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--- support:quickbooks_setup [2011/02/23 20:48]
jshellhaas
+++ support:quickbooks_setup [2015/07/14 16:03] (current)
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@@ Line 1: / Line 1: @@
+====== Introduction ======
+This material provides guidance in setting up the most straightforward linkage from Ranger DispatchDirect to QuickBooks.  In material that follows in this section, all //revenue// from Ranger is forwarded to a single sales line "Item" in QuickBooks.  However, there is capability within DispatchDirect to forward //revenue// information to QuickBooks by product/service offering (Vehicle Class/Service Offering) including, for each product/service offering, the specific components that contribute to the total charges for a tow, such as mileage, Extras, and Labor.  If you would prefer to collect more detailed //revenue// information in QuickBooks, go to
+[[http://www1.rangersst.com/dokuwiki/doku.php?id=support:quickbooks_setup_advanced]]
 ====== Overview ======
@@ Line 17: / Line 25: @@
 There are three major building blocks in configuring the connection between QuickBooks and Ranger.  All must be made ready before triggering the connection.
   * QuickBooks Software - At the Towing Company.  This software, purchased from Intuit, is an application that is either loaded on your local computers, or that can be accessed over the Internet using QuickBooks Online.  The configuration of this software is an important prerequisite, should reflect the information needs of senior business managers, and is often designed in consultation with the company accountant (who will ideally be an experienced user of  QuickBooks)
-  * QuickBooks Web Connector.  This tool is a software application that runs on Microsoft Windows that enables specially designed web-based applications, such as Ranger, to exchange data with QuickBooks.   It can be downloaded for free from http://marketplace.intuit.com/webconnector/.  A file from Ranger (named "rangersst") is needed to appropriately configure the Web Connector.  The Web Connector is used whenever it is appropriate for Ranger DispatchDirectTM to communicate with QuickBooks - e.g., sending weekly invoice information
+  * QuickBooks Web Connector.  This tool is a software application that runs on Microsoft Windows that enables specially designed web-based applications, such as Ranger, to exchange data with QuickBooks.   It can be downloaded for free from http://marketplace.intuit.com/webconnector/.  A file from Ranger (named ''rangersst.qwc'') is needed to appropriately configure the Web Connector.  The Web Connector is used whenever it is appropriate for Ranger DispatchDirectTM to communicate with QuickBooks - e.g., sending weekly invoice information
   * Ranger DispatchDirectTM.  This solution is the engine for tracking, pricing, storing, and reporting revenue-related transactions.  DispatchDirectTM manages call taking for new service requests, calculates the appropriate charges for each job based on the specified rates for each account, creates the equivalent of invoices for each job/account, and transforms this information into records that can be "exported" to QuickBooks
 ====== Before You Start - Design Variables ======
@@ Line 48: / Line 57: @@
 Since Ranger provides extensive management reporting,  most customers opt for a much simpler setup in QuickBooks.  However, the flip side: configuration and set-up is a one-time task - it's worth investing the "design time" to have an approach that fits what is needed for driving performance improvement and financial management.  Ranger provides flexibility to accomplish your business objectives.
+The material that follows assumes that the "Low" complexity option is suitable for the business.  If a higher level complexity option is preferred, go to
+[[http://www1.rangersst.com/dokuwiki/doku.php?id=support:quickbooks_setup_advanced]]
@@ Line 72: / Line 88: @@
   * For first-time QuickBooks users: go to the second section: "Add the products and services you sell".  **When you synchronize, the accounts in DispatchDirectTM will be automatically entered into QuickBooks - no need to re-enter**
   * For established QuickBooks users: The synchronization between QuickBooks and DispatchDirectTM is usually based on the customer (Account) "short code".  It will generally be preferable for the "Company Name" of customers in QuickBooks to be the same as the corresponding Account "Code" (short code)  in DispatchDirectTM
 ===== Setup - "Add the products and services you sell" =====
@@ Line 78: / Line 93: @@
-Established users may wish to retain the current QB "Items" for sales reporting.  In this case, the next step becomes mapping these Items to sales details (the total and/or components of the total charges to a customer) in Ranger (skip to next section).  If as an established QB user, there is interest in adding sales detail, this can be accomplished from "Lists-Items" in QuickBooks.  There is an "Excel" button at the bottom of the QB dialogue box which creates the option to either "Import Items" or "Paste Items" from Excel.  Developing the Excel spreadsheet is the same as described in this section for new users.  Established QB users should consider when it would be best to modify record-keeping. For example: for purposes of comparability, there may be an advantage to implementing changes at the beginning of a reporting period (e.g., quarter, or fiscal year).
