Quickbooks Desktop Integration Release Notes

Development Production

Dec 23, 2019

522

APPLICATION: PTM Vision and Quickbooks Desktop

RELEASE SUMMARY: The Quickbooks Desktop application used in conjunction with PTM Vision allows users to control all aspects of accounting through the Quickbooks Desktop Application. PTM Vision is used as the Point of Sale system and all accounting related data is sent to Quickbooks for management.

<<-------------------------------------*SETUP INSTRUCTIONS*------------------------------------>>

***Please Contact Pluss Corporation Technical Support for setup and use of the Quickbooks Desktop Integration***

<<--------------------*HOW TO UTILIZE QUICKBOOKS DESKTOP*----------------------->>

Quickbooks Desktop Middleware
1. Home
  1. Service Control
    1. Contact Pluss Technical Support for Information
  2. System Service
    1. Starts the Service needed to sync information between PTM Vision and Quickbooks
  3. Vision Data Tools
    1. Build/Update Tables (Use with Caution!)
      1. Updates information with in the QBDI tables
    2. Force Structure Update
      1. Contact Pluss Technical Support for Information
    3. Reset All Integration Data
      1. Clears ALL data within the QBDI (Use with Caution!)
    4. Customer Data
      1. Loads ALL Customers from PTM Vision and Quickbooks into the QBDI
    5. Vendor Data
      1. Loads ALL Vendors from PTM Vision and Quickbooks into the QBDI
    6. Inventory Data
      1. Loads ALL Inventory data from PTM Vision and Quickbooks into the QBDI
      2. This tool grabs ALL Inventory data from PTM Vision; this is not needed and Inventory items can and are added when an Invoice is created in Quickbooks
      3. Use with Caution as this can take a very long time to sync all inventory into Quickbooks
    7. Taxarea Data
      1. Loads ALL Tax areas from PTM Vision and Quickbooks into the QBDI
  4. Tools
    1. Contact Pluss Technical Support for Information
  5. Communications
    1. Shows the status of Communication between PTM Vision, the Middleware, and Quickbooks
  6. Status
    1. Displays a Status for each sync that can occur
    2. A numeric value is assigned to denote Pending files still waiting to be synced
    3. A numeric value is assigned to denote Problem files where an error occur during syncing; Contact Pluss Technical Support for troubleshooting
2. Tax Areas
  1. Load Data
    1. Populates the list of Tax Areas currently synced in Vision and Quickbooks
  2. Push Tax Area
    1. Syncs a single tax area from Vision to Quickbooks
  3. Delete All
    1. Deletes all Tax Areas synced between Vision and Quickbooks
      1. A Restore of the Tax areas would need to occur if all are deleted
  4. Sort
    1. Allows sorting by the following: All, Pending, Failed
3. Customers
  1. Load Data
    1. Loads all Customers into the QBDI middleware from Vision and Quickbooks
  2. Autolink All
    1. Automatically links Customers that exist in both the Vision system and Quickbooks
  3. Sync Missing
    1. Syncs any Customer record missing from either system
  4. Delete Record
    1. Deletes a single record from the list; would need to be restored in order to be seen in the QBDI middleware
      1. This does NOT remove the Customer record from either system, only the middleware
  5. Delete All
    1. Deletes ALL records from the list; would need to be restored in order to be seen in the QBDI middleware
      1. This does NOT remove records from either system, only the middleware
  6. Sort
    1. Allows sorting by the following: All, Pending, Failed
4. Vendors
  1. Load Data
    1. Loads all Vendors into the QBDI middleware from Vision and Quickbooks
  2. Autolink All
    1. Automatically links Vendors that exist in both the Vision system and Quickbooks
  3. Sync Missing
    1. Syncs any Vendor record missing from either system
  4. Delete Record
    1. Deletes a single record from the list; would need to be restored in order to be seen in the QBDI middleware
      1. This does NOT remove the record from either system, only the middleware
  5. Delete All
    1. Deletes ALL records from the list; would need to be restored in order to be seen in the QBDI middleware
      1. This does NOT remove records from either system, only the middleware
  6. Sort
    1. Allows sorting by the following: All, Pending, Failed
5. Invoices
  1. Load Data
    1. Displays any existing record(s) within the middleware that have been synced, pending a sync, or have erred
  2. Resend Invoice
    1. Resends a single record from PTM Vision to Quickbooks
  3. Restore History
    1. Once a date has been selected, ALL existing records from the selected date going forward are restored to the middleware, set to pending, and synced to Quickbooks
  4. Delete Record
    1. Deletes a single record from the middleware
      1. This does not remove the record from either system, only the middleware
