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Intuit QuickBooks


The RBS to QuickBooks integration is a seamless way to “input” supported List Items, Entities and Transactions captured in RBS into QuickBooks.  This integration also allows for the import and synchronization of existing data from QuickBooks into RBS (usually during the Initial Import or Routine Data Refresh).

The table below lists the currently supported QuickBooks Lists, Entities and Transactions and their ImproveBuild RBS equivalent.   The list also indicates whether the integration is one-way or bi-directional.


 
Intuit QuickBooks
ImproveBuild RBS
 Description\Notes
 ENTITIES    
 Customer  Customer (Company or Person)
 
 Job  Job  
 Vendor  Vendor or Subcontractor
 
 Employee  User Account (and Person)
 
 TRANSACTIONS    
 Invoice  Invoice and Invoice Item(s)
 
 Receive Payment
 Payment  
 Bill  Bill & Bill Item(s)
 
 Credit Memo
 Credit Memo
 
 Estimate  Job Cost\Budget
 
This is the original format supported in RBS.  It takes all the Job Costs\Budgets and sends the information over to QB grouped by Cost Category and Cost Components (Material, Labor, Sub, Equipment and Total Only).  The Job Costs may include all estimates used for the job, ad-hoc invoices, credit memo, etc.).
   Summary Estimate

This format that takes a SINGLE estimate in RBS and sends the information over to QB grouped by Cost Category and Cost Components.
   Detailed Estimate

This i s a new format that takes a SINGLE estimate in RBS and sends the information over to QB for EACH estimate line item grouped by Cost Components.  This basically send every line item details over to QB.
 Check  Check  
 Vendor Credit
 Vendor Credit
 Planned Enhancement ()
 LISTS    
 Chart of Accounts
 GL Accounts
 
 Item Service
 Payment Items
 
 Item Fixed Asset
 Asset  
 Payroll Item Wage
 Payroll Wage
 
 Payroll Item Non-Wage
 Payroll Non-Wage
 
 Standard Term
 Trade Term
 
 Ship Method
 Ship Via
 
 Payment Method
 Payment Method
 
 Customer Type
 Department  
 Job Type
 Project Type
 
 Class  Class  
 Sales Tax Code
 Sales Tax Code
 
 Customer Message
 Customer Message
 
 Vendor Type
 Vendor Type
 
     

Legend:
     Bi-directional
     Only from QuickBooks to RBS
 
   Only from RBS to QuickBooks

Special FYI:

Linking RBS and QuickBooks records
 Each RBS record that is synchronized with QuickBooks will be linked to a UNIQUE ID provided by QuickBooks (referred to as the ListID or TxnID by Intuit).  This KEY is stored in RBS and is used every time a integration Request is submitted for processing.

This means that QuickBooks will return a ListID or TxnID for every RBS ADD request that is processed successfully.  Every RBS MODIFY Request will need to specify this ListID\TxnID to tell QuickBooks which record that is being changed.  And every RBS SYNCHRONIZE request that retrieves information from QuickBooks will include either the ListID or TxnID.
 Hierarchy of RBS and QuickBooks Entities and Transactions
 In RBS and QuickBooks, the top level that the integration must start with is the Customer\Job level.  

Transactions cannot be integrated To\From QuickBooks\RBS without a Customer and Job being present. Vendor and Employee record are stand-alone entities and are not part of any hierarchy.

List records are synchronized bi-directionally and therefore can be updated independent of all Entities and Transactions.   List items that are being referenced in an Entity or Transaction request are added or modified are processed before the main request is processed to ensure that the equivalent records exist in RBS and QuickBooks.
   


Setup and Configuration

IN QUICKBOOKS

To prepare the QuickBooks company file for integration with RBS, the following clean-up steps are recommended:
1.    Delete or Make Inactive all Chart of Account records.
2.    Delete or Make Inactive all unused items (service, fixed asset,  etc.).
3.    Delete or Make Inactivate all unused list records. 
 
The recommended way to set up the Customer\Job hierarchy is to have a top level Customer record with multiple Job records under that Customer (and not a new Customer record for each new job).

Example: A customer (Mickey & Minnie Mouse) may have one or more jobs.

Recommended

Mouse, Mickey & Minnie
          Job 1 – Kitchen
          Job 2 – Bath
          Job 3 – Sunroom

NOT Recommended

Mouse, Mickey & Minnie Job 1
Mouse, Mickey & Minnie Job 2
Mouse, Mickey & Minnie Job 3


Additional items to check\verify in QuickBooks

  •  The NAME field (Customer/Job, Vendor, Other Name and most 'reference' lists)  are used to uniquely identify each record.  And these names are used to find a corresponding 'match'  in RBS during synchronization.
  •  Check fields that are meant for PHONE/FAX information and ensure that there is just ONE value in these fields.  We have seen some sites that try to put 2 phone numbers in one field.

Important Things to Remember

 QuickBooks uses the FULL NAME of the entities (Customer, Job, Vendor, etc.) to identify a particular instance) and it is recommended that this name is not changed AFTER the RBS-QuickBooks LINK have been established.
The QuickBooks internal identifiers (LinkID and TxnID) are not visible at all within QuickBooks and is only used by 3rd-Party applications to uniquely identify a specific record in QuickBooks.  The only way to manually “break” or “establish” this link to an RBS record is via the “LINK” or “UNLINK” functionality within RBS.

First Time Authorization

The very first time that the RBS-QuickBooks integration communicates with QuickBooks, the user will be prompted for authorization by a QuickBooks Administrator.

 
 It is recommended that the last option of the above four radio options be selected.

Click on the ‘Continue’ button to proceed.
 
 

Click on the YES button to continue.
 
 

To EDIT this setting or REMOVE authorization for any third party application, use QuickBook's Edit Menu.


IN IMPROVEBUILD RBS

  • Review the maximum length of description/name of the various list items that will be synchronized with QB.  Most reference LISTS in QB allows for up to 31 characters.  In RBS, this limit is at least 50 characters.  So for RBS records to be successfully created in RBS, the maximum length will need to be maintained.
 
 Specifying QB Integration Settings in the Company Company Configuration screen.
 
To enable RBS-QB integration, open the Company Configuration detail screen and select the 'Accounting' tab.  The 'Use Accounting Integration' check box must be selected along with the 'QuickBooks Accounting' in the drop-down.
Only the authorized User Account and Workstation combination will be able to run the RBS-QuickBooks Integration. 

This adds another layer of security to the processing cycle.  Use the ‘Add’, ‘Edit’ and ‘Delete’ buttons to maintain the list of valid User and Workstation combinations.

Specifying which JOB can be integrated with QuickBooks

RBS will create Lead\Job records with the default value of “Exclude From Accounting Integration” set.  All Jobs that are imported from QuickBooks during the initial Synchronization process will also have this indicator set to NOT integrate.  This setting is displayed as a Checkbox on the PROPOSAL TAB of the JOB Screen, 
 
Select the QuickBooks version in use.  If the version you are using is more recent that the available list, select the highest version number listed.

It is recommended that the ‘Close Integration Server After Use’ checkbox is marked to automatically close the application after all the queued requests have been processed.  If this option is not checked, the Integration Server screen will remain on screen after all processing has been completed.

It is also recommended that the ‘Include Markups with Estimate Push’ checkbox is marked to include the markup information for each of the items being pushed to QuickBooks from RBS.

Use the “… (Browse)” button to specify the location of the QuickBooks Company file.  If the RBS Integration server will be executed from different workstations on the network, it is highly recommended that the QuickBooks Company File be located in a shared directory on the server.
 
 
 

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