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support:quickbooks_setup
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support:quickbooks_setup [2011/02/26 16:03] jshellhaas |
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| There are three major building blocks in configuring the connection between QuickBooks and Ranger. All must be made ready before triggering the connection. | 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 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 | * 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 ====== | ====== Before You Start - Design Variables ====== | ||
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| **Business requirements for the case example: Transfer summary tow charges by customer to QuickBooks for invoicing and accounting** | **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 | All charges to customers - both for Towing and On-Scene services - will be summarized into a single amount - Towing/Service Charges | ||
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| {{:support:qb_setup_9.jpg|}} | {{:support:qb_setup_9.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") | + | Check to confirm that payments will go to Undeposited Funds |
| - | {{: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. | + | Go to Edit >> Preferences >> Payments >> Company Preferences |
| - | * **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) | + | |
| - | \\ | + | |
| + | {{:support:preferences_for_deposit_v2.png|}} | ||
| ====== Linking Ranger DispatchDirectTM And Quickbooks ====== | ====== Linking Ranger DispatchDirectTM And Quickbooks ====== | ||
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| ===== Establishing The Hierarchy Designed For 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 - 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 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 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 | * 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 ===== | ===== Creating The Detailed Mapping ===== | ||
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| - | 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). | + | * **1** Choose "Statement charge", and the Invoice line item configuration will not be needed (nor available). |
| - | {{:support:ranger_qb_1.jpg|}} | + | {{:support:ranger_qb_10.jpg|}} |
| - | * **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|}} | + | * **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. |
| - | * **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. | + | * **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. |
| - | * **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: | + | * For example, the structure of: PO#{po} / Ticket#{ticketno} / RangerID:{rangerid}, will show in the description field on the QuickBooks invoices as: |
| - | * Select the [Light-Standard][Towing-Standard] from the right "Mappings" window. | + | * PO# 345 / Ticket# 123 / RangerID:234256 |
| - | * In "Mapping identifiers", Change Vehicle class and Service offering to the next combination in the list that rolls up to Light - Towing. | + | * PO# 5645 / Ticket# 245 / RangerID:234265 |
| - | * Click on "Save" and this mapping will show in the window that unfolds from the right side. | + | * **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: |
| - | * Repeat until all combinations have been entered. | + | * Vehicle class: none |
| - | * **9**: Repeat for the other major sales categories, e.g., | + | * Service Offering: none |
| - | * Vehicle class: Light-Standard | + | * **5**: In "Statement charge Configuration" choose the Item from QuickBooks: "Towing/Service Charges" |
| - | * Service Offering: OnScene-Standard | + | * **6**: Click on "Save" |
| - | {{:support:ranger_qb3.jpg|}} | + | * **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. |
| - | * **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. | + | * **7**: After logging back in, double check that all entries in "Account mapping" are correct - this concludes the setup process. |
| - | * **11**: After logging back in, double check that all entries in "Account mapping" are correct - this concludes the setup process. | + | |
| \\ | \\ | ||
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| To accomplish the transfer, complete the following steps | To accomplish the transfer, complete the following steps | ||
| - | * **1**: In DispatchDirectTM, go to "Quickbooks setup - Account mapping", and in "Company-wide configuration", choose any template | + | * **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" | * **2**: Check the box "Allow Ranger to send transactions to Quickbooks?", and "Save" | ||
| - | {{:support:ranger_qb_8.jpg|}} | + | {{:support:ranger_qb_10.jpg|}} |
| * **3**: Go to the QuickBooks folder and click on "Web Connector"; the QuickBooks Web Connector dialogue box will open. | * **3**: Go to the QuickBooks folder and click on "Web Connector"; the QuickBooks Web Connector dialogue box will open. | ||
support/quickbooks_setup.1298754233.txt.gz · Last modified: 2011/02/26 16:03 by jshellhaas
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