice Number Total on the invoice Invoice Date Generated in QuickBooks and transferred back to Autotask Calculated in QuickBooks Page 50 of 81

51 QuickBooks Field Map Autotask Field or Fields Tax Total on the invoice QuickBooks Field or Fields 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 QuickBooks invoice. PO Number (Invoice Wizard) Invoice Method (Invoice Preferences) PO Number "To be Printed" and "To be ed" checkboxes on Invoice. Invoice Item 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 Mappings Page" on page 33. Item Name Billing Item Type Labor Cost 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: Cost Name Additional options: Material Cost Code Expense Subscription Expense Category Name Default/Recommended: Cost/Subscription Name Additional options: Material Cost Code Recurring Services and Bundles Milestones Billing Items without Allocation Code Default/Recommended: Service/Bundle Name Additional options: Recurring Contract Service Code or Recurring Services:Recurring Contract Service Code Default/Recommended: Milestone Code Additional options: Milestone:Milestone Code Generic Billing Category name Page 51 of 81

52 QuickBooks Field Map Autotask Field or Fields Item Type Labor Contract, Project or Ticket Cost Expense Subscription Recurring Services and Bundles Recurring Contract (not itemized) Fixed Price Contract Milestone Item Date Date Worked Date Purchased Expense Date Effective Date Period Date Period Date Due Date QuickBooks Field or Fields Service Date Allocation 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) Title (Milestones) Description (Milestones) Amount (Milestones) Item Name or Sub-Item Name, depending on mapping settings Description (if selected on Invoice Configuration) Description Description (if selected on Invoice Configuration) 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 Configuration) Quantity Item Description (if Default Method is used) Item Name (if Default Method is used), Description Description Description Description Description Amount Page 52 of 81

53 QuickBooks Field Map Autotask Field or Fields Service Name (Services) Quantity (Contracts) Unit Price (Contracts) 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 Description Quantity Rate Amount Description Description Item Name or Sub-Item Name Page 53 of 81

54 Setting Invoice Preferences for QuickBooks Setting Invoice Preferences for QuickBooks While your Workflow Policies settings apply to your entire Autotask site and your default invoice configuration is used for the majority of your accounts, 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 an account-byaccount basis. Refer to Setting Invoice Preferences for an Account. Preference Settings Impacting QuickBooks Several settings you select on the Invoice Preferences page will impact invoice appearance and settings in QuickBooks. Settings Transferred When New QuickBooks Customer Transferred From Autotask Some settings are only transferred when the QuickBooks customer record is created from the Autotask Account information. This is true for the following settings: The Tax Exempt checkbox The Bill to Address IM PORT ANT NOT E : Aft e r t he first t ra nsfe r, cha nge s ma de on t his pa ge will not upda t e t he Q uickbooks re c- ord. You will ne e d t o ma nua lly e dit t he cust ome r re cord in Q uickbooks. Page 54 of 81

55 Setting Invoice Preferences for QuickBooks Settings Transferred With Each Invoice Changes to the Invoice Configurationand 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 Configuration for a customer, click the drop-down on the Invoice Configuration field and select the Invoice Configuration to use for this customer. Likewise, the QuickBooks Invoice Method workflow policy establishes the default print and settings for invoices transferred to QuickBooks. Refer to "Workflow Policies Impacting QuickBooks Users " on page 17. 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. Page 55 of 81

56 Calculating Taxes in Autotask and Transferring Them to the QuickBooks Invoice (US Versions of QuickBooks Calculating Taxes in Autotask and Transferring Them to the QuickBooks Invoice (US Versions of QuickBooks only) Why Calculate Taxes in Autotask? We generally recommend that QuickBooks users calculate the taxes on the transferred invoices in QuickBooks, 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 Access 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 Configuration for QuickBooks" on page 47. NOT E : Tra nsfe r Ta xe s Dire ct ly works be st if you owe sa le s t a x t o only one Ta x Aut horit y, since you won't be a ble t o split t he t ra nsfe rre d t a x a mount. Enabling "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 Admin > Contracts (and Billing) > Financials > Tax Regions & Categories. Refer to the topic on Configuring Your Tax Table for details. 2. On the Edit Account 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 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 of the Account, 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. Page 56 of 81

