TMT Fleet Maintenance – SQL QuickBooks …tmws.tmwsystems.com/learningcenter/TMNT/docs_SQL...• The QuickBooks application (QuickBooks Professional and Premier 2007, 2008, 2009

Copyright © 2012 TMW Systems, Inc. 1 Revised: 6/2012 A Business Confidential Document.

TMW Asset Maintenance

TMT Fleet Maintenance – SQL QuickBooks Installation and User Guide

Instalation and User Guide 2 Revised: 6/2012 QuickBooks

Table of Contents QuickBooks Installation & Users Guide ....................................................................... 3 TMW AMS-QuickBooks Interface ............................................................................................................................ 3 Installation ................................................................................................................................................................... 4

QuickBooks Export Application Shortcut ........................................................................................................ 9 Setting Up the QuickBooks Options ............................................................................................................... 11

Installing the QuickBooks Export on the ASP ...................................................................................................... 16 QuickBooks Export for ASP Diagram ............................................................................................................. 17

Data Setup Requirements for the QuickBooks Interface ..................................................................................... 18 QuickBook and TMW AMS Terminology ...................................................................................................... 20

Accounts Payable (QuickBooks Bill) ...................................................................................................................... 21 Credit Purchase Order (QuickBooks Vendor Credit) ................................................................................... 21

Accounts Receivable (QuickBooks Invoice) .......................................................................................................... 22 Credit Invoice (QuickBooks Credit Memo) ................................................................................................... 23 Import Messages ................................................................................................................................................ 24 Discount Support ............................................................................................................................................... 24

General Ledger (QuickBooks Journal Entry) ........................................................................................................ 24 QuickBooks Interface Application ......................................................................................................................... 26

Exporting Data ................................................................................................................................................... 26 Import Invoice Balances ................................................................................................................................... 29


QuickBooks Installation & Users Guide The TMW AMS QuickBooks Installation & Users Guide is designed to help you export data from TMW AMS to QuickBooks. You will need to have a TMW AMS QuickBooks module license installed before you can set up and install the interface.

TMW AMS-QuickBooks Interface Four components comprise the TMW AMS-QuickBooks interface:

• TMW AMS Disbursement Rules set up according to our usual practices. There are specific data requirements that affect both TMW AMS and QuickBooks setup that will be discussed below.

• The QuickBooks Interface application (TMTQBExport.exe). This must be installed on any TMW AMS client machine from which the interface is to be run.

• The ‘Remote Connector’. This must be installed and running on the QuickBooks workstation, if it is remote.

• The QuickBooks application (QuickBooks Professional and Premier 2007, 2008, 2009 and 2010 QuickBooks Enterprise Solutions 8, 9 and 10).

• Once installation and setup is complete, the user interacts with the QuickBooks Interface to process and transfer data. The setup is the same whether you are installing QuickBooks Professional, QuickBooks Premier or QuickBooks Enterprise Solutions.


Installation 1. You will need to download the QuickBooks Interface executable from the Client Center.

If you do not have access to the Client Center then contact the TMW AMS Support Team.

2. A preparing to install screen will appear and then go to a Welcome to InstallShield Wizard for QuickBooks Accounting Interface. Click Next.

3. The Readme screen is next. This screen will tell you important information about the

upgrade. In this case after this install is finished a second installer will launch, please wait for the second installer. Click Next.

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4. You will now be at the Customer Information screen. Fill in the User Name and the Organization and then select whether this install is for anyone who uses the computer or only for me. Then click Next.

5. You will now be at the Destination Folder screen. By default this will be where TMW

AMS is located. You can change this by pressing the change button and browsing to where you would like to install the interface. Click the Next button when you have the location selected.


6. Now you will see the Ready to Install the Program screen. If everything is correct then click Install.

7. You will briefly see the progress screen and then you will come to the InstallShield

Wizard Complete screen. Click Finish. Here is where you wait for the second installer to launch.


8. The Database Installer may come up in the background. Also note that the InstallShield Wizard Completed screen may remain open. When the Database Installer screen appears type your SA Password and click Connect.

9. Now select the Database Name from the list. And click OK. If you have not backed up

your database in over an hour you will be prompted to do so.


10. Next you will see the Information window which tells you this process may take a while and the process will appear to pause for extended periods of time. Click Yes.

