QuickBooks Transfer

Overview

The QuickBooks Transfer panel allows you to transfer your accounting transactions from SmartWare to QuickBooks, as well as review what you have already sent over

Navigate to QuickBooks Transfer

You can access the QuickBooks Transfer panel by navigating to the following location:

• From the main menu on the left side of the screen, select Accounting and then QuickBooks Transfer
  
  Main Menu - QuickBooks Transfer

QuickBooks Transfer

The QuickBooks Transfer panel allows you to view and transfer items to QuickBooks and is divided into two sections: Search and Remaining Grid

• Search: Allows you to specify what information you would like to view on the QuickBooks Transfer panel
• Results Grid: Will display a list of all transactions matching the search criteria and allow you to transfer them to QuickBooks
  
  QuickBooks Transfer

Below is an explanation of each QuickBooks Transfer feature:

Search

The Search section allows you to define the search criteria you would like to use to search for items

QuickBooks Transfer - Search

• From the QuickBooks Transfer panel: If you would like to only view information for a specific date range, in the Date: & To: fields enter in the date range you would like to use
  • Leave date fields blank to view all items for the selected QuickBooks Transfer view
• From the (Choose) dropdown, select the view type you would like to view information for
• The QuickBooks Transfer panel will update to display results matching the view you selected

Below is a brief explanation of the different search options available:

Item	Functionality
Territory:	Used to select which territory to transfer items from Only visible to offices with more than one territory
QBO Period Closed:	(Optional field)  QBO Period Closed (date) field will allow you to specify the date that was set in QuickBooks for the QuickBooks Closed Date (date you have locked your QuickBooks file for) Date must be entered in the format of MM/DD/YYYY.  Once a date has been entered in the QBO Period Closed (date) field, you will need to click the  (Save) button to save the QBO Period Closed date in SmartWare If a QBO Period Closed date is set on the QuickBooks Transfer panel and a transaction exists BEFORE the period closing date then the item will be posted to QuickBooks as of the closing date plus one day
Date:	Used in conjunction with the To: search field. Allows you to specify a starting date to search for items Leave both the Date: & To: fields blank to view all items regardless of date
To:	Used in conjunction with the To: search field. Allows you to specify an end date to search for items Leave both the Date: & To: fields blank to view all items regardless of date
Choose	Determines the type of information that will be returned Sales: Displays Sales and Sales Tax information for work orders that have been finalized but not yet transferred to QuickBooks Payments: Displays a list of payments that have not yet been transferred and, if you are using batching, are part of an approved batch Adjustments: Displays a list of all Adjustment entries that have not been transferred to QuickBooks (e.g. credit memos and credit memo taxes) Exceptions: Displays a list of negative payments (e.g. refunds) that SmartWare is unable to Transfer to QuickBooks Comparison: Displays a list combining transaction data from SmartWare and transaction data pulled down from QuickBooks to verify that your transactions were correctly sent to QuickBooks; processes a day at a time and can be cancelled between days. Cannot be run for a date range larger than a month
	Will refresh the information displayed on the QuickBooks Transfer panel based off the search criteria selected

Results Grid

The 'Choose' option selected will display information available to transfer to QuickBooks or information about the QuickBooks Transfers that have taken place

QuickBooks Transfer - Results Grid

Below is a brief explanation of the different columns available from the QuickBooks Transfer panel Based on the 'Choose' option selected during the search, will determine which columns are available

Item	Functionality
Checkbox	Indicates if an item is selected or unselected  (checked): Will be included in QuickBooks transfer  (unchecked): Will not be included in QuickBooks transfer
Type	Displays the type of item being displayed: Credit Memo: Credit Memo that was applied against task amount on a work order Credit Memo Tax: Credit Memo that was applied against the tax amount on a work order Payment: A Payment that was entered on a work order Work Order Tax: Tax amount listed on the work order Work Order: Subtotal on work order Invoice Tax: Tax amount listed on the work order Invoice: Subtotal on work order
Edit	(edit WO): Will open the work order allowing you to view information about the work order and make changes if needed
Territory	Displays Territory based off Zone selected on work order
Customer Name	Displays customer name as it appears on the work order. For Payments, if there is a Payor Name, displays that instead
Reference Date	The date of the transaction (e.g. Sales - Job Date; Payments - Payment Date; Credit Memos - Credit Date)
Ticket #	Displays ticket # from work order
Amount	Displays the total amount of the item that will be transferred to QuickBooks
Balance	Displays remaining balance owed on work order
Class Code	Accounting Class Code from the work order Only applies if you are using Class Codes in SmartWare
Message	After the transfer process, the 'Message' column will display information about the status of the transaction. If transfer was successful, it will display “OK”. If there was a problem, it will have a red background and some information about why it failed to send

Why do items appear with a message?

