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--- support:quickbooks_setup [2011/02/23 22:26]
jshellhaas
+++ support:quickbooks_setup [2015/07/14 16:03] (current)
jshellhaas
@@ 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 77: / 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).
-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.
+The example below, is a Low Complexity case.
-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.
 **The case example - ABC Company - has defined the following offerings:**
@@ Line 87: / Line 102: @@
 {{:support:classes_offerings.jpg|}}
-**Business requirements for the case example:  Provide reporting capabilities in QuickBooks to:**
+**Business requirements for the case example: Transfer summary tow charges by customer to QuickBooks for invoicing and accounting**
-  * **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
-As shown in the list 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:
+All charges to customers - both for Towing and On-Scene services - will be summarized into a single amount - Towing/Service Charges
-  * **Light - Towing**
-  * **Light - On-scene**
-  * **Medium - Towing**
-  * **Medium - On-scene**
+From the setup wizard in QuickBooks,
-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.
-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.
-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|}}
-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,
   * **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**: 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.
+  * **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_3.jpg|}}
+{{:support:qb_setup_8.jpg|}}
-  * **3**: If as in this case, there are more than 10 rows to insert, QuickBooks will provide a prompt to "Add more".
+  * **3**: When complete,  click "Start working".
-  * **4**: When complete,  click "Start working".
+  * **4**: In QuickBooks, Go to "Lists - Item List" to see the current result
-  * **5**: In QuickBooks, Go to "Lists - Item List" to see the current result
+{{:support:qb_setup_9.jpg|}}
-{{:support:qb_setup_4.jpg|}}
-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:
+===== Setup - "Check config for Deposits" =====
-  * **1**: Right click on an Item (e.g., On-scene LD Labor Charge).
-  * **2**: Choose "Edit Item".  (Or click "Add/Edit Multiple Items")
-{{:support:qb_setup_7.jpg|}}
-  * **3**: 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.
-  * **4**: 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
-{{:support:qb_setup5.jpg|}}
-  * **5**: Note: If you use "Add/Edit Multiple Items", there is a copy down option (right click than can potentially streamline this task)
-\\
+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 ======
@@ Line 193: / Line 178: @@
 ===== 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 - in this step: repetitive activity - again depends on the design decision as to the granularity of information that will be transferred to 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.
-Before jumping into the details, it is useful to sort through the high-level roadmap for the mapping task.  If a less complex design for QuickBooks was selected, there are a few relatively straightforward mapping options available in DispatchDirectTM.
+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
-The case example is more complex, again with the intent of providing added value.  In the case example, the decision was made to summarize sales in QuickBooks by the primary Vehicle Classes and Service offerings.  To roll-up by the primary Vehicle Class and Service Offering in QuickBooks, the roadmap for the mapping in DispatchDirectTM would be as follows:
-  * **Light - Towing**: each of the following must be mapped to the same sales accounting Items in QuickBooks
-    * Light - Standard; Standard Towing
-    * Light - Standard; Emergency Towing
-    * Light - Standard; Comeback
-    * Light - Standard; Hat Move On-Site
-    * Light - Luxury; Standard Towing
-    * Light - Luxury; Emergency Towing
-    * Light - Luxury; Comeback
-    * Light - Luxury; Hat Move On-Site
-    * Light - Super Lux; Standard Towing
-    * Light - Super Lux; Emergency Towing
-    * Light - Super Lux; Comeback
-    * Light - Super Lux; Hat Move On-Site
-  * **Light - On-Scene**: each of the following must be mapped to the same sales accounting Items in QuickBooks
-    * Light - Standard; On-Scene Standard
-    * Light - Standard; On-Scene Battery replacement
-    * Light - Standard; On-Scene Lock Out
-    * Light - Luxury; On-Scene Standard
-    * Light - Luxury; On-Scene Battery replacement
-    * Light - Luxury; On-Scene Lock Out
-    * Light - Super Lux; On-Scene Standard
-    * Light - Super Lux; On-Scene Battery replacement
-    * Light - Super Lux; On-Scene Lock Ou
-  * **Medium -Towing**: each of the following must be mapped to the same sales accounting Items in QuickBooks
-    * Medium - Standard; Standard Towing
-    * Medium - Standard; Emergency Towing
-    * Medium - Standard; Comeback
-    * Medium - Standard; Hat Move On-Site
-    * Medium - Class 4,5; Standard Towing
-    * Medium - Class 4,5; Emergency Towing
-    * Medium - Class 4,5; Comeback
-    * Medium - Class 4,5; Hat Move On-Site
-  * **Medium - On-scene**:  each of the following must be mapped to the same sales accounting Items in QuickBooks
-    * Medium - Standard; On-Scene Standard
-    * Medium - Standard; On-Scene Battery replacement
-    * Medium - Standard; On-Scene Lockout
-    * Medium - Class 4,5; On-Scene Standard
-    * Medium - Class 4,5; On-Scene Battery replacement
-    * Medium - Class 4,5; On-Scene Lockout
-On the surface this appears complex.  In practice, four "base" mappings will need to be created.  These "base" mappings will then be saved under each of the Vehicle Class/ Service Offering combinations that roll-up to the appropriate "base" offering.  This latter task is repetitive, but easy and fast.  **Note: any changes to the definition of services - Vehicle Class/Service Offering combinations - must be reflected in corresponding changes in the setup for QuickBooks.**
+For this Low Complexity case example, the decision was to map all charges into a single revenue/sales line Item in QuickBooks.