11. When the database has been updated the progress bars will stop and the Finished

button will appear. Click Finished. The installer windows will close.


QuickBooks Export Application Shortcut Everyone who uses QuickBooks will need to have access to the QBExport.exe. here is an easy way to access it from within TMW AMS.

1. Go to User > Tools > Setup. You will come to the Tools Setup screen. Click Add.

2. Now you will see the Tool Property screen. In the Title box type the name of the

application.


3. At the end of the Filename: box click on the folder and browse to the application, in the case the QBExporter. By default the path will be C:\Program Files (x86)\TMW Systems, Inc\AMS\TMWAMSQBExport. Then click Open. When you return to the Tool Properties screen click OK.

4. You will be back at the Tools Properties screen click OK.


5. Now you will see the QBExport listed under tools.

6. The next time you go to User > Tools you should see the name of the application just

click on that and the QuickBooks Interface will launch.

Setting Up the QuickBooks Options The options have to be set up before you can import or export data so we will look at these settings first.

1. To set the Options launch the QBExport you set up previously. Then go to Export > Options.


2. When you open the options by default you will be on the QuickBooks tab.

3. The first option on the QuickBooks tab is the Send Class check box. When checked this

options exports the selected class to QuickBooks along with the transaction. You will have to select the Class from the Class Source pull down menu. You can select the class for the Order Shop or the Unit (for unit related orders) by clicking the radio button. Classes defined in QuickBooks must match the values in TMW AMS exactly.

4. The second option Export End Date from Open Period will send the period information

to QuickBooks. If it is July 6th and the period closes on June 30th but has not yet been closed, then July data will not be sent until the June period is closed.


5. The third option is for walk-in customers. When you check the Send Walk-in Invoices to one QuickBooks Customer you have to fill out the Payment Method and the QuickBooks Customer. The Payment Method can be any method that you have set up in TMW AMS.

6. QuickBooks will not contain the walk-in customer's account since they are not a regular

customer. You must set up a dummy customer for all walk-ins customers to be charged to. To do this type the dummy customers name in the QuickBooks Customer box.

7. The final option on the QuickBooks tab is Use QuickBooks Account Lookups. If you

are using account lookups check the box, if the box is not checked the existing method for exporting accounts will be used. Click here to see how Account Lookups are set up.

Notice that there is a button for Update Account Lookups (see picture). This button is enabled only if Account Lookups is checked. When this button is pressed it will auto-populate the two QuickBooks User Codes and create the QuickBooks Account Lookups, if the accounts do not already exist. When first configuring the lookups press the Update Account Lookups button to create the lookups. If new accounts are added to the Chart of Account, press the Update Account Lookups again.

Note: The Update Account Lookups button does not update User Codes and Lookups, it only creates new ones.

This update feature is here as a convenience to create the User Codes and Lookups. The values can then be edited and assigned as needed. The actual value that is used for the lookup is from the description. To change the value of the lookup, change the description in the User Codes.


8. On the right hand side of the QuickBooks tab you will see two icons under Connection Status. One is labeled Transman and one QuickBooks. If they are green the connection to that database is good; if they are highlighted in red there is no connection to that database. The Connection Status buttons appear on all of the options tabs.

9. The next tab Transman Server provides detail required to access the TMW AMS database:

10. You will need to fill in the TMW AMS Server name and the Database name. NT

Authentication uses the username and password for the current Windows user. If you do not want to log in as current Windows user you can specify the name and password of the user you want to use. The default for Connect Timeout is 20 seconds and will already be filled in you may change this as you see fit.

11. The Test Connect button allows you to re-initiate the connection to the TMW AMS database after a change to the connection string. If the change corrected a problem with the TMW AMS database connection, the top button on the right will change from red to green.


12. The next tab, QuickBooks Server, provides detail required to access the QuickBooks database:

13. First you must select whether QuickBooks is Local (on the same computer) to the TMW

AMS server or Remote (on another computer). If QuickBooks is local then you do not have to do anything else on this tab. If it is remote you will need to follow these instructions:

14. Under the Remote Settings you will need to fill in the Server name or IP adress, the Port will be filled in for you (2080). Once you have filled in the server and the port everything else is optional. You may select to use Remote User Security, if you check this you will need to fill in the Remote User and the Password for the Remote User. If you elect to use SSL Security check the box and point the certificate to the path where the certificate is located. SSL is usually only used when you are running QuickBooks over the internet. TMW AMS does not provide the certificates that are needed for the SSL Security.

