Quickbooks LiveLink (XML)

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QuickBooks (Live) Import/Export Form



Prior to the Live (XML based) link to QuickBooks, data was exported in two steps: into text files (.IIF) from ERPlite and then, the user opened QuickBooks and imported the IIF file. The XML live link improves on the IIF file transfer, because it is triggered by the click of one button in ERPlite plus QuickBooks has substantially improved the data validation and error reporting.


Export From ERPlite to QuickBooks 

 Items : Its have Items list which to be export from ERPlite to QuickBooks.

Item Id: This is item identification no. Which is given in Item Master at the time of item entering and it cannot be duplicate.

Item Name: It is given in Item Master at the time of item entering for item id can be duplicate.

Standard Cost: Equals the total cost of said item in base currency, including overhead and rolled up purchased materials. This Field is used for Inventory Valuation and purchased items in the BOM cost report.

List Price: It means that price of item on which to be sold.

Reorder Level: The report lists all products whose ATP amount has fallen below the REORDER LEVEL, the ATP i.e. Available To Promise (With Allocated Inventory), the lead time, and the minimum/fixed order size (if applicable) for each item that has fallen below its respective threshold.

COGS Accounts: It is cost of goods sold Accounts.

Income Account: It is  money Account that earned by Company. 

Asset Account: This A/c for assets of the company like fixed asset, current assets etc.

Item Type: It is like a category, use the Default Item Accounts form to enter the accounts that will be used by default in ERPlite. Different default accounts can be assigned to the following categories: Assembly, Group, Inventory Item, Non-Inventory Item, and Service are like Item Type  in QuickBooks.

Tax code: It shows that the customer is taxable or non-taxable. Codes can be added in the taxes form.

Vendors: Vendors/suppliers are those companies/person with whom your company conducts business. Once suppliers/vendors are entered into ERPlite, they can be specified in the Approved Vendor List (AVL) for each product/item in the Item Master. 

Customers: Customers are those companies/person with whom your company conduct business transactions and generates sales order and invoices to collect payment. Once customers are entered into ERPlite, can be specified at the time of creating sales order.  

Invoices: Its have details of items that have been sold to customer.  

Bills: Its have details of items that have been purchased from supplier/manufacturer.  

Inventory Adjustment (QB 2003 or later): It is used for adjustment of unrecognized expenses and unrecognized income with QuickBooks.  

Import From QuickBooks to ERPlite  

Charts Of Accounts: It is used for import all accounts like (Accounts Payable, Receivable etc) list from QuickBooks into ERPlite.  

Taxes: Its have list of taxes like sales tax.  

Items : Its have Items list from QuickBooks.

Group Items : Its have Items list corresponding to  groups from QuickBooks.

Assembly Items (QB 2003 or later): Its have list of items which belongs to Assembly.    

Employees : Its have  list of employees from QuickBooks.

Purchase Orders: Its have details of items that have to be purchased from supplier/manufacturer.

Inventory Count: Its have counting of inventory regarding to company locations from QuickBooks.  

Currency (Non Us): Its have Currency list other than us.  

Terms: Its have list of terms like 30 days etc from QuickBooks.    

Class :This field is used in conjunction with the QuickBooks classes.  They give the user another way to track their income.  The class field is used in QuickBooks to help break down income and expenses for the products sold.

Sales Orders: Its have details of items that have to be sold to customer.

Sales Estimates: Its have total estimate of Sales details regarding customers.

Ship Method: Ship method is the method of shipment that will be used for the order.

How to connect the Live Link to QuickBooks

The following should be noted when using this form with QuickBooks:

         The ERPlite front-end must be installed on the same PC as QuickBooks for this form to work.

         QuickBooks must be open in Administrator mode the first time ERPlite connects.

         After the first time ERPlite connects to QuickBooks, QuickBooks must be open to the desired company before ERPlite   connects.

         simply click the buttons to transfer data between ERPlite and QuickBooks.

