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FlatRatePro

QuickBooks® Integration Module
QuickBooks® integration was introduced in version 2.2 of FlatRatePro.
Overview
FlatRatePro is pre-wired to push and pull information to and from QuickBooks using the FMBooks Connector Plug-In by Productive Computing (available separately).

We've integrated the of sending Clients, Tasks (Service Items), Quotes (Estimates), Invoices, and Payments to QuickBooks.
For example, out of the box FlatRatePro will push new clients to QuickBooks and/or link an existing FileMaker Client with an existing customer in QuickBooks, but we aren't pulling all QuickBooks customers into FileMaker. Similarly, if you record payments in FileMaker we'll push those to QuickBooks but won't pull in payments created in QuickBooks.

For more on how this works and what the integration looks like, check out this video demonstrating the integration between FlatRatePro and QuickBooks:
QB Integration on YouTube

Requirements
Integrating FlatRatePro with QuickBooks requires the FMBooks Connector Plug-In by Productive Computing.
The FMBooks Connector Plug-In takes advantage of the
QuickBooks SDK, which can only be used on Windows clients, though it does work very well on a Mac running VMWare Fushion or Parallels. FlatRatePro 2.2 and up requires FileMaker 13 or higher.
The Plug-In does require that both FileMaker and Quickbooks be running on the same Windows client in order to communicate.

Setting up the QB Module
FlatRatePro 2.2 has QuickBooks integration built into it, and only requires that you have purchased the module and configure a few settings to get up and running.

Staff Set Up
Under Preferences > Employees there is now a check box for designating who is a QuickBooks user. When checking this box, you will be prompted to enter your license for the FMBooks Connector Plug-In. This will be stored in the staff record, and the plug-in will be registered for this user when logging in with the appropriate account.

Preferences > Quickbooks
There are a few preferences that can be set up so that as new records are created in the various tables that will be posted to quickbooks some key required Quickbooks fields will be automatically entered based on the entries on this layout.

Value Lists based on QuickBooks Data
When creating records in QuickBooks it is often necessary to include a value that QuickBooks is expecting. In these situations FlatRatePro will have buttons for creating Value Lists based on QuickBooks data. Using these Value Lists when specified will assure that your record is created properly in QuickBooks. The values are all returned to the table QB_Lists in FlatRatePro, and use simple calculations to specify the different Value Lists by type.



Integrated Tables

QB Item Set Up (Tasks)
If you are going to be posting Quotes and Invoices in QuickBooks from FlatRatePro, then you need to have the Tasks in FlatRatePro correspond to the Service Items in QuickBooks. This can be done from the Quickbooks menu or by individually posting tasks. If a task is used in an Invoice and that task has not been linked with a QB List ID the quote or invoice will not post to QB and you will be notified of the resulting error.

The choices in the Quickbooks menu for QB Tasks are:
Create New QB Service Items from existing Found Tasks
Find QB Service Items and sync with existing current Tasks

Create New QB Service Items from existing Found Tasks - This will add the tasks you have in FlatRatePro to Quickbooks as Service Items.
The way this works is you find the tasks that you want to add to Quickbooks as new Service Items. You must select which QB Income account that each task will post to before the items can be added to QB. It is best to find tasks in groups that will be post to the same income account first. Then select the QB Income Account of choice on one the the tasks in the found set and while still in the field choose from the Records menu > Replace Field Contents. You will confirm that you want to replace QB Income Account across all the found records with the chosen account, by clicking OK again. CAUTION: you want to ensure before you do this that you have really found the records that you intend on changing the QB Income Account on, as it will replace any entries for this field across all the found records, and REPLACE FIELD CONTENTS CANNOT BE UNDONE.

Once this is done you are ready to choose menu: Quickbooks > QB Tasks > Create New QB Service Items from existing Found Tasks. The script will run through the found records and create a new QB Service Item for each task. Note: the QB Tax Reference was not mentioned, if this is empty the default will be to make the tasks taxable, so be sure to mark if a particular task is NON taxable.