Information only appears in the Message column after a transfer has taken place and can indicate whether an item transferred successfully or not

Below is a brief explanation of the types of information you may see in the Message column:

Message:	Functionality
OK	Indicates that a transfer from SmartWare to QuickBooks recently took place and the item was successfully transferred to QuickBooks
Red background with message	Indicates an item that was not successfully transferred from SmartWare to QuickBooks Items will appear with a red background and some sort of message about what prevented the item from transferring to QuickBooks Once an item fails to transfer to QuickBooks, SmartWare will stop sending additional items. At this point, the item that failed will display a specific message indicating why the transaction failed. Then all remaining transactions will appear with a 'Transfer cancelled. See error message for Work Order ########' message.   You will need to correct the items in the QuickBooks Transfer panel based of the message about why it failed and then try the transfer again

Transfer to QB

• From the QuickBooks Transfer panel, select an option (Sales, Payments or Credit Memos) you would like to send to QuickBooks
  • Multiple Territory offices will need to make sure they have the correct territory selected in the Search section  
• Next, click the (Transfer) button located on the bottom left of the QuickBooks Transfer panel
  • The transfer from SmartWare to QuickBooks can be performed with or without QuickBooks opened
• Once all the above steps have taken place, a message will appear informing you that the transfer to QuickBooks is now complete
  • Transactions that were completed successfully will appear with 'OK' in the Message column. Any transaction items that were not successfully transferred will appear with a message indicating why they were not transferred.
  • Once the QuickBooks Transfer grid is reloaded or refreshed, transaction items that were successfully transferred to QuickBooks will disappear from the QuickBooks Transfer panel in SmartWare
  • As new items become available to transfer to QuickBooks, they will begin to appear in the QuickBooks Transfer panel under the appropriate transfer view
• You will need to perform the above-mentioned steps for each QuickBooks Transfer view (Sales, Payments and Credit Memos)

Refunds

Create Refund

To create a refund payment in SmartWare, you will need to perform the following steps:

• From SmartWare, find the invoice you would like to create a refund for and navigate to Options | Adjustment
• The Adjustment panel will load allowing you to create a refund
  
  QuickBooks Transfer - Adjustments

• From the Adjustment Type drop down box, select 'Refund'
  
  QuickBooks Transfer - Create a Refund

• Under 'Refund Amount', enter in the amount you would like to create a refund for

• If a credit memo should also be created check the 'Create Credit Memo' checkbox
  
  
  • A 'Credit Amount' and 'Task' field will become available
    • Credit Amount: Enter in the amount the credit memo should be for
    • Task: Select the task that the credit memo should be applied against
  • In the Memo field, enter in any notes about why the refund and credit memo were created
  • Once you have finished entering in the necessary information for your refund, click the (Save) button at the top right of the Adjustment panel
    • Refunds will NOT transfer over to QuickBooks and instead will sit in SmartWare on the QuickBooks Transfer panel under Choose | Exceptions until you have handled the refund in QuickBooks
    • See Exceptions section of document for instructions on how to process refunds in SmartWare

Exceptions

Exceptions are negative payments (e.g. refunds) that SmartWare is unable to Transfer to QuickBooks

• You can view exception items by navigating to Accounting | QuickBooks Transfer and selecting 'Exceptions' from the Choose option drop down
  
  QuickBooks Transfer - Exceptions

• Any items appearing under the Exceptions panel will need to be handled in QuickBooks
• Once you have addressed an exception item in QuickBooks, you will need to perform the following steps in SmartWare:
  • Navigate back to Accounting | QuickBooks Transfer and select Choose: Exceptions
  • From the Exceptions grid,  check the negative payment that has been addressed in QuickBooks and click  (Process) button
  • Once an exception has been marked processed in SmartWare, it indicates you have addressed the item in QuickBooks and removes the item from the Exceptions grid

Additional Items:

What Transfers to QuickBooks?

