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--- support:12_quickbooks:04_process [2014/06/26 12:35]
edmondsj
+++ support:12_quickbooks:04_process [2019/04/22 15:18] (current)
edmondsj [Operation]
@@ Line 2: / Line 2: @@
   * A company can configure the Quickbooks import process in the following ways:
-    * **__Review first __**: only allow invoices, payments, etc. to be imported by Quickbooks after everything has been reviewed and subsequently finalized/finished
+    * **__Conservative (review everything first)__**: only allow invoices, payments, etc. to be imported by Quickbooks after everything has been reviewed and subsequently finalized/finished
-    * **__Import as soon as entered__** <html><span style="color: red;">Currently being implemented</span></html>: allow certain instruments, such as payments, to be imported by Quickbooks as soon as they are entered into Ranger, and allow finalized invoices to be imported by Quickbooks regardless of payment status.
+    * **__Moderate (review invoices first)__**: allow certain instruments, such as payments, to be imported by Quickbooks as soon as they are entered into Ranger, but only allow invoices to be imported by Quickbooks after they have been reviewed and subsequently finalized/finished
+    * **__Aggressive (import as soon as entered)__**: allow certain instruments, such as payments, to be imported by Quickbooks as soon as they are entered into Ranger, and allow finalized invoices to be imported by Quickbooks regardless of payment status
-====== Terms ======
+====== Glossary ======
   * **__Finalized invoice__**: Someone has reviewed the invoice, decided that the total is correct, and locked out price changes by finalizing the invoice.  Typically this is done on the invoice review screen.
-  * **__Job payments__**: This is a payment that has been recorded on the ''Job Pricing'' tab in dispatch or on the ''Vehicle Processing'' tab in storage lot inventory.  When recorded, it is implicitly applied to the job.
+  * **__Job payment__**: This is a payment that has been recorded on the ''Job Pricing'' tab in dispatch or on the ''Vehicle Processing'' tab in storage lot inventory.  When recorded, it is explicitly applied to the selected invoice in the payment dialog box.
-  * **__Account payment__**: This is a payment that is recorded on the ''Receive payments'' screen and it intended to pay one or more invoices.
+  * **__Account payment__**: This is a payment that is recorded on the ''Receive payments'' screen and is intended to pay one or more invoices.
-  * **__Finished account payment__**: The account payment has been fully applied to one or more invoices, someone has reviewed the application of the payment, and chosen to finish the account payment, which locks out the ability to modify the applications or void the payment.
+  * **__Finished account payment__**: To be finished, the account payment must have been fully applied to one or more invoices.  Someone reviews the application of the payment, and chooses to finish the account payment, which locks out the ability to modify the applications or void the payment.
+  * **__Credit memo__**: Handled same as account payments.
+  * **__Finished credit memo__**: Handled same as finished account payments.
+  * **__Storage revenue__**: Revenue collected against a vehicle in storage that is designated for disposal or auction.  This revenue is not applied to an invoice in Ranger.
+  * **__Finished storage revenue__**: To be finalized, the user uses the ''Auction/disposal review'' screen and chooses to finalize each payment.
+  * **__Disbursements__**: FIXME
 ====== Operation ======
-|  ^Review first  ^Import as soon as entered  ^
+|  ^Conservative (review everything first)  ^Moderate  ^Aggressive (import as soon as entered)  ^
-^Invoices  |An invoice will be imported by Quickbooks only after it is\\ 1) finalized and \\ 2) paid in full.  |An invoice will be imported by Quickbooks after it is \\ 1) finalized  |
+^Invoices  |An invoice will be imported by Quickbooks only after it is\\ 1) finalized and \\ 2) paid in full and \\ 3) all invoices with the same job ID (e.g., 1234567-1, 1234567-2, etc.) are finalized and paid.  |<- Same as conservative  |An invoice will be imported by Quickbooks after it is \\ 1) finalized\\ \\ <html><span style="color: red;">Note that if the company wants to write off an invoice after it has been imported by QB, this will have to be done manually in QB.</span></html>  |
-^Job payments  |A job payment will be imported by QB when the invoice to which it is applied is imported.  |A job payment will be:\\ 1) imported by QB immediately during the next synchronization process, and \\ 2) applied to the invoice only after the invoice has been imported by QB.\\ \\ These two operations could occur at different points in time.  |
+^Job payments  |A job payment will be imported by QB and applied when the invoice to which it is applied is imported.  Both steps happen at the same time.  |  Same as aggressive ->|A job payment will be:\\ 1) imported by QB immediately during the next synchronization process (e.g., does not wait for the invoice to which it is applied), and \\ 2) applied to the invoice only after the invoice has been imported by QB.\\ \\ <html><span style="color: red;">Note that these two operations could occur at different points in time.</span></html>\\ <html><span style="color: red;">Note that the payment must be applied to an invoice (e.g., not a deposit), to provide an account code.</span></html>  |
+^Account payments  |An account payment will be:\\ 1) imported by QB when it is finished, and\\ 2) applied in QB after all invoices to which it is applied have been imported to QB (e.g., finalized and paid).\\ \\ <html><span style="color: red;">Note that these two operations could occur at different points in time.</span></html>  |    Same as aggressive ->|An account payment will be:\\ 1) imported by QB immediately during the next synchronization process (e.g., does not have to be finished), and \\ 2) applied in QB after all invoices to which it is applied have been imported by QB (e.g., finalized only, not necessarily paid).\\ \\ <html><span style="color: red;">Note that these two operations could occur at different points in time.</span></html>  |
+^Credit memos  |A credit memo will be:\\ 1) imported by QB when it is finished, and\\ 2) applied in QB per invoice as each invoice has been imported by QB (e.g., finalized and paid).\\ \\ <html><span style="color: red;">Note that these two operations could occur at different points in time.</span></html>  |    Same as aggressive ->|A credit memo will be:\\ 1) imported by QB immediately during the next synchronization process (e.g., does not have to be finished), and \\ 2) applied in QB only when the credit memo has been finished and per invoice as each invoice is imported by QB (e.g., finalized only, not necessarily paid).\\ \\ <html><span style="color: red;">Note that these two operations could occur at different points in time.</span></html>  |
+====== Restrictions ======
+  * **__Invoice__**:
+    * Once finalized, the pricing of all jobs to which it is linked cannot be changed
+    * Can be unfinalized until imported by QB.
+  * **__Job payment__**:
+    * Can be voided until imported by QB.
+  * **__Account payment__**:
+    * Can only be applied to finalized invoices
+    * Can only be finished after its entire amount has been applied across one or more invoices
+    * Can be voided until finished or imported by QB.
+    * Currently, cannot be unfinished
+  * **__Credit memo__**:
+    * Can only be applied to finalized invoices
+    * Can only be finished after its entire amount has been applied across one or more invoices
+    * Can be voided until finished or imported by QB.
+    * Currently, cannot be unfinished
+  * **__Storage revenue__**:
+    * Can be finalized at any time
+    * Can be voided until finalized or imported by QB.
+    * Can be unfinalized until imported by QB.

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