+Established users will probably want to retain the current QB "Items" for sales reporting.  In this case, the next step becomes mapping these Items to sales details (the total and/or components of the total charges to a customer) in Ranger (skip to next section).
+The example below, is a Low Complexity case.
+**The case example - ABC Company - has defined the following offerings:**
+{{:support:classes_offerings.jpg|}}
+**Business requirements for the case example: Transfer summary tow charges by customer to QuickBooks for invoicing and accounting**
+All charges to customers - both for Towing and On-Scene services - will be summarized into a single amount - Towing/Service Charges
+From the setup wizard in QuickBooks,
+  * **1**: Click the "Add" button in the row labeled "Add the products and services you sell".  QB will provide a table.
+{{:support:qb_setup_1.jpg|}}
+{{:support:qb_setup_2.jpg|}}
+  * **2**: Enter the product/service name and description into the QB table.  For example:  Name: Towing/Service Charges;  Description: Vehicle towing & on-scene roadside assistance.
+{{:support:qb_setup_8.jpg|}}
+  * **3**: When complete,  click "Start working".
+  * **4**: In QuickBooks, Go to "Lists - Item List" to see the current result
+{{:support:qb_setup_9.jpg|}}
+===== Setup - "Check config for Deposits" =====
+Check to confirm that payments will go to Undeposited Funds
+Go to Edit >> Preferences >> Payments >> Company Preferences
+{{:support:preferences_for_deposit_v2.png|}}
+====== Linking Ranger DispatchDirectTM And Quickbooks ======
+Creating the connection between DispatchDirectTM and Quickbooks requires that two applications are in place.
+  * The QuickBooks Web Connector.  This application will initiate communications with the Ranger servers and be called upon every time information is to be exchanged between DispatchDirectTM and Quickbooks
+  * The rangersst QuickBooks application.  This component provides the QB Web Connector with the necessary configuration information to link to the information of a specific company on the Ranger servers.  It is drawn upon only once
+===== QuickBooks Web Connector =====
+For more recent versions of QuickBooks, the Web Connector will be installed along with the accounting software.   The Web Connector will be found in the QuickBooks program folder:  Start - All Programs - QuickBooks folder - Web Connector.  If this application is not installed, it can be downloaded for free from Intuit:
+  - Go to http://marketplace.intuit.com/webconnector/
+  - Click on "Download and install the QuickBooks Web Connector".  Note: this download will not affect  any of the information stored in QuickBooks.
+  - Click on "Save"
+  - Be sure to remember where the file is downloaded (ideally in the QuickBooks folder) because it will be needed to initiate each and every connection to Ranger DispatchDirectTM.
+===== rangersst QuickBooks Application =====
+The download of the rangersst QuickBooks configuration file is a one-time task:
+  * **1**: In the main RangerSST menu, go to "Quickbooks setup" and click on "Download web connect file".
+{{:support:sst_web_app_dialogue_1.jpg|}}
+  * **2**: In the dialogue box, choose "Save File".
+  * **3**: Click on "OK".  The file ("rangersst") will be downloaded from the Ranger servers.  The file will be shown in a Downloads window.
+  * **4**: Right click on the file - Select "Open containing folder" and note the exact location of the file, for later use.  (You can move the file to a more easily remembered location if desired.)
+{{:support:web_connector_5.jpg|}}
+===== Initial Linkage - Quickbooks and Ranger DispatchDirect =====
+When these steps are complete, the pieces are in place for the first linkage between QuickBooks and DispatchDirectTM.  The objective of the first connection is to transfer the Item detail from QuickBooks into  DispatchDirectTM.  This will enable mapping of Ranger data to QuickBooks Items.  Proceed as follows:
+  * **1**: Open up QuickBooks.
+  * **2**: In DispatchDirectTM go to "Quickbooks setup - Account mapping".
+  * **3**: Verify that the box next to "Allow Ranger to send transactions to Quickbooks" has NOT been checked.  (The purpose of the initial communication is to get Item detail from QB, not to send invoicing data.)
