QuickBooks Debtor Upload Specifics

Each accounting package and the Abtrac accounting integration is slightly different. For notes on a QuickBooks upload see below

Invoice numbers are created in QuickBooks from the import file.

Credit notes are created when an invoice total is a negative number.

Invoice numbers in Abtrac must be 10 digits or less to import to QuickBooks.

Clients and Jobs must exist in Abtrac before an import occurs.

But they do not need to exist in Quickbooks before an import.

During the import Quickbooks will automatically create customers and jobs from the import if they do not already exist.

Please Note :

1. Abtrac exports ‘Client Name’ and ‘Job Number’ not ‘Name on Invoice’ from Abtrac.

2. Job Name in QuickBooks = Job Description in Abtrac.

3. QuickBooks uses the “:” symbol in their .iif files to denote a new record.

If this symbol is used as part of your Client Name or Job Description, QuickBooks will create a new Client/Job on importing. For Example “Brown and Brown : Consultants” will import as two Clients- “Brown and Brown” and “Consultants”

4. Purchase Order in QuickBooks = Order Number in Abtrac

5. Terms are based on a formula in QuickBooks and as such hard coded to your upload routine – but your Abtrac Invoice Due Date is independent and will carry through as it is in Abtrac.

Account Numbers must be included in your QuickBooks chart of accounts in order to integrate with Abtrac.

QuickBooks > Edit > Preferences > Use Account Numbers

These GL Numbers need to be set in Abtrac and must match exactly with those in QuickBooks before your import occurs.

Tax Codes and Tax Item lists will also need to be specified for each QuickBooks integration.

Once specified these tax fields are locked within your specific debtor upload customisation, any changes to these fields in QuickBooks may disrupt your integration.

Before your import routine is configured the Abtrac team will require the following information

1. Your QuickBooks Product and Version Number (or Year)

2. Please specify the follow fields/options

Do you require a single or multiple line export? Single.. Multiple..
Do you use Classes No Yes
If so please specify:
Do you require terms on your QuickBooks invoice? No Yes
If so please specify:
To Print (QuickBooks) No Yes
To Send (QuickBooks) No Yes

3. GL Numbers – Accounts and Items from QuickBooks

The GL Numbers and Tax Codes and Item Lists must match from Abtrac to QuickBooks exactly – because of this we ask for exported copies of the fields required, in order to avoid any typing mistakes.

Tax

Please supply Abtrac with copies of your Tax Items and Tax Code lists.

This information can be retrieved from QuickBooks> Home > Manage Tax

In most cases the ‘standard’ tax rates for invoices are : Code = GST, Item = GST

But in some versions this does not apply, which is why we ask for the specific codes/items for your company file.

Tax Codes Tax Items

Chart of Accounts and Income Items

The Abtrac development team will need the GL numbers andthe names of any revenue and expense accounts,and the associated items that will be used on invoices.

If a small amount of GL numbers are required it may be simplest to create a ‘dummy invoice’ in QuickBooks with all the relevant account codes and items; and then export to excel the transaction journal that relates to this example invoice.

Please Note: If you cannot provide exact examples of account codes and sales items then your QuickBooks import routine is likely to fail.

In this instance we will require a copy of your current chart of accounts with the GL Codes that will apply to Abtrac– along with the associated sales/service items.

4. For a QuickBooks Upload the Abtrac team will add these account numbers to :

System Management > Invoice Settings on your behalf to ensure an exact match.

Any subsequent additions to these GL Codes will also need to be notified to the development team to link to your upload routine.

5. Once Abtrac has received your accounting information, and discussed any ‘special cases’ that may apply to your business (including confirming whether you require a single or multiple line export); we will create a test file to import into QuickBooks.

6. When the test file(s) are approved the Debtor Upload module will be enabled, and you can begin creating upload files from Abtrac to import to QuickBooks.

7. From Abtrac go to System Management > Administrator > Upload Debtors

Export the file to your specified location and then open QuickBooks to import invoices.

8. From QuickBooks choose File > Utilities > Import > IIF Files.

Browse to the location where your Abtrac debtor upload files are stored and choose Open to load the file into QuickBooks. You’ll receive a message confirming that “Your data has been imported successfully”

You can then review imported invoices from the Customer Centre, or from Invoices/ Reports sections.

QuickBooks Import Problems.

The majority of import problems occur when account or item lists in QuickBooks are not present/configured in Abtrac (or vice versa).

Your QuickBooks error logs will indicate which fields are missing or do not match with existing QuickBooks settings. To check the QWNin.log file for errors press the Ctrl key and 1 key to open the Product Information screen. Then press Ctrl key and 2 to open the Tech Help screen. Click on the Open File tab, scroll down to QBWIN.LOG file and double click to open.

Alternately note the transaction lines referenced in the error report. You can open the Abtrac upload file directly and refer to the line number you see in the message to figure out which transactions are causing problems.

If there has been a change since your original Abtrac upload was configured we may need to make changes to your import routine.

Abtrac KB# 2002