-====== Mapping Data From DispatchDirectTM To 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 =====
@@ Line 249: / Line 197: @@
-The process for creating one of the "base" mappings in the case example, -  i.e., for Light - Towing - would proceed as follows:
+This case example, is taking a highly summarized approach and only sending job totals by Customer/Account to QuickBooks.  For this case example:
-  * **1**: In DispatchDirectTM, go to "QuickBooks setup - Account mapping" from the main menu.
-  * **2**: In "Company-wide configuration - type of txn" (transaction), choose "itemized invoice" in the drop-down menu.   If you are taking a highly summarized approach and only sending job totals by Customer/Account to QuickBooks, choosing "Statement charge" would be appropriate, and the Invoice line item configuration will not be needed (nor available).
-{{:support:ranger_qb_1.jpg|}}
+  * **1** Choose "Statement charge", and the Invoice line item configuration will not be needed (nor available).
-  * **3**: 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.
-  * **4**: 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
-  * **5**: In "Mapping identifiers" select the appropriate Vehicle Class and Service Offering from the drop-down menu.  These selections define the Mapping name.  For the "base" mapping in this case example, the choices would be:
-    * Vehicle class:  Light-Standard
-    * Service Offering: Towing-Standard
-  * **6**: The drop-down menus in "Invoice line item configuration" will now have QB "Item" choices that were collected during the initial connection between QuickBooks and DispatchDirectTM.  For each line item, e.g., Labor, pick the corresponding QB Item: Service - Towing LD Total Revenue: Towing LD Labor.
-    * "Service" is a QB created term for the sales category (as distinct from "Product")
-    * "Towing LD Total Revenue" is the roll-up Item for all of the Light Duty Towing revenues.  This was created in the Excel spreadsheet (see: Setting Up QuickBooks -- Setup - "Add the people you do business with")
-    * "Towing LD Labor" is the "Subitem of" "Towing LD Total Revenue" as defined in the QuickBooks hierarchy
-{{:support:ranger_qb_2.jpg|}}
+{{:support:ranger_qb_10.jpg|}}
-  * **7**: When the mapping is complete for each component  charge is complete, click on "Save" and this mapping will show in the window that unfolds from the right side.
-  * **8**: As noted earlier, in this case example, there are 11 other Vehicle Class/Service Offering combinations that roll-up to Light - Towing (see Mapping Data From DispatchDirectTM To QuickBooks --- Establishing The Hierarchy Designed For QuickBooks).  Creating the other 11 while repetitive, is easy:
-    * Select the [Light-Standard][Towing-Standard] from the right "Mappings" window.
-    * In "Mapping identifiers", Change Vehicle class and Service offering to the next combination in the list that rolls up to Light - Towing.
-    * Click on "Save" and this mapping will show in the window that unfolds from the right side.
-    * Repeat until all combinations have been entered.
-  * **9**: Repeat for the other major sales categories, e.g.,
-    * Vehicle class:  Light-Standard
-    * Service Offering: OnScene-Standard
-{{:support:ranger_qb3.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.
-  * **10**: 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.
+  * **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.
-  * **11**: After logging back in, double check that all entries in "Account mapping" are correct - this concludes the setup process.
+      * 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 ======
@@ Line 293: / Line 230: @@
 {{:support:ranger_qb_4.jpg|}}
-Jobs (pending invoices) can be organized by Account (Requested By), and show the detailed build-up to the total amount. Corrections to a Pending Invoice can be made by:
+Jobs (pending invoices) can be organized by Account (Requested By), and show the detailed build-up to the total amount.
+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.
 {{: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.
 {{:support:ranger_qb_6.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.
@@ Line 312: / Line 254: @@
 To accomplish the transfer, complete the following steps
-  * **1**: In DispatchDirectTM, go to "Quickbooks setup - Account mapping", and in "Company-wide configuration", check the box "Allow Ranger to send transactions to Quickbooks?"
+  * **1**: In DispatchDirectTM, go to "Quickbooks setup - Account mapping", and in "Company-wide configuration"
-  * **2**: Go to the QuickBooks folder and click on "Web Connector"; the QuickBooks Web Connector dialogue box will open.
+  * **2**: Check the box "Allow Ranger to send transactions to Quickbooks?", and "Save"
-  * **3**: Check the box next to the Application: ranger SST QuickBooks Provider. Be sure the password has been entered.
+{{: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.
 {{:support:web_connector_13.jpg|}}

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