+{{:support:web_connector_14.jpg|}}
+  * **4**: Go to the QuickBooks folder (Start - All Programs) and click on "Web Connector", which will, open a dialogue box.
+{{:support:web_connector_1.jpg|}}
+  * **5**: On the QuickBooks Web Connector dialogue box, click "Add an application".
+  * **6**: Go to where the "rangersst" file is stored, and double-click to select.
+  * **7**: Another dialogue box - Authorize New Web Service - will be opened.  The box will confirm the security of the Ranger SST servers (COMODO High-Assurance).  Click on "OK".
+{{:support:wc_2.jpg|}}
+  * **8**: A new window will be opened - QuickBooks Web Connector.  This process will configure the Web Connector using the rangersst file.
+{{:support:web_connector_9.jpg|}}
+  * **9**: Click the box next to RangerSST QuickBooks interface, and enter the password you use to log into Ranger DispatchDirectTM  in the Password field at the end of the row.
+  * **10**:Click on "Update Selected" .
+  * **11**: Grant permission for the Internet Connection in the Authorization dialogue window.
+{{:support:web_connector_8.jpg|}}
+  * **12**: The progress bars on the bottom of the QuickBooks Web Connector dialogue box will both go to 100%.  The title in the Application box will change to the company name.
+{{:support:web_connector_13.jpg|}}
+  * **13**: Click on Exit.
+The web connection is now configured.  Once again, any further communications will  be initiated though QuickBooks Web Connector from the QuickBooks folder.
+\\
+\\
+====== Mapping Data From DispatchDirectTM To QuickBooks ======
+===== Establishing The Hierarchy Designed For QuickBooks =====
+The final steps in setup will structure the mapping of detailed information on the charges for a job as collected in Ranger, to the (usually more summarized) sales "Items" as defined previously in QuickBooks.
+The level of effort depends on the design decision as to the granularity of information that will be transferred to QuickBooks.
+For less complex designs, there are a few relatively straightforward mapping options available in DispatchDirectTM.
+  * If the choice was to categorize information in QuickBooks by only Vehicle Class, then a mapping of accounts is only required for each of the vehicle primary classes and sub-classes
+  * If the choice was to categorize information in QuickBooks by only Service Offering, then a mapping of accounts is only required for each of the service primary classes and sub-offerings
+  * If the choice was to summarize information in QuickBooks in a single "sales" category, all that is needed is a "default" template that maps each of the detailed components that generate the total charge (e.g., Tow or Service charge, mileage, labor) to the corresponding Items in QuickBooks. The default (created by choosing "none selected" for both Vehicle Class and Service Offering) will map the component charges into the "Items" as created in QuickBooks. In the simplest case, there could be only one "Item" in QuickBooks to which the total charges for a job from DispatchDirectTM are mapped
+For this Low Complexity case example, the decision was to map all charges into a single revenue/sales line Item in QuickBooks.
+**Note: any changes to the definition of services - Vehicle Class/Service Offering combinations - must be reflected in corresponding changes in the setup for QuickBooks.**
+===== Creating The Detailed Mapping =====
+The next task is to "map" each of the individual data fields in Ranger to the sales accounting Items in QuickBooks.  From the initial linkage with QuickBooks, DispatchDirectTM collected the Items for sales accounting as entered previously (see: Setup - "Add the products and services you sell").  These "Items" from QuickBooks will now be available in the drop-down menus for each of the component charges to create the linkage.
+This case example, is taking a highly summarized approach and only sending job totals by Customer/Account to QuickBooks.  For this case example:
+  * **1** Choose "Statement charge", and the Invoice line item configuration will not be needed (nor available).
+{{:support:ranger_qb_10.jpg|}}
+  * **2**: Select "Use customer short code" - this will simplify the linkage to QuickBooks. The Ranger short code (Account - Code) will map to "Customer Name" in QuickBooks.  The "Company Name" in QuickBooks will be the customer full name (Account - name) in Ranger.  For established QB users, it may be preferable to select "customer full name".  However, for the input from Ranger to be linked to an existing customer in QuickBooks, the "Company Name" in QuickBooks must match the "Account - Name" in Ranger.  If there is not a match, a new account will be created in QuickBooks. Inserting the short codes from Ranger as "Company Name" in QuickBooks is generally easier and less prone to duplicate entries.