The following items will transfer to QuickBooks:

• Sales: Represents active Task and active Sales Tax information listed on a work order
• Payments: Any payments that have been created and not yet sent to QuickBooks
  • If using batches, then the payment must be on an approved batch before it will be available to transfer to QuickBooks
• Credit Memos: Any credit memos that have been created and not yet sent to QuickBooks

The following items currently will not transfer to QuickBooks:

• Refunds: Payments of type 'Refunds'. These should be manually entered in QuickBooks, then marked as processed in SmartWare

When are items available to transfer?

Below is a brief explanation of when items are available to transfer and what date is used when posting transactions in QuickBooks:

Item	Functionality	Available for Transfer	Reference Date
Sales	Represents any active Task and active Sales Tax information listed on a work order	Available to transfer once a work order has been processed and finalized in Invoicing panel There can be some lag time between when an invoice is completed and when it is finalized and able to transfer to QuickBooks	Appear in QuickBooks based on date the work order was marked as Status: Tech Completed in SmartWare
Payments	Any payments that have been created	Depending on if you are using batches or not in SmartWare determines when a payment is available to transfer to QuickBooks: Using Batches: Payments are available once they have been placed on a batch and the batch has been marked approved Non-Batching: Payments are available as soon as they are created in SmartWare	Appear in QuickBooks based on Payment Date that was entered in SmartWare
Credit Memos	Any credit memos that have been created	Available to transfer as soon as credit memo is created in SmartWare	Appear in QuickBooks based on Credit Memo Date that was entered in SmartWare

What happens during a QuickBooks Transfer?

SmartWare will perform the following steps during the transfer:

• SmartWare will connect to QuickBooks
• Based off transfer (choose) option selected the following will happen:

Choose View Option	Functionality
Sales	Verify Task descriptions and transfer selected Sale items (Sales & Sales Tax) to QuickBooks Invoices will transfer to QuickBooks as a Customer Invoice If a payment has already been sent to QuickBooks, SmartWare will also try to automatically attach the Payment to the Invoice in QuickBooks
Payments	Transfer selected payments to QuickBooks Payments will transfer to QuickBooks as a Customer Payment. If during the QuickBooks Transfer from SmartWare, the Invoice can be found in QuickBooks and has a balance equal to or greater than the amount of the Payment; SmartWare will try to automatically attach the Payment to the appropriate Invoice in QuickBooks
Credit Memos	Transfer selected credit memo items (Credit Memos & Credit Memo Tax) to QuickBooks A Credit Memo will transfer to QuickBooks as a Credit The Credit will have a Credit Reference # that corresponds with the Invoice # from SmartWare If during the QuickBooks Transfer from SmartWare, the Invoice can be found in QuickBooks and has a balance equal to or greater than the amount of the Credit Memo; SmartWare will try to automatically attach the Credit to the appropriate Invoice in QuickBooks

• Once SmartWare has finished transferring all items to QuickBooks and associating those items with QuickBooks Invoices (if applicable), SmartWare will then close the connection to QuickBooks

How do I determine if an item went to QuickBooks?

You can check to see if an item was sent to QuickBooks by performing the following steps:

Invoices

• In SmartWare, open the work order in edit mode. The Work Order Summary should appear loaded on the right side of the page (If not, navigate to Options | Summary)
• From the Work Order Summary page, you will see a status of 'QBO Completed' if the sale has been transferred to QuickBooks
  • If tax was charged on the work order, you will see two QBO Completed statuses listed One for Sales and one for Sales Tax that was transferred to QuickBooks
    
    
    Work Order Summary

Below is a brief explanation of the work order QBO Completed Status

Item	Functionality
Status	QBO Completed: Indicates the work order was sent to QuickBooks Online (QBO)
Date	Indicates date the invoice/sale was transferred to QuickBooks
Employee	Indicates the name of the employee who performed the QuickBooks Transfer

Payments

• Open the work order in edit mode that the payment was listed on
• From the work order, navigate to Options | Payments
• Click the (edit) button next to the payment you would like to view information for
• From the Work Order Payment panel, you will see a field labeled Posted Date
  
  Work Order Payments

• The Posted Date represents the date the payment was transferred and posted to QuickBooks
  • If the field is blank, it means the payment has not transferred to QuickBooks yet