57 Calculating Taxes in Autotask and Transferring Them to the QuickBooks Invoice (US Versions of QuickBooks T IP: To pre ve nt double -t a xa t ion, swit ch t he cust ome r t a x code in Q uickbooks t o O ut O f St a t e (O O S). Page 57 of 81

58 Transfer Process Transfer Process 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. NOT E : Invoice s will be t ra nsfe rre d e ve n if t he cust ome r is ina ct ive in Q uickbooks. 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. NOT E : Any Invoice Not e s you e nt e r will not be t ra nsfe rre d t o Q uickbooks. A series of windows will inform you of the progress with the transfer: Page 58 of 81

59 Transfer Process 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 NOT E : W he n you cre a t e a n individua l invoice, t he de fa ult invoice wiza rd se t t ings a re a pplie d. R e fe r t o Ge n- e ra t ing a n Individua l Invoice Using t he Invoice W iza rd. To transfer an individual invoice: 1. Click the Contracts module button and open Invoices > Items to Invoice. All accounts with posted billing items are shown in bold. 2. Click an Account Name to launch the invoice wizard for an account. Page 59 of 81

60 Transfer Process 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 screen is displayed that allows you to group and roll up invoice items, and preview the invoice in Autotask before it is transferred. 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. Click Next. The Invoice Print Options and Invoice Item Print Options screen appears. Page 60 of 81

61 Transfer Process Your selections on this screen determine which optional fields will be included in the data transfer to QuickBooks, and if billing items will be itemized or grouped. In addition, you can determine how granular your invoice will be: If you want to... Display the description or summary notes in the QuickBooks invoice description field Display the ticket number in the QuickBooks invoice description field Display the resource name in the QuickBooks invoice description field Itemize billing items associated with Recurring Services Contracts, rather than roll them up into a single line item* Group all items with the same allocation code into a single line item Group all labor items with the same allocation code into a single line item Group all labor items from the same project into a single line item* Group all labor items with the same role into a single line item* Group all labor items from the same task or ticket into a single line item Then... check Item Description and Summary Notes check boxes check Item Description and ticket number check boxes check the Resource Name check box Check the Itemize Recurring Service Contract Services/Bundles check box Check the Group check box and select All by Allocation Code from the drop-down list Check the Group check box and select Labor by Allocation Code from the drop-down list Check the Group check box and select Labor by Project from the drop-down list Check the Group check box and select Labor by Role from the drop-down list Check the Group check box and select Labor by Task or Ticket from the drop-down list * If you roll up taxable and non-taxable items, the entire group will be transferred to QuickBooks as either taxable or non-taxable, depending on the tax status of the first item on the list, and you will not be able to calculate the correct amount of taxes in Quick- Books. We recommend that you avoid grouping if you calculate taxes in QuickBooks. Page 61 of 81

62 Transfer Process When possible, check boxes are honored when you are grouping billing items. If you group by ticket number and the Ticket Number check box is checked, it will display. If you group by role, the rate for the role will show. If the resource name, rate, taxable status, etc. are the same for all grouped items, they will be displayed. 6. Check the Item Labels check box to display labels for invoice items. If the box is checked, the item description in Autotask and QuickBooks will show them. Example: Task Title: Customers Approval. If the box is unchecked, labels are removed from the Autotask and QuickBooks invoices. 7. Click Preview to confirm your transfer settings. Line items on the Autotask invoice will become line items on the QuickBooks invoice, but the item names and descriptions will be different. For details on how items will be transferred, refer to "QuickBooks Field Map" on page Click Next, then click Finish to transfer the invoice. A dialog box will open to ask you to confirm the transfer. You will see a progress bar... Page 62 of 81

63 Transfer Process...then a dialog box that confirms that the invoice has been transferred that also displays the Quick- Books invoice number. T IP: If ne w Q uickbooks cust ome rs or it e ms we re cre a t e d from t he t ra nsfe r, a ddit iona l dia log boxe s will le t you know. F or ne w it e ms, che ck whe t he r t he GL a ccount a ssocia t e d wit h t he it e m ne e ds t o be cha nge d. R e fe r t o "Assigning a Q uickbooks F ina ncia l Account " on pa ge 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. 10. 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. 11. 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 Admin > Extensions > QuickBooks Extension > Invoice Transfer Log. Page 63 of 81

