Once all the accounting integration installation tasks are complete, use the Accounting Setup window to choose a valid QuickBooks company file (*.qbw), and activate the integration.
Verify that QuickBooks is running and that the company file is active.
From the Setup menu or shortcut bar in MANAGESM, select Accounting Setup.
Result: The Accounting Setup window displays. Initially the Accounting Setup window is password protected to prevent the unauthorized activation of accounting integration.
If MANAGE SM has never been integrated with MANAGE SM, the Password field and warning message displays. Enter the password provided by Customer Support. The Accounting Setup window is unlocked and you will not be prompted for the password again.
In the QuickBooks company file field on the Accounting Setup tab, use the Browse button to select the appropriate file.
Select the Integrate with QuickBooks box to initiate the integration process.
Result: The open QuickBooks window is brought to the front and a couple of messages (depending on the version installed) are displayed.
Note: If the QuickBooks window does not move to the frontThe Vista operating system prevents windows from moving to the front but highlights the window icon on the taskbar. , activate it from the Windows taskbar.
Select the options that allow the most access to the company file. For more information, refer to the QuickBooks documentation.
Result: The open MANAGE SM window is brought to the front with a message indicating that integration can take several minutes.
Choose Yes to continue with the integration process.
Result: A reminder message displays to have you verify that no QuickBooks reports are open.
Click OK.
Result: Under certain circumstances, other messages display to warn you about problems such as:
Payments on non-posted invoices need to be converted to credits.
If any one customer has both balances due and credit balances, integration cannot continue.
When all messages are addressed the integration starts.
Result: Both the QuickBooks and MANAGE SM database are updated with the required Accounts and Items.
Note: When integration with QuickBooks is complete, the QuickBooks Accounts and QuickBooks Items grids are updated and the QB Parts Tax Item and QB Labor Tax Item fields are activated.
If the QuickBooks version is not a Canadian version, in the QB Parts Tax Item list, select a sales tax item name. This list is created from entries of the type Sales Tax Item in the QuickBooks item list (with the exception of the Tax Calculated On Invoice item).
Note:
Integration with Canadian versions of QuickBooks does use the QB Tax Item fields and these field will not display after integration of MANAGE with a Canadian Version of QuickBooks.
If the value for tax rate in the MANAGE SM Company Setup table does not match the value for the QuickBooks Sales tax item selected, an error message displays and the erroneous value will need to be changed.
If the QuickBooks version is not a Canadian version, in the QB Labor Tax Item list, select a sales tax item name. This list is created from entries of the type Sales Tax Item in the QuickBooks item list (with the exception of the Tax Calculated On Invoice item).
Note:
Integration with Canadian versions of QuickBooks does use the QB Tax Item fields and these field will not display after integration of MANAGE with a Canadian Version of QuickBooks.
If the value for tax rate in the MANAGE SM Company Setup table does not match the value for the QuickBooks Sales tax item selected, an error message displays and the erroneous value will need to be changed.
Using the QuickBooks Accounts and QuickBooks Items tabs, verify that a default checking account, named Checking Account and a default cash account, named Petty Cash are created.
Use the Launch QuickBooks on open check box to determine if MANAGE SM will verify that QuickBooks is activated when it is initiated.
Note: While integration is activated if MANAGE SM is running, the integrated company file needs to be open in QuickBooks.
Select the Account Summary Setup tab to assign account codes to account descriptions. Account descriptions correspond to revenue types used by MANAGE SM and cannot be configured. Income Account Codes and Expense Account Codes are used on the Account Summary report (Refer to Revenue Reports for information about reports.)
When done with the accounting setup, click Submit.
Result: While accounting is integrated, MANAGE SM automatically communicates with QuickBooks when accounting related tasks are completed.
After integration is activated, both the MANAGE SM database and QuickBooks company file should be backed up to new files.