+  * **3**: The "Txn (transaction) Description template" provides an opportunity to add more information to an invoice generated in QuickBooks.  The fields in {brackets} will draw on the job-specific data in DispatchDirectTM.
+      * For example, the structure of: PO#{po} / Ticket#{ticketno} / RangerID:{rangerid},  will show in the description field on the QuickBooks invoices as:
+      * PO# 345 / Ticket# 123 / RangerID:234256
+      * PO# 5645 / Ticket# 245 / RangerID:234265
+  * **4**: In "Mapping identifiers" select the appropriate Vehicle Class and Service Offering from the drop-down menu.  In this case example, the choices would be:
+      *  Vehicle class:  none
+      * Service Offering: none
+  * **5**:  In "Statement charge Configuration" choose the Item from QuickBooks: "Towing/Service Charges"
+  * **6**:  Click on "Save"
+  * **6**: When complete, exit Ranger and log back in.  This step is "insurance" that the system reloads all information (vs. data that might be in the browser cache) and that all inputs and changes will be implemented.
+  * **7**: After logging back in, double check that all entries in "Account mapping" are correct - this concludes the setup process.
+\\
+====== Transferring Charges From DispatchDirectTM To QuickBooks ======
+===== Validating Invoices To Be Transferred =====
+After configuration and setup have been completed, DispatchDirectTM is ready to send and QuickBooks is ready to receive invoice information.  Most companies choose to do this at least on a weekly basis - to avoid a backlog in the process, and more importantly, to expedite the sending of invoices and the receipt of payments.
-For both established and new users, we recommend first creating the list of new products and services for the company in Excel, rather than in QuickBooks.  The capabilities to copy, edit , and review/check are much easier in Excel.  In addition, QuickBooks makes it easy to import or copy/paste data from Excel.
+Information is generally flowing from DispatchDirectTM to QuickBooks.  However, any changes to Item definitions in QuickBooks will be collected by DispatchDirectTM and be available to refine the mappings in "Invoice line item configuration".
-The example below, is a medium complexity case.  Again, given the management reporting capabilities in Ranger, this will be overkill for many users.  However, illustrating the key concepts in a more complex case will hopefully be of added help.
-**Business requirements for the case example**:  Provide reporting capabilities in QuickBooks to:
+Once a Job has been transferred to QuickBooks, the records are "locked" in DispatchDirectTM and can no longer be corrected.  Before transferring jobs to QuickBooks, it is recommended that the Job charges are reviewed in DispatchDirectTM.  This review is facilitated by a summary in "Reports - Quickbooks pending invoices".
-  * Report sales "mix" by major revenue category,  and track trends in these revenue categories over time (e.g., monthly trends, variance vs. last month)
-  * Develop selected operating indicators
-      * Ratio of labor charges to customers vs. total company labor costs
-      * Ratio of mileage charges to customers vs. total company fuel costs
-      * Note: charges to customers would come from DispatchDirectTM,  total company costs would come from QuickBooks accounting
+{{:support:ranger_qb_4.jpg|}}
-As shown in the table below, to track business revenue mix, sales information in QuickBooks will be collected by Primary Vehicle Class (Light, Medium) and by Primary Service Offering (Towing, On-Scene).  With this level of granularity, QuickBooks can roll-up total sales and split sales into 4 sub-categories for reporting.  In this case:
+Jobs (pending invoices) can be organized by Account (Requested By), and show the detailed build-up to the total amount.
-  * Light -Towing
-  * Light -On-scene
-  * Medium -Towing
-  * Medium - On-scene
+Corrections to a Pending Invoice can be made by:
+  * **1**: Go to Dispatch on the main menu.
+  * **2**: In the Dispatch drop-down menu select "Month-to-date plus open".  Jobs that have been cleared will show in gray.
-In this example, to enable the analysis of the desired operating ratios, the detailed components that generate the total charge to a customer (e.g., Tow or Service charge, mileage, labor) will also be collected in QB.   Each of these components will roll-up into one of the 4 sales/revenue categories as previously defined, and therefore must be separate QB "Items".  This approach would also be beneficial if it was important from an accounting perspective to have this detail available in QuickBooks - with QuickBooks being the authoritative source for financial reports and tax preparation.
+{{:support:ranger_qb_5.jpg|}}
+  * **3**: Click on the Job in question - which will open the Job Status screen for the Job.