64 Parent-Child and Job-Level Invoicing Parent-Child and Job-Level Invoicing About Parent Child Accounts and Job-Level Invoices Autotask parent and child accounts should not be confused with the Customer:Job relationship in QuickBooks. A child account in Autotask is a regular account that is linked to another account (the parent account) in such a way that you have the option to invoice the parent for child billing items. A child account is typically a location, subsidiary or franchise of the parent account that in all respects except billing needs to be set up as an account, 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 Account for Child Items If you have set up child accounts 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 child to the parent account as follows: 1. On the child account's Invoice Preferences page select Invoice non-contract items to Parent Account. Any items not covered under a child contract will be billed to the parent account. 2. You can set up a contract under the parent account and apply this contract to the child project or ticket. The parent contract will lock the parent account as the billing account. 3. At the time when you run an individual invoice for the parent, you can check the "Show Child Account 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 [Child Account] name in the Item Description field of child invoice items. For additional information on parent child accounts and invoicing a parent account for child items, refer to Adding and Managing Accounts and Invoicing Child Account Items to a Parent Account. Generating a Job-Level Invoice You can structure account 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 account record in Autotask. T IP: It is he lpful t o ma ke such "job" a ccount s child a ccount s of t he "cust ome r" a ccount in Aut ot a sk, t o e a sily se a rch a nd re port on t he m. If you would like Child items to be billed to the Parent /Customer in QuickBooks, but on a Job level invoice: 1. Set up the child account name in Autotask by first copying the Parent Account name, then entering a tilde, then the QuickBooks job name. Example: Acme Parent~Acme Child. Page 64 of 81

65 Parent-Child and Job-Level Invoicing 2. Then in QuickBooks, enter the Job name under the parent Customer Record. Example: Acme Parent:Acme Child. 3. Run the invoice wizard in Autotask for the child account Acme Parent~Acme Child. 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 Child. 5. All items on the invoice are billed to the parent/customer in QuickBooks, regardless of Autotask contract settings. Page 65 of 81

66 Transferring Expense Reports Transferring Expense Reports You can use the QuickBooks extension to transfer approved Autotask expense reports to QuickBooks so you can reimburse your employees and contractors. Training Video Expense Reports in QuickBooks 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 employees and contractors from QuickBooks using a "Pay Bills" transaction. During the expense transfer, the following steps are performed: Autotask resources (employees 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 "Mapping Resources" on page 76 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 "Transferring Expense Reports to QuickBooks" on page 71. Autotask Expense Categories become QuickBooks items that are mapped to QuickBooks Expense accounts. Refer to "Mapping Expense Categories to QuickBooks Accounts" on page 69. Page 66 of 81

67 Mapping Resources Mapping Resources 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. NOT E : The drop-down list a lso cont a ins t he list of Q uickbooks Vendors a ppe nde d t o t he list of Employe e s. This le t s you ma p Aut ot a sk cont ra ct ors t o Q uickbooks ve ndors so you ca n t ra nsfe r cont ra ct or t ime she e t informa t ion t o t he Q uickbooks W e e kly Time she e t. To map resources for payroll transfer, do the following: 1. Open QuickBooks as an Administrator. 2. Go to Admin > AutotaskExtend > Extensions > 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. IM PORT ANT NOT E : If your Q uickbooks file doe s not cont a in a t le a st one e mploye e, a nd you t ry t o ma p Aut o- t a sk re source s t o Q uickbooks e mploye e s from t he R e source s list or t he HR t a b of t he R e source De t a il pa ge, you will ge t a n e rror, or a me ssa ge t ha t Aut ot a sk wa s not a ble t o conne ct wit h Q uickbooks. Mapping Autotask Resources to QuickBooks Vendor Accounts 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 account names created by Autotask will be "v-lastname, Firstname Initial". To map resources for expense report transfer, do the following: 1. Open QuickBooks as an Administrator. 2. Go to Admin > AutotaskExtend > Extensions > 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. Page 67 of 81

68 Mapping Resources NOT E : The sa me Q uickbooks ve ndor a ccount ca n be ma ppe d t o mult iple Aut ot a sk re source s. If you t ra nsfe r e xpe nse re port s t o re imburse your e mploye e s, ma ke sure e a ch ma pping is unique. 4. Click Save. Page 68 of 81