15. Next you will have to select if you want Single User, Multi-User or Don't Care for the Connection Mode, you should check with QuickBooks for the correct setting for your set up. Finally you can select to Send Company File, if you want to do this check the box and point the Company File to the path where the file is located, relative to the workstation that is running QuickBooks.


16. When you install the QuickBooks TMW AMS Interface the Remote Connector (connector.exe) is placed on the hard drive, (a typical installation will install the Remote connector in C:\Program Files (x86)\TMW Systems, Inc\AMS\TMWAMSQBExport\IBiz) This program is used to move the TMW AMS transactions to QuickBooks when the user is not local to the QuickBooks application (any user who is using QuickBooks export but is not on the PC that has QuickBooks installed on it). The connector.exe should be copied to each remote users PC’s and it should be running during the export.

Installing the QuickBooks Export on the ASP This section is for TMW AMS ASP users only. Most of these steps here will have to be performed by TMW AMS. When you are ready to set up QuickBooks please contact the TMW AMS Support Team so that arrangements can be made to make QuickBooks functional. Here are 4 ways to contact your support team.

• TMW NetSuite Customer Care Center - The TMW Customer Care Center allows you to create new troubleshooting cases or update and review existing ones, just go to http://www.netsuite.com. This site requires that you have an account set up before you can access it. To have an account set up or have any questions answered about this website contact your Support Team.

• Email - By emailing [email protected] a NetSuite case will automatically be opened for you. You will be emailed the case number and any notes that a Support Team member puts in the case.

• Phone - Call 919.493.4700 and talk directly to your Support Team representative. They are available Monday through Friday 8:00 AM to 6:00 PM.

• Customer Client Center - The Client Center is your source for Upgrades, Installs and documentation for TMW AMS. The Client Center is available at http://www.tmwcare.com and requires a user id and password which you can get by contacting your Support Team.

Note: Before setting up the QuickBooks export we will need to determine if the client has a static or dynamic IP address from their Internet Service Provider (ISP). If they have a dynamic IP address it can change at any time and will break the connectivity with QuickBooks and the ASP. We recommend a static IP address.

1. Enable QuickBooks on the ASP server for the client. The program will require the external IP address of the customer's firewall/router.

2. The customer's firewall router must allow inbound data from 74.213.158.28 on port 2080 (ASP server).

3. Port 2080 must be forwarded (or NATed) to the PC on the clients internal network (IP Address 2) that has QuickBooks and the Remote Connector installed on it.


QuickBooks Export for ASP Diagram

PC-1 PC-2 IP Address 2, QuickBooks TMW AMS Remote Connector and/or TMW AMS

Is the route the QuickBooks interface travels.

Is the route that TMW AMS travels.

Router

Router IP Address

1 Firewall Open on

ASP Server

ASP Server With QuickBooks Export Program Installed

ASP Server


Data Setup Requirements for the QuickBooks Interface This section deals with the specific TMW AMS and QuickBooks setup issues pertaining to disbursement rules.

The Account Lookups are now available if the QuickBooks module is licensed. These changes were made to make the QuickBooks interface be easier to setup.

• SysMgr > Accounts > Account Lookups - visible when QuickBooks module is licensed

• SysMgr > System Setup > Codekeys - New User Codes installed with QuickBooks install.

These will contain no data upon creation

• QuickBooks Account Name

• QuickBooks Item Name

• SysMgr > Account > Account Lookups - create new QuickBooks lookups with QuickBooks

install. These will contain no data upon creation.

• QuickBooks Account Name

• QuickBooks Item Name

The TMW AMS Vendor Description must exactly match Vendor in QuickBooks for Accounts Payable.


The TMW AMS Customer Description must exactly match the Customer in QuickBooks for Accounts Receivable.

Optional: TMW AMS Division, Department and Cost Center codes can be sent to QuickBooks as a QuickBooks class codes. The Division, Department and Cost Center must exactly match the QuickBooks class code. QuickBooks will not allow more than 12 characters for the class code.

