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Requires QuickBooks Online account and X Dispatch 21.1 or newer. For QuickBooks desktop versions, see Importing Invoicing Information into Quickbooks and Setup Settlements for QuickBooks Export. Although rare, QuickBooks can sometimes have a delay in their updates of the system. |
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You can set up a two-way connection with QuickBooks Online instead of manually exporting and importing information. This allows syncing of several records (see Synched Fields below for a detailed list).
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When the QuickBooks Online option to automatically generate sales tax within QuickBooks Online is enabled it will add tax to the imported invoices. Therefore if you have taxes setup in the Operations App and the QuickBook Online option enabled, taxes will be added twice to the invoice. |
Operations App Item | QuickBooks Item | |||||
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Customers
| Sales > Customers Invoices and payments are also displayed here. | |||||
Invoices | Sales > Invoices Payment terms and aging parameters are reflected in the Invoices section for the customer. | |||||
Agents
| Expenses> Vendors Agents and Human Resources are merged into a QuickBook Vendor record where the display name will have the “A” or “HR” prefix to indicate whether the record is associated with an agent or human resource record in the Operations App. | |||||
Human Resources
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Settlements |
Expenses> Expenses Operations App settlements will be exported to QuickBooks as “Bills”. If you open a vendor record, it should also list their bills that are attached to them. |
How to Connect QuickBooks Online
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Connect to QuickBooks Online in the Global Options.
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The following must be done when connected to the Operations App through the Cloud Client. It cannot be set up through any other remote desktop application. |
Click Options in the toolbar.
Go to the Accounting tab then click the QuickBooks Online tab.
Check Enable Two-Way Integration.
Log in to QuickBooks Online to authenticate the connection.
Select QuickBook account to sync (if you have multiple accounts).
Syncing Data
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Duplicates
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Syncing data will not remove any existing items in QuickBooks Online. While syncing is done automatically, you can also manually sync data in the Operations App with QuickBooks Online.
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Manually Sync an Agent, Customer, or Human Resource Record
Click the Export or Import QuickBook QuickBooks button in the record form.
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You can see the sync date, data type, who initiated the sync, and the sync results.
How to View
Click Options in the toolbar.
Go to the Accounting tab then click the QuickBooks Online tab.
Click Sync History.
Accounts Receivable Aging
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The customers marked as "Past Due" will receive a warning message that they have an outstanding balance that needs to be addressed, while the "Credit Hold" will not allow the customer to place any further orders until the aging period balance that was marked for credit hold is paid. These warnings are displayed in the Operations App and RapidshipClient Portal.
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The Start Past Due Warning and Start Credit Hold Enforcement options are based on the selected Aging Type day and aging enforcement will work alongside Credit Limit enforcements. The limit first reached will trigger its enforcement, then if a secondary limit is reached, the secondary enforcement setting will be applied.
Where to Set Up
Click Options in the toolbar.
Go to the Accounting tab then click the Accounts Receiveable Aging tab.
Customer Specific Override
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How to Disconnect QuickBooks Online
Click Options in the toolbar.
Go to the Accounting tab then click the QuickBooks Online tab.
Click the Disconnect from QuickBooks button.
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Customers
Operations App Field | QuickBooks Field | Notes |
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Name + Customer Number | Display name |
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Name | Print on check as |
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Invoice due in X days | Billing Terms |
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Local address | Shipping address | |
If “billing address” is checked:
If “billing address” is not checked:
| Billing address | |
If “billing address” is checked:
If “billing address” is not checked:
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If “billing address” is checked:
If “billing address” is not checked:
| Phone |
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Local address phone 2 | Mobile |
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If “billing address” is checked:
If “billing address” is not checked:
| Fax |
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Notes | Notes |
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Human Resources and Vendors
Operations App Field | QuickBooks Field | Notes | ||
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First + Last + “-HR” + ID | Display name |
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First + Last | Print on check as |
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First | First name |
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Last | Last name |
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Email 1 |
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Home | Phone |
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Mobile 1 | Mobile |
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Fax | Fax |
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Address | Address | |||
Class | Category |
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Deduction - Description | ||||
Description |
Hardcoded values.
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Agents and Vendors
Operations App Field | QuickBooks Field | Notes | ||
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First + Last + “-A” + ID | Display name |
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First + Last | Print on check as |
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First | First name |
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Last | Last name |
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Email 1 |
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Business | Phone |
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Mobile | Mobile |
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Fax | Fax |
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Address | Address | |||
Class | Category |
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Deduction - Description | ||||
Description |
Hardcoded values.
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Invoices
Operations App Field | QuickBooks Field | Notes |
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Customer email | Customer email |
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Invoice number | Invoice number |
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Item description | Line item description |
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Item quantity | Line item quantity |
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Item amount | Line item amount |
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Settlements and Bills
Operations App Field | QuickBook Field | Notes |
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Settlement number | Bill number |
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Item description | Line item description |
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Item quantity | Line item quantity |
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Item amount | Line item amount |
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Page Properties | ||
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