  5. Delete All
    1. Deletes ALL records from the list; would need to be restored in order to be seen in the QBDI middleware
  6. Sort
    1. Allows sorting by the following: All, Pending, Failed
6. Payments
  1. Load Data
    1. Displays any existing record(s) within the middleware that have been synced, pending a sync, or have erred
  2. Resend Payment
    1. Resends a single record from PTM Vision to Quickbooks
  3. Restore History
    1. Once a date has been selected, ALL existing records from the selected date going forward are restored to the middleware, set to pending, and synced to Quickbooks
  4. Delete Record
    1. Deletes a single record from the middleware
      1. This does not remove the record from either system, only the middleware
  5. Delete All
    1. Deletes ALL records from the list; would need to be restored in order to be seen in the QBDI middleware
  6. Sort
    1. Allows sorting by the following: All, Pending, Failed
7. Bills
  1. Load Data
    1. Displays any existing record(s) within the middleware that have been synced, pending a sync, or have erred
  2. Resend Bill
    1. Resends a single record from PTM Vision to Quickbooks
  3. Restore History
    1. Once a date has been selected, ALL existing records from the selected date going forward are restored to the middleware, set to pending, and synced to Quickbooks
  4. Delete Record
    1. Deletes a single record from the middleware
      1. This does not remove the record from either system, only the middleware
  5. Delete All
    1. Deletes ALL records from the list; would need to be restored in order to be seen in the QBDI middleware
  6. Sort
    1. Allows sorting by the following: All, Pending, Failed
8. Accounts
  1. Load Accounts
    1. Loads all existing GL Accounts from PTM Vision and Quickbooks into the middleware
  2. Auto Link
    1. Automatically links the PTM Vision Chart of Accounts to the Quickbooks Chart of accounts if a match exists
  3. Link Account
    1. Links a PTM Vision account to a Quickbooks account
  4. Unlink Account
    1. Unlinks a PTM Vision account to a Quickbooks account
9. Inventory
  1. Load Data
    1. Loads all pending Inventory data from PTM Vision into the QBDI Middleware
  2. Update Record
    1. Updates an individual record
  3. Restore All
    1. Restores ALL Inventory data - Use with Caution!
  4. Delete Record
    1. Deletes a single inventory record from the middleware
      1. This does NOT remove the Inventory item from Quickbooks
  5. Delete All
    1. Deletes ALL Inventory records from the QBDI middleware
      1. This does NOT remove the Inventory items from Quickbooks
10. Adjustments
  1. Load Data
    1. Loads all pending Inventory adjustment data from PTM Vision into the QBDI Middleware
  2. Update Record
    1. Updates an individual record
  3. Restore All
    1. Restores ALL Inventory adjustment data - Use with Caution!
  4. Delete Record
    1. Deletes a single inventory adjustment record from the middleware
      1. This does NOT readjust the Inventory item in Quickbooks
  5. Delete All
    1. Deletes ALL Inventory records from the QBDI middleware
      1. This does NOT readjust the Inventory items in Quickbooks
11. Setup
  1. IMPORTANT: All settings in the Setup tab should not be edited unless instructed to do so by a PTM Vision Technician as these settings control how data interacts between PTM Vision and Quickbooks
File Syncs
1. Chart of Accounts sync***Any further sync cannot be done until the Chart of accounts has been linked!***
  1. Each existing GL account in the PTM Vision system and the Quickbooks desktop application are sent to the QBDI middleware for management
  2. The QBDI middleware then allows the user to Autolink each GK in Vision to a GL in Quickbooks
    1. Note: this can be done automatically, or each GL can be manually assigned, if needed
2. Tax Areas Sync
  1. Each existing Tax area in the PTM Vision system is sent to the QBDI middleware for management
  2. The QBDI middleware then allows the user to send the existing Tax area’s from PTM Vision to the Quickbooks desktop application
    1. Note: Quickbooks Tax Area’s are not sent back to the PTM Vision system
3. Customer File Sync
  1. Each existing Customer in the PTM Vision system and the Quickbooks desktop application are sent to the QBDI middleware for management
  2. Once Customers from both applications have been sent to the middleware, the user can then link together any Customer accounts that may currently exist in both systems
    1. If any Customers exist in PTM Vision but not in Quickbooks, the user can then sync any missing Customers to Quickbooks
    2. If any Customers exist in the Quickbooks desktop application but not in PTM Vision, the user can then sync any missing Customers to the PTM Vision system
4. Vendor File Sync
