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support:12_quickbooks:04_process

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Table of Contents

Process

  • 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
    • Import as soon as entered Currently being implemented: 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

  • 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 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 implicitly applied to the selected invoice.
  • 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: 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
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
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 (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.

These two operations could occur at different points in time.
Account payments An account payment will be:
1) imported by QB when it is finished, and
2) applied in QB only when all of the invoices to which it is applied in Ranger have been imported to QB (e.g., finalized and paid).

These two operations could occur at different points in time. 		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 only when it has the payment has been finished and all of the invoices to which it is applied in Ranger have been imported to QB (e.g., finalized and paid).

These two operations could occur at different points in time.
Credit memos A credit memo will be:
1) imported by QB when it is finished, and
2) applied in QB only when all of the invoices to which it is applied in Ranger have been imported to QB (e.g., finalized and paid).

These two operations could occur at different points in time. 		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 it has the payment has been finished and all of the invoices to which it is applied in Ranger have been imported to QB (e.g., finalized and paid).

These two operations could occur at different points in time.

Restrictions

  • Invoice:
    • Once finalized, the pricing of all jobs to which it is linked cannot be changed
    • Can be unfinalized until they have been imported by QB.
  • Job payment:
    • Once imported by QB, cannot be voided.
  • 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
    • 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
    • Currently, cannot be unfinished
support/12_quickbooks/04_process.1403803601.txt.gz · Last modified: 2014/06/26 13:26 by edmondsj

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