The TMW AMS Tax Codes must exactly match the QuickBooks Tax Items.

TMW AMS must have a debit and credit transaction set up for every disbursement. You must also provide disbursement details with debit and credit transactions for the error trap/base rule. TMW AMS will not allow you to activate the accounting without a having an error trap/base rule set up.

TMW AMS Field Lengths:

Field Length (strings)

Account ID 24

Account Type 12

Account Description 60 (exceeds QuickBooks limit)

Vendor Description 60 (exceeds QuickBooks limit)

Customer Description 60 (exceeds QuickBooks limit)

Company Division 12

Division Description 60 (exceeds QuickBooks limit)

Tax Codes 12

Any codes in QuickBooks matching any of the codes above can be no longer than the shortest field length available in order to maintain a literal match.


QuickBook and TMW AMS Terminology The following table provides a list of terms used in QuickBooks and what the matching term is in TMW AMS.

QuickBooks Terminology TMW AMS Terminology

Accounts Payable

Bill PO invoice from vendor

VendorCredit Credit PO, Credit Memo issued by Vendor

Accounts Receivable

CreditMemo Credit Invoice issued to customer

Invoice Invoice owed by customer

ReceivePayment AR receive payments from customer

General Ledger

JournalEntry General Ledger

Repair Orders

Fuel Ticket Orders

Indirect Orders

Direct Issue (GL for Direct Sale)

Credit Issue (GL for Credit)

Inventory Adjustment

Part Transfers

Fields

Account TMW AMS Account Description

Customer TMW AMS Customer Name

Item TMW AMS Inventory ACCTTYPE code, Fee code, or Tax code

Vendor TMW AMS Vendor Name

Detailed description of QuickBooks Input from TMW AMS output


Accounts Payable (QuickBooks Bill) In TMW AMS PO invoices are sent to QuickBooks as accounts payables.

QuickBooks has a Flag (global option) to track inventory, this flag can be set to ITEM or EXPENSE. You will want to set the Flag to Expense for the QuickBooks BILL.

All parts are treated as EXPENSE type instead of ITEM type. Assumption is that TMW AMS will track inventory detail and we will not match ITEMS (QuickBooks) to SHOP INVENTORY ITEMS (TMW AMS). Purchases can be debited to an inventory account on the EXPENSE type fields (as seen in the QuickBooks BILL order type on the EXPENSE Tab).

QuickBooks assumes that a credit will be made to the AP account. For lines with negative amounts, we set the expenseaccountname to the APaccountname and leave the amount as negative. The APAccountName is optional in QuickBooks, but TMW AMS will always send the APAccountName. The QuickBooks TMW AMS Interface leaves the APAccountName blank which forces QuickBooks to use the default AP Account.

QuickBooks TMW AMS

Vendor Vendor description (41)¹

Date Invoice date

Ref. No. Invoice number (20)¹

APAccountName Account description (credit)

Details

QuickBooks TMW AMS

ExpenseAccountName Account description (debit)

ExpenseAmount Dollar amount (positive)

Credit Purchase Order (QuickBooks Vendor Credit)

QuickBooks TMW AMS

Vendor Vendor description (41)¹

Date Invoice date

Ref. No. Invoice number (20)¹

APAccountName Account description (credit)


Details

QuickBooks TMW AMS

ExpenseAccountName Account description (debit)

ExpenseAmount Dollar amount (positive)

Accounts Receivable (QuickBooks Invoice) In TMW AMS accounts receivable invoices are sent to QuickBooks as accounts receivable.

Items are required in QuickBooks for using the Invoice system. Generic ITEMS must be set up in QuickBooks. The mapping for the QuickBooks ITEMS will be to use the 12-char. AcctType (TMW AMS) for the ItemName (QuickBooks).

In TMW AMS you would set up Chart of Account records for each ITEM type in QuickBooks that you want to send over.

For example: If a part has an ACCTTYPE of PARTS INV then QuickBooks should have a matching ITEM called PARTS INV.

QuickBooks assumes that you are going to credit Accounts Receivable. For lines with negative amounts, we set the accountname to the ARaccountname and leave the amount as negative. The ARAccountName is optional in QuickBooks, but TMW AMS will always send the ARAccountName. The QuickBooks TMW AMS interface leaves the ARAccountName blank which forces QuickBooks to use the default AR Account.