69 Mapping Expense Categories to QuickBooks Accounts Mapping Expense Categories to QuickBooks Accounts 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. 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. 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 Admin > AutotaskExtend > Extensions > QuickBooks Extension > Expense Mappings. 3. Populate the following fields and save your settings. Page 69 of 81

70 Mapping Expense Categories to QuickBooks Accounts Field Name Description Integration Settings Transfer cash advances to QuickBooks, 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 Non-Billable & Reimbursable Non-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. 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. Page 70 of 81

71 Transferring Expense Reports to QuickBooks Transferring Expense Reports to QuickBooks IM PORT ANT NOT E : Expe nse re port s whe re t he t ot a l is $0.00 or ne ga t ive ca nnot be t ra nsfe rre d t o Q uick- Books. Ne ga t ive t ot a ls could occur whe n t he e mploye e owe s t he compa ny mone y (t he e xpe nse re port cont a ins only a ca sh a dva nce or t he ca sh a dva nce is la rge r t ha n t he sum of e xpe nse s) To transfer expense reports to QuickBooks, do the following: 1. Navigate to Contracts > QuickBooks Extension > Transfer Expenses. This page displays all expense reports with a status of Approved for Payment that have not yet been transferred to Quick- Books. You will only see the expense reports you submitted yourself or that you are the expense report approver for. NOT E : O nly Expe nse R e port s wit h t he st a t us of Approved fo r Payment ca n be t ra nsfe rre d. Do not upda t e t he st a t us t o Pa id, be ca use t he n t he re port will not be t ra nsmit t e d t o Q uickbooks for re imburse me nt. 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. 5. A popup opens telling you how many expense reports are ready to transfer and reminding you to open QuickBooks. Click OK. NOT E : At t his point, Aut ot a sk will che ck if e ve ry Expe nse Ca t e gory in t he da t a ba se is fully ma ppe d t o a Q uickbooks Expe nse Account. If t he ma pping is incomple t e, you will se e a n e rror me ssa ge :"Be fore t ra nsfe rring, a ll e xpe nse ca t e gorie s must be fully ma ppe d t o t he ir corre sponding Q uickbooks Expe nse Account s. This ca n only be done by your Aut ot a sk Administ ra t or. F or more informa t ion, click t he He lp icon in t he t op-right corne r of t he scre e n. [O K]". The t ra nsfe r will be ca nce le d. R e fe r t o "Ma pping Expe nse Ca t e gorie s t o Q uickbooks Account s" on pa ge 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. Page 71 of 81

72 Transferring Expense Reports to 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 4 expense items and a $ Cash Advance. The expense report appears as a Bill under the vendor account mapped to the resource. Page 72 of 81

73 Transferring Expense Reports to QuickBooks The example shows 5 transactions (one for each expense and a -$100 item for the cash advance). The Memo field shows the name of the resource who submitted the expense report and the Autotask title of the expense report. Page 73 of 81

74 Transferring Expense Reports to QuickBooks T IP: It is possible t o ma p mult iple re source s t o one ve ndor a ccount on t he R e source Ma ppings pa ge. This would ma ke se nse if a cont ra ct or ha s se ve ra l e mploye e s working on a proje ct who ha ve incurre d e xpe nse s, but you re imburse t he cont ra ct or. The Ve ndor would be t he cont ra ct or, but t he Me mo fie ld on t he Bill would show t he na me of t he cont ra ct or's e mploye e. Page 74 of 81

75 Transferring the Payroll Summary Report Transferring the Payroll Summary Report Training Video 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 employees or 1099 contractors who are paid by the hour. Refer to "Transferring Payroll to QuickBooks" on page 79. To enable the transfer: Make sure Time Tracking is enabled in QuickBooks (Edit > Preferences > Time & Expenses > Company Preferencestab, select Yes). Set up your employees and contractors in Autotask and QuickBooks, and map your Autotask resources to QuickBooks employees or vendors. Refer to "Mapping Resources" on page 76 for more information. Map Autotask Payroll Time Categories to QuickBooks Payroll Item Names. Refer to "Mapping Payroll Time Categories" on page 78 for more information. Page 75 of 81