+  * **4**: Review information on the call and current invoice pricing.  Required corrections   can be made in the "Modified pricing" fields.
-Note that a QB "Item" must be created for Total Sales for each major sales category - 4 in this case.  These entries provide the "home" for the sales roll-ups.  They create the top level of the hierarchy that will be used in QuickBooks.
+{{:support:ranger_qb_6.jpg|}}
-The power of Excel comes into play as follows:
-  - Create one complete category: Name and description in the Excel spreadsheet.
-  - Copy these entries (rows and columns) below the location of the original entries.
-  - Use Find/Replace on the newly created cells to change the wording from "Light-Duty" to "Medium-Duty" or "Towing" to On-scene", as appropriate.
-  - Be careful not to create too much complexity just because it is easy.
-{{:support:excel_ss.jpg|}}
+  * **5**: When corrections are complete, click on "Save/Send Pricing".
+  * **6**: Return to "Reports - Quickbooks pending invoices" and confirm changes have been recorded in the job.
+  * **7**: Note: Jobs can be withheld from QuickBooks by right-clicking on the job and selecting "Do not send to Quickbooks".
+===== Executing the Transfer To QuickBooks =====
+Once validated, job invoice information is ready to be forwarded into QuickBooks.  When a Job is forwarded to QuickBooks, the record in DispatchDirectTM is "flagged" so that it will not be sent again.  The Job record is also "locked" since any attempts at correcting entries in DispatchDirectTM cannot be forwarded to QuickBooks.
-Once a solid first draft has been created and checked in Excel, the draft can be copied into QuickBooks. From the setup wizard in QuickBooks,
-  - Click the "Add" button in the row labeled "Add the products and services you sell".  QB will provide a table.
-  - Using the spreadsheet, begin copying entries to QB.  We recommend entering about 10 rows at a time, one column at a time to minimize problems in the copy/paste process.
-  - If as in this case, there are more than 10 rows to insert, QuickBooks will provide a prompt to "Add more".
-  - When complete,  click "Start working".
-  - In QuickBooks, Go to "Lists - Item List" to see the current result
+To accomplish the transfer, complete the following steps
+  * **1**: In DispatchDirectTM, go to "Quickbooks setup - Account mapping", and in "Company-wide configuration"
+  * **2**: Check the box "Allow Ranger to send transactions to Quickbooks?", and "Save"
- <Insert Picture> QB Setup 4
+{{:support:ranger_qb_10.jpg|}}
+  * **3**: Go to the QuickBooks folder and click on "Web Connector"; the QuickBooks Web Connector dialogue box will open.
+  * **4**: Check the box next to the Application: ranger SST QuickBooks Provider. Be sure the password has been entered.
-The most tedious part of the process comes next - creating the planned hierarchy in QuickBooks.  In QuickBooks, go to "Lists" - "Item Lists".  This will show all of the line items that were copied in from Excel.  The next step is to make each of the detailed components (e .g., Tow or Service charge, mileage, labor) a sub-category under the appropriate major sales category (four in this case).  An example:
+{{:support:web_connector_13.jpg|}}
-  - Right click on an Item (e.g., On-scene LD Service Charge).
+  * **4**: Click on the "Update Selected" button.
-  - Choose "Edit Item".  (Or click "Add/Edit Multiple Items")
+  * **5**: Grant permission for the Internet Connection in the Authorization dialogue window.
-  - In the dialogue box, check "Subitem of" and choose the appropriate sales category (e.g., "On-Scene LD Total Revenue")  from the drop-down menu.
-  - Click OK and the detailed component  Item will now show as indented (a Sub-item) under the Sales Category.  The screen shot below shows the result after creating the hierarchy for On-Scene LD and Towing LD
-  - Note: If you use "Add/Edit Multiple Items", there is a copy down option (right click than can potentially streamline this task)
+{{:support:web_connector_8.jpg|}}
+  * **6**: The progress bars at the bottom of the QuickBooks Web Connector dialogue box will show 100% when the transfer is complete.
+  * **7**: Exit QuickBooks Web Connector.
+  * **8**: In DispatchDirectTM, the Quickbooks pending invoices will be removed (may require a screen refresh).
+  * **9**: In QuickBooks, Open the "Customer Center" to find the invoice information that has been transferred, and that is now ready for processing (for more information, see instructions provided by QuickBooks).

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