Find QB Service Items and sync with existing current Tasks - Use this menu item if you already have some or all of your tasks in Quickbooks and you want to link up your FlatRatePro Tasks with any existing Items in Quickbooks. This script will be using the Task No. to search for any matching Quickbooks Items whose Item Name = TaskNo. The script will find all the Tasks that have NOT BEEN POSTED to Quickbooks and are marked as Current Tasks, any matching tasks will have the QB List ID entered which is what you need to link the Task to QB.

Alternative ways to get your Tasks into Quickbooks

Add Tasks manually - Each time you create a new Task you will want to go to the Quickbooks tab and QB Post the task this will create the task as a Service Item in Quickbooks. You can also go through your tasks one by one and add them to Quickbooks, although the scripts above are designed to avoid this.

Export your Tasks - Find the tasks you would like to export, select the appropriate QB Income Account as described above, then by using the layout menu: Tasks > Task Quickbooks Item Report you can then Export to Excel. See Quickbooks help on how to either Import from Excel or Paste from Excel. After adding the tasks to Quickbooks you can then use the script above
Find QB Service Items and sync with existing current Tasks to link up your FlatRatePro tasks with the new QB Items. Note: it would probably be easier to just use the Create New QB Service Items from existing Found Tasks and let FlatRatePro do the work for you.

Importing QB Service Items - The ability to import QB Service Items into Tasks is not built into FlatRatePro at this time primarily because the data would be lacking many important fields e.g., PageName, Category, Custom sort, etc., and there would be no parts built into them either.


Customers (Clients)
Creating Customers. Customers can be created in QuickBooks from Clients > Quickbooks tab in FlatRatePro. The customer name is the only required field for doing this, but we recommend pushing the Terms for the customer to make sure that value is populated right away. We've provided a button for creating a Terms Value List based on QuickBooks data on the QuickBooks tab for Clients, as well as on the Preferences > Quickbooks tab. When a customer is created in QuickBooks then the QuickBooks List ID will be returned to the FlatRatePro record. This ID is required for creating any related entities to that customer from FlatRatePro.

Linking Customers. Customers that already exist in QuickBooks can also be associated with Clients in FlatRatePro by looking up the QuickBooks customer and assigning their QuickBooks List ID back to the appropriate FlatRatePro record.

Using the Quickbooks > QB Customers menus:
Create New QB Customers from existing Found Clients
Find QB Customers and sync with existing Clients

Create New QB Customers from existing Found Clients - This will add the Clients from FlatRatePro to Quickbooks as Customers. You will want to find or create a found set of the clients you want to add to QB. Then make sure you have selected the QB Terms for each client or you can use the Replace Field Contents described in Create New QB Service Items above. Then choose the menu: Quickbooks > QB Customers > Create New QB Customers from existing Found Clients. This will loop through your found records and post each Client to Quickbooks as a Customer, retrieving the QB List ID for each.


Find QB Customers and sync with existing Clients - Use this menu if you have some matching Customers in Quickbooks that you want FlatRatePro to automatically link up with. This will only work for exact name match on the Client Name (this is the name that appears in the filtered list on the left of the Client Detail layout. You can look up any others that you think there is a matching customer for in Quickbooks manually as described under Linking Customers above.


Importing Customers. The ability to import Customers from QuickBooks is not built into FlatRatePro at this time. However you can easily export your Clients from Quickbooks using the tools there then either directly import those clients into FlatRatePro using the FileMaker Pro Import Function. Or If you have a Customer export file from Quickbooks that has multiple phone numbers and/or addresses you can use the FlatRatePro Importer that is in your original download folder or download from the link provided.


Estimates (Quotes)
Creating Estimates. Estimates can be created in QuickBooks from Quotes in FlatRatePro. Estimates must be associated with a Client that has been posted to QB. Estimate line items do need to be associated with QuickBooks Items. Which will be taken care of as long as the all the tasks used in each quote are either linked or added to Quickbooks. See more on this above. We've also provided some more specific QuickBooks fields on the Estimate QuickBooks tab that are typical for Estimates creation. The ability to create Value Lists based on the QuickBooks data has been provided as a button below each one of these fields.

Tax. Tax rates must be specified by their "Item Name" in QuickBooks. We have provided the ability to create a Value List of these items that can be assigned on the QuickBooks Tab in Invoices. We've also created a value list of the corresponding rates for the tax rate field on the Invoice Line Items tab. We have some coding to keep them in sync, so the tax rate in FlatRatePro and in QuickBooks will be sure to match.

