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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.

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 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 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 and
3) all applied account payments and credit memos are finished. 		An invoice will be imported by Quickbooks after it is
1) finalized

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.
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. 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.

Note that these two operations could occur at different points in time.
Note that the payment must be applied to an invoice (e.g., not a deposit), to provide an account code.
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).

Note that 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 after all invoices to which it is applied have been imported by QB (e.g., finalized only, not necessarily paid).

Note that 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 per invoice as each invoice has been imported to QB (e.g., finalized and paid).

Note that 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 the credit memo has been finished and per invoice as each invoice is imported by QB (e.g., finalized only, not necessarily paid).

Note that 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 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.
support/12_quickbooks/04_process.1406824684.txt.gz · Last modified: 2014/07/31 12:38 by edmondsj

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