QuickBooks TMW AMS

Customer Customer description

Date Invoice date

Invoice No. Invoice number (11)2

PO Number PO Number

ARAccountName Account description (debit)

Tax Item Tax Code


Details

QuickBooks TMW AMS

ItemName AcctType from account on line (credit) or Fee Code where line type is Fee

ItemDescription Description from line

ItemAmount Dollar amount (positive or negative)

TMW AMS sends the Tax Code to QuickBooks (Tax Item) but not the TMW AMS calculated tax amount. QuickBooks calculates taxes using the detail from the Tax Item. This allows QuickBooks Sales and Use Tax reporting to continue to function. All Items in QuickBooks must be set as Taxable (TAX or Non-Taxable (NON) because the actual taxes are re-calculated in QuickBooks. For the Invoice to match TMW AMS, both systems need to be configured to tax the same kinds of transactions at the same rate.

Credit Invoice (QuickBooks Credit Memo) In TMW AMS AR Credit invoices are sent to QuickBooks as credit memos.

Note: The ARAccountName is optional in QuickBooks, but TMW AMS will always send the ARAccountName. The QuickBooks TMW AMS Interface leaves the ARAccountName blank which forces QuickBooks to use the default AR Account.

QuickBooks TMW AMS

Customer Customer description

Date Invoice date

Invoice No. Invoice number (11)2

PO Number PO Number

ARAccountName Account description (Credit)

Tax Item Tax Code

Details

QuickBooks TMW AMS

ItemName AcctType from account on line (Debit) or Fee Code where line type is Fee

ItemDescription Description from line

ItemAmount Dollar amount (positive)


¹ Whenever you see a number in parentheses after a TMW AMS account, it indicates the number of characters that we send to QuickBooks, because

TMW AMS allows for more characters than QuickBooks. The characters are the first X number of characters starting from the left side. If the number is

123456789012345678901234 in TMW AMS and QuickBooks allows for 20 numbers the number sent to QuickBooks would be 12345678901234567890.

2 On AR the invoice number is limited to 12 digits in TMW AMS and 11 in QuickBooks. If TMW AMS has 12 digits with a prefix the dash will be

deleted, if there is no prefix the character farthest left will be deleted.

Import Messages In the current version of the QuickBooks interface, if you import an AR invoice payment and the invoice is not found you will get a message stating:

Total Amt. Amount Paid Balance Task Status Task Descrip

$799.73 $0.00 $799.93 Warning Order does not exist in QuickBooks

In the current version of the QuickBooks interface if no payments were available in QuickBooks or applied, you will get a message stating:

Total Amt. Amount Paid Balance Task Status Task Descrip

$36.30 $0.00 $36.30 Warning No Payments Applied

The Task Status of Success will only be used when a partial or full payment has been applied.

Discount Support The QuickBooks Export program supports Invoice Discounts. To set them up you will need to do the following:

• Create accounts in TMW AMS for the discount rules.

• Create discounts in QuickBooks. A discount is a type of item. The item name must match the Account Type in TMW AMS for the account.

• Assign disbursement rules for the discount line type:

• For sales invoices, assign the credit account for the discount.

• For credit invoices, assign the debit account for the discount.

General Ledger (QuickBooks Journal Entry) General ledger transactions include such things as repair orders, fuel tickets and inventory adjustments.

Export Field Mapping:

Header

QuickBooks TMW AMS

Entry No Order number (11)¹

TransactionDate Order close date


Details

QuickBooks TMW AMS

DebitAccountName Debit Account description

DebitAmount Line Total (positive)

DebitMemo Line type

CreditAccountName Credit Account description

CreditAmount Line Total (positive)

CreditMemo Line type

For lines with negative amounts in TMW AMS, we reverse the debit and credit accounts and set the amount to positive going to QuickBooks.


QuickBooks Interface Application This section details the function of the QuickBooks Interface application.

The QuickBooks Interface application (TMTQBExport.exe) will usually be installed in the TMW AMS directory and can be accessed from the menu User > Tools, to see how to set this up click here. Transactions generated in TMW AMS can be viewed in the TMW AMS Export Preview and optionally be re-disbursed from there, until the QuickBooks Interface application has retrieved those transactions. Once the transactions have been retrieved by the QBInterface application, they will no longer be visible in the Export Preview.