76 Mapping Resources Mapping Resources 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. NOT E : The drop-down list a lso cont a ins t he list of Q uickbooks Vendors a ppe nde d t o t he list of Employe e s. This le t s you ma p Aut ot a sk cont ra ct ors t o Q uickbooks ve ndors so you ca n t ra nsfe r cont ra ct or t ime she e t informa t ion t o t he Q uickbooks W e e kly Time she e t. To map resources for payroll transfer, do the following: 1. Open QuickBooks as an Administrator. 2. Go to Admin > AutotaskExtend > Extensions > 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. IM PORT ANT NOT E : If your Q uickbooks file doe s not cont a in a t le a st one e mploye e, a nd you t ry t o ma p Aut o- t a sk re source s t o Q uickbooks e mploye e s from t he R e source s list or t he HR t a b of t he R e source De t a il pa ge, you will ge t a n e rror, or a me ssa ge t ha t Aut ot a sk wa s not a ble t o conne ct wit h Q uickbooks. Mapping Autotask Resources to QuickBooks Vendor Accounts 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 account names created by Autotask will be "v-lastname, Firstname Initial". To map resources for expense report transfer, do the following: 1. Open QuickBooks as an Administrator. 2. Go to Admin > AutotaskExtend > Extensions > 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. Page 76 of 81

77 Mapping Resources NOT E : The sa me Q uickbooks ve ndor a ccount ca n be ma ppe d t o mult iple Aut ot a sk re source s. If you t ra nsfe r e xpe nse re port s t o re imburse your e mploye e s, ma ke sure e a ch ma pping is unique. 4. Click Save. Page 77 of 81

78 Mapping Payroll Time Categories Mapping Payroll Time Categories 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 license. 2. Open Admin > Timesheets > Timesheets > Workflow Policies 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 Managing Timesheet Workflow Policies. 3. Go to Admin > AutotaskExtend > Extensions > QuickBooks Extension> Payroll Time Category Mappings. 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. Page 78 of 81

79 Transferring Payroll to QuickBooks Transferring Payroll to QuickBooks To transfer payroll items to QuickBooks: 1. Log into Autotask with a Manager security license, so you can access the Reports module on the main module bar. 2. Navigate to Reports > Time and Attendance > Payroll Summary. 3. From the drop-down list of possible Period End Dates, select the one for which you would like to transfer payroll items. 4. Click Submit. The Payroll Summary Report will show all Hours Worked, Sick, Vacation and Paid Time Off for the selected payroll period. 5. Click Transfer Payroll to QuickBooks. Confirm that you want to proceed with the transfer. 6. To view the transferred payroll items in QuickBooks, select Employees > Enter Time > Use Weekly Timesheet from the top level menu. T IP: Do not t ra nsfe r t he sa me Pa yroll t wice! If you ha ppe n t o do t he t ra nsfe r mult iple t ime s, t he hours will be mult iplie d by t he numbe r of t ime s t he da t a is t ra nsfe rre d. Page 79 of 81

80 Transfer Logs Transfer Logs Once you begin transferring data from Autotask to QuickBooks, Autotask maintains a log of all transfers in the Purchase Order Transfer, Invoice Transfer, Payroll Transfer and Expense Reports Logs on your local PC. These logs provide valuable information to our Customer Support team when a transfer error occurs, so we may ask you to us one or more logs. These logs are located here and can be accessed by clicking on the name of the log: C:\Program Files\Autotask\AutotaskConnect\QuickBooks\ Admin > AutotaskExtend > Extensions > QuickBooks Extension NOT E : If you a re using W indows 7, t he log file s ma y be in a diffe re nt loca t ion: C:\User s\user name\appdata\lo c al\vir tualsto r e\pr o gram Files\Auto task\auto taskco nnec t\quic kbo o ks. Page 80 of 81

81 Index: Contracts Work Types Index Contracts exporting to QuickBooks 30 Data Import Utility 12 Extension QuickBooks 4 Import 12 Project importing 12 QuickBooks 4 initial setup 6 Invoice Transfer Workflow 30 item mapping 32 mapping expense categories 69 mapping fields 50 mapping items 33 mapping payroll time categories 78 mapping resources 67, 76 mapping sub-items 41 mapping work types 45 synchronize Inventory 24 transfer logs 80 transferring an invoice 30, 58 transferring expense reports 66 transferring expense reports Default.Exclude from Translation [5] 71 transferring payroll 79 transferring Purchase Orders 25 Work Types Billing Items with no Work Type 45 Page 81 of 81