Discounts and Shipping. In FlatRatePro, these are fields that exist in the Quote or Invoice table itself. However, these fields do not exist at the Estimate/Invoice level in QuickBooks and can only be added as line items. So any Quote or Invoice you post to Quickbooks will have the Discount or Shipping added in Quickbooks as items together with the QB Service Items (Tasks).

Note: you must create an Items named “Discount” and “Shipping” in QB to allow Discounts and Shipping to work. You will need to set a default $ amount on the items in Quickbooks to create them, and when the estimate is synced from FlatRatePro it will use the discount or shipping amount on the estimate.

Importing Estimates. The ability to import Estimates from QuickBooks is not built into FlatRatePro at this time.

Invoices
Creating Invoices. Invoices can be created in QuickBooks from Invoices in FlatRatePro. Invoices must be associated with a Client that has been posted to QB. Invoice line items do need to be associated with QuickBooks Items. We've discussed how to set this up in the Item Set Up section above. We've also provided some more specific QuickBooks fields on the Invoice QuickBooks tab that are typical for Invoice creation. The ability to create Value Lists based on the QuickBooks data has been provided as a button below each one of these fields.

Tax. Tax rates must be specified by their "Item Name" in QuickBooks. We have provided the ability to create a Value List of these items that can be assigned on the QuickBooks Tab in Invoices. We've also created a value list of the corresponding rates for the tax rate field on the Invoice Line Items tab. We have some coding to keep them in sync, so the tax rate in FlatRatePro and in QuickBooks will be sure to match.

Discounts and Shipping. In FlatRatePro, these are fields that exist in the Quote or Invoice table itself. However, these fields do not exist at the Estimate/Invoice level in QuickBooks and can only be added as line items. So any Quote or Invoice you post to Quickbooks will have the Discount or Shipping added in Quickbooks as items together with the QB Service Items (Tasks).

Note: you must create an Items named “Discount” and “Shipping” in QB to allow Discounts and Shipping to work. You will need to set a default $ amount on the items in Quickbooks to create them, and when the invoice is synced from FlatRatePro it will use the discount or shipping amount on the invoice.

Importing Invoices. The ability to import Invoices from QuickBooks is not built into FlatRatePro at this time.

Payments
Creating Payments. Payments can be posted to Invoices in QuickBooks as long as the Invoice has been posted to QB. This means it has a QuickBooks Transaction ID. The Invoice will have a QuickBooks Transaction ID if it was successfully created in QuickBooks from FlatRatePro.

Importing Payments. The ability to import Payments from QuickBooks is not built into FlatRatePro at this time.

Credit Memos
Creating Credit Memos. Credit Memos are generally handled in Quickbooks directly, however if you need to do a Credit Card refund and you are using our built in Plastic Credit Card processing you can create a Credit Card Refund by holding the shift key when clicking the Credit Card button on the Invoice or Payment screen. This will create a Payment entry with a negative amount and offset your invoice balance. When you click QB Post it will post negative amounts as a Credit Memo in QB. Credit Memos can be posted to Invoices in QuickBooks as long as the Invoice has a QuickBooks Transaction ID. The Invoice will have a QuickBooks Transaction ID if it was successfully created in QuickBooks from FlatRatePro. For the Credit Card Refunds to post as a Credit Memo in Quickbooks you must also have created the Service Item "Credit Card Refund" you will assign this item to your Refunds account in Quickbooks and you can give it an amount of $1.00, this amount will be replaced with the amount of the refund when it posts to the Credit Memo. Note: Quickbooks will not allow you to post a Credit Memo greater than the balance due for a customer.

Importing Credit Memos. The ability to import Credit Memos from QuickBooks is not built into FlatRatePro at this time.


Tips for Using QuickBooks and FlatRatePro
To jump to any record that has been posted to Quickbooks just click the 'qb' logo and that will open that entry in Quickbooks for your review.

More Coming soon.

"QuickBooks" is a trademark of Intuit. The use of this mark and any other marks is solely for informational and product identification purposes. Ben Graham Services, LLC, is not affiliated in any way with Intuit.