To launch the QuickBooks export, go to User > Tools > QuickBooks Export You will see the following screen:

There are 2 icons on the tool bar. The one on the left (it has a right facing red arrow) is the Export Data button this will export data to QuickBooks, this can also be found in the Exports menu labeled Export Data (see screen shot below). The one on the right is Import Invoice Balances button(it has a green left facing green arrow) and can be found in the Exports menu labeled Invoice Balance (see screen shot below). The Exports menu also contains the Options (see screen shot below) which allows you to set up the databases used in the import and export, the payment method and the class source. Once the options are set up you should not have to go back and change them unless you change the location of the databases, payment method or class source.

Exporting Data Before you can export accounting data you will need to do the following things:

• The QuickBooks application must be running before the QBExport can be run. Launch QuickBooks and log into the correct company.

• If the QBExport program is running on a separate machine from QuickBooks, then launch the Remote Connector program.

• Launch the QBExport program and export the accounting data to QuickBooks.

1. When you launch the QBExport.exe you will see the QuickBooks Export screen.


2. The first action required is to select the kind of transactions to be retrieved (General

Ledger , Accounts Payable , or Accounts Receivable) by clicking the appropriate radio button in the Account Type box on the upper left of the form. Click Get Exports. This will retrieve transactions of the type selected and populate the 2 grids on the form. The top grid represents header information. The bottom grid displays the transaction detail relating to the item selected in the top grid. Once orders appear here, they are no longer visible in the TMW AMS Export Preview.

If the Account Lookups option is enabled, the post account will be from the account lookup mapped to the account type. If an account type is not in the lookup, then it will use the value from the Chart of Accounts as in the past. These post accounts are then what are actually exported to QuickBooks.


3. The next action, Validate Orders, is optional, but recommended at least during initial testing and validation. Clicking this button validates the order(s) selected and confirms that the output (from TMW AMS) is correct and useful. It does NOT confirm that the transaction can be imported into QuickBooks. If errors are found, the order can be selected, and a right-click pop-up menu will allow the order to be re-disbursed after corrective action has been made. Repeat the validation and the re-disbursed order should then be error free if the corrective action was successful.

4. The final action is to export the orders. Clicking the Export Orders button exports the

selected order(s) to QuickBooks. Errors reported at this point indicate problems either with the QuickBooks database connection, Remote Connector, or data incompatibility due to setup issues. Once orders have been exported to QuickBooks, they can be posted within QuickBooks.

5. Once the initial wrinkles are ironed out, normal operation of the interface is as follows:

• Select the type of export required (GL, AP, or AR).

• Click Select All

• Click Export Orders

• Post transactions in QuickBooks

Note: If you receive an error 510 at this point it is most likely a security issue. To verify this have customer log into QuickBooks as an administrator and run the export again.


Import Invoice Balances If a payment for an invoice is made in QuickBooks, this paid invoice can be imported into TMW AMS. This interface feature does not write to QuickBooks, it only reads applied payments in QuickBooks and updates TMW AMS.

1. Launch the Import Invoice Balance feature of the QuickBooks Interface. The QuickBooks Invoice Payment screen will appear.

Show Balances: Retrieves customer invoice information from TMW AMS. The invoices listed have been exported to QuickBooks but do not have payments applied in TMW AMS.

Select All Orders: Selects all invoices in the grid that will have the payments imported into from QuickBooks.

Import Payments: Imports applied payment information from QuickBooks for all selected invoices and applies payments in TMW AMS. Credit invoices and invoices with Cash payment will automatically be applied in TMW AMS. The import status is displayed in the Task and Task Status columns of the grid.

If using the Send Walk-in Invoices to one QuickBooks Customer option, then invoices assigned to the option payment method will automatically be marked as applied. This occurs when the Show Balance button is pressed. These walk-in invoices will never be displayed in the Invoice Balances grid of the QuickBooks Invoice Payments screen.

Documents

TMT Fleet Maintenance – SQL QuickBooks …tmws.tmwsystems.com/learningcenter/TMNT/docs_SQL...• The QuickBooks application (QuickBooks Professional and Premier 2007, 2008, 2009