  1. Each existing Vendor in the PTM Vision system and the Quickbooks desktop application are sent to the QBDI middleware for management
  2. Once Vendors from both applications have been sent to the middleware, the user can then link together any Vendor accounts that may currently exist in both systems
    1. If any Vendors exist in PTM Vision but not in Quickbooks, the user can then sync any missing Vendors to Quickbooks
    2. If any Vendors exist in the Quickbooks desktop application but not in PTM Vision, the user can then sync any missing Customers to the PTM Vision system
      1. IMPORTANT: If the ‘Sync only Vision Vendors’ setting is selected in the Setup, Quickbooks Vendors WILL NOT sync back to the PTM Vision system
5. Invoices Sync
  1. Each existing Invoice in the PTM Vision system is sent to Quickbooks once created
    1. Only Invoices created AFTER the integration was turned on are sent
    2. Use the Inventory/Restore History function to restore invoices from a date prior to the integration activation
6. Payments Sync
  1. Each existing Payment in the PTM Vision system is sent to Quickbooks once and invoice has been created and payment has been received
    1. Only Payments created AFTER the integration was turned on are sent
    2. Use the Payment/Restore History function to restore payments from a date prior to the integration activation
7. Bills Sync
  1. Each existing Bill in the PTM Vision system is sent to Quickbooks once a Purchase order is created
    1. Only Bills created AFTER the integration was turned on are sent
    2. Use the Bills/Restore History function to restore Bills from a date prior to the integration activation
8. Inventory Sync
  1. Inventory can be sent from PTM Vision to Quickbooks by
    1. Adding an item to an invoice, which then creates the Inventory item in Quickbooks on the fly
    2. Restore ALL inventory
      1. Using the Restore function creates a record for ALL existing PTM Vision inventory to get sent to Quickbooks - Use with Caution as this can take a considerable amount of time!!
9. Adjustments Sync
  1. Each time an Inventory item is sent to Quickbooks, and adjustment record is created in order to sync the Quantity of the Inventory item from PTM Vision to Quickbooks
  2. An Adjustment is only created for Inventory items; other types of items are created in Quickbooks as a Non-Inventory item, Service charge or Other items and do not require an adjustment
Inventory
1. Perpetual Inventory - Parts and Labor
  1. Non-Inventory Part: PartTaxable and PartNontaxable
  2. Non-Inventory Labor Operation: Labortaxable and Labornontaxable
  3. Non-Inventory Fee: Feetaxable and Feenontaxable
2. Periodic Inventory
  1. Inventory Parts
    1. Inventory parts are set in Quickbooks as the type ‘Inventory part’ and this type cannot be edited once synced
      1. The Part GL set in the PTM Vision system is assigned to the Part in Quickbooks once synced
      2. The Part Cost, Quantity on Hand, and Tax code set in PTM Vision are assigned to the Part in Quickbooks once synced
  2. Non-Inventory Parts
    1. Non-Inventory parts are set in Quickbooks as the type ‘Inventory Part’ and this type cannot be edited once synced
    2. Non-Inventory parts from the PTM Vision system do not have a Quantity on Hand as this type is typically used for tracking purposes
  3. Labor Operations
    1. Labor Operations are set in Quickbooks as the type ‘Service’
    2. The Labor operation is assigned to the GL set in PTM Vision, along with the Labor rate,if applied, and Tax.
  4. Fee’s
    1. Fee’s are set in Quickbooks as the type ‘Non-Inventory Part’
    2. A Fee is assigned by its default Line code set in PTM Vision followed by an asterisk
    3. The Fee is assigned the GL set in PTM Vision
    4. The Fee is NOT assigned a Cost; any cost applied to the Fee is assigned on the Invoice
  5. Other Charges
    1. Items such as Freight are set in Quickbooks as the type ‘Other charge’
    2. The item is assigned the GL set in PTM Vision
    3. Any associated Costs, etc set in PTM Vision is assigned to the Other Charge in Quickbooks once synced
  6. Sales Tax Items
    1. Tax Area’s are sent to Quickbooks as the type ‘Sales Tax Items’
    2. The Sales Tax item is assigned to the GL set in PTM Vision
    3. The Tax area percentage set in PTM Vision is assigned to the Sales Tax Area in Quickbooks once synced

<<------------*SYSTEM FEATURES UTILIZED BY THIS MODIFICATION*-------------->>

5,59: Quickbooks Desktop Integration: Enabling this feature will allow PTM Vision to connect to Quickbooks Desktop as its accounting system. A User must have a valid license enable with Pluss Corporation for the product to work
5,60: Quickbooks Desktop: Default GL For Inventory Adjustments

<<----------------------------*SPECIFIC DOCUMENTATION*------------------------------------->>

http://help.pluss.co/help/PTM%20Vision%20Help/default.aspx?pageid=Welcome#pageid=quickbooks_desktop_integration