For a video step by step walkthrough of connecting to QuickBooks, see www.erplite.com > 2 minute Tours

Data Synchronized

ERPlite is a standalone application, which synchronizes data with QuickBooks, when needed, via a live XML link. In effect, ERPlite is an extra (free) user of QuickBooks that your administrator gives the permissions to read/write QuickBooks data. Because ERPlite is a standalone application with functionality that extends QuickBooks capabilities, it needs much of the QuickBooks data stored in its own database, so that the functionality extensions will work quickly and efficiently.

Thus, the initial connection of ERPlite and QuickBooks is used to synchronize the list data: Chart of Accounts, taxes, Items, Customers, Vendors, Classes, Purchase Orders, Sales Estimates/Orders etc.

ERPlite has highly automated, extended functionality for inventory management and order scheduling. Thus, most customers will do PO's and SO's in ERPlite. Once a PO Receipt is done, the Bill is queued up for transfer to QuickBooks. Similarly, Invoices are queued for transfer, when shipments are made. The underlying accounting method is accrual accounting (i.e. not cash). Bills and Invoices can be transferred to QuickBooks immediately, or regularly (i.e. daily, weekly etc).

Updates of List Data

Data imported from QuickBooks either adds a new record in ERPlite or if the ID field already exists, then the fields of the record are updated. Deletion of records in QuickBooks does not cause the record to be deleted in ERPlite.

Data exported to QuickBooks adds a new record in QuickBooks, but if the ID field already exists, the child fields are not updated. Deletion of records in ERPlite does not cause the record to be deleted in QuickBooks.

Thus, if you need to update child fields in both applications, you should make the change in QuickBooks first, and then import to ERPlite.

Inventory Counts In QuickBooks

ERPlite tracks inventory by value, count, location and serial/lot number.

Bills and Invoices transferred from ERPlite to QuickBooks change inventory counts in the same way they would if entered directly into QuickBooks. That is Bills up count the single inventory location in QuickBooks and Invoices down count. The user selects the inventory locations in ERPlite that will be aggregated to update the single location in QuickBooks.

ERPlite has highly automated Work Orders to track the conversion of raw material into finished goods. These Work Orders are not visible in QuickBooks. In addition, ERPlite has several Inventory management tools that can change Inventory Counts: Physical Count, Cycle Count.

Thus, ERPlite is the master record of all Inventory transactions and counts. If Inventory Counting is turned on in QuickBooks, then ERPlite can update the counts in QuickBooks to reflect the changes created by Work Orders, Physical and Cycle Count.

Error messages (and how to fix the error)

QuickBooks does an excellent job of validating all imported data, before committing the saving of the data. If QuickBooks detects invalid data, then it reports a detailed error message which tells the user what data was invalid and why. In most cases, this information is sufficient to allow the user to fix the data, and re-export the data to QuickBooks.

Transfer Logs (XML)

Data synchronization with QuickBooks is done via XML files. These files are listed in the Accounting Links > QuickBooks Transfer Logs. Sometimes, ERPlite.com Inc support will ask you to email the transfer XML files, in order to facilitate diagnosing a synchronization problem on your behalf. This eliminates the need to have a copy of your QuickBooks data file in order to diagnose the problem.

QuickBooks Configuration

ERPlite support may sometimes ask you to email them the QuickBooks version as listed in Accounting Links > QuickBooks Configuration. This report lists :-

Large Data List Synchronizations

The longer the list, the longer the import/export time. ERPlite displays a progress meter, so that the user cans guestimate how much longer the synchronization will take.

Selecting Invoices and Bills to transfers to QuickBooks

ERPlite flags Bills and Invoices that have already been transferred to QuickBooks, in order to prevent duplicates in QuickBooks. The current export status can be viewed (and changed if necessary) via: Accounting > Change Sales Order Invoice Export Status or Change PO Bill export status. This allows you to transfer selected Bills or Invoices if desired.

Special Instruction for QuickBooks (Live) Import/Export Form

QuickBooks company file must be open in single user mode 

Import Item Data from QuickBooks:

If the Item Id does not exist in ERPlite, then it will be added with all fields.  If the item id already exists, then any    changed fields will be updated.

Export Item Data to QuickBooks:

New Item Id will be added to QuickBooks along with the relevant fields.  Existing Item Id are not updated.

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