QuickBooks Link: Difference between revisions

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__TOC__
== Overview ==
== Overview ==
Using the [[Commit-QuickBooks Link]] you can run your computer services business more efficiently. It was designed to simplify routine business, accounting and financial management tasks. With the Commit-QuickBooks Link, you only need to enter data once and it will appear in both Commit and QuickBooks. This feature not only saves you the time of manually entering data, but it also minimizes the problems of duplicate, redundant and wrong data common to manual data entry. Now you can synchronize your data between Commit and QuickBooks and ensure data accuracy, enhance your flexibility, and increase your control over your bottom line.
Using the [[QuickBooks Link|RangerMSP-QuickBooks Link]] you can run your computer services business more efficiently. It was designed to simplify routine business, accounting and financial management tasks. With the RangerMSP-QuickBooks Link, you only need to enter data once and it will appear in both RangerMSP and QuickBooks. This feature not only saves you the time of manually entering data, but it also minimizes the problems of duplicate, redundant and wrong data common to manual data entry. Now you can synchronize your data between RangerMSP and QuickBooks and ensure data accuracy, enhance your flexibility, and increase your control over your bottom line.


This user manual will help you use the features included in the Commit-QuickBooks Link module.
This user manual will help you use the features included in the RangerMSP-QuickBooks Link module.


The Commit-QuickBooks Link includes the following features:
The RangerMSP-QuickBooks Link includes the following features:


'''Customers'''
'''Customers'''
*Import all your QuickBooks Customers into Commit
*Import all your QuickBooks Customers into RangerMSP
*Changes made to QuickBooks Customers can be synchronized with Commit
*Changes made to QuickBooks Customers can be synchronized with RangerMSP
*Create a new Customer in QuickBooks based on a selected Commit Account
*Create a new Customer in QuickBooks based on a selected RangerMSP Account
*Create links between existing Commit Accounts and QuickBooks Customers to automate synchronization between them
*Create links between existing RangerMSP Accounts and QuickBooks Customers to automate synchronization between them
*Send and receive updates for selected Accounts/Customers
*Send and receive updates for selected Accounts/Customers


'''Vendors'''
'''Vendors'''
*Import all your QuickBooks Vendors into Commit
*Import all your QuickBooks Vendors into RangerMSP
*Changes made to QuickBooks Vendors can be synchronized with Commit
*Changes made to QuickBooks Vendors can be synchronized with RangerMSP
*Create a new Account in Commit based on a selected QuickBooks Vendor
*Create a new Account in RangerMSP based on a selected QuickBooks Vendor
*Create a new Vendor in QuickBooks based on a selected Commit Account
*Create a new Vendor in QuickBooks based on a selected RangerMSP Account
*Create links between existing Commit Accounts and QuickBooks Vendors to automate synchronization between them
*Create links between existing RangerMSP Accounts and QuickBooks Vendors to automate synchronization between them
*Send and receive updates for selected Accounts/Vendors
*Send and receive updates for selected Accounts/Vendors


'''Items'''
'''Items'''
*Import any/all of the following QuickBooks Items into Commit:
*Import any/all of the following QuickBooks Items into RangerMSP:
**Service Items => Labor Items in Commit
**Service Items => Labor Items in RangerMSP
**Inventory Parts => Products/Parts in Commit
**Inventory Parts => Products/Parts in RangerMSP
**Non-Inventory Parts => Products/Parts in Commit
**Non-Inventory Parts => Products/Parts in RangerMSP
**Inventory Assembly Items => Products/Parts in Commit
**Inventory Assembly Items => Products/Parts in RangerMSP
**Other Charge Items => Expenses in Commit
**Other Charge Items => Expenses in RangerMSP
*Changes made to QuickBooks Items can be synchronized with Commit
*Changes made to QuickBooks Items can be synchronized with RangerMSP
*Create a new Item in Commit based on a selected QuickBooks Item
*Create a new Item in RangerMSP based on a selected QuickBooks Item
*Create a new Item in QuickBooks based on a selected Commit Item
*Create a new Item in QuickBooks based on a selected RangerMSP Item
*Create links between existing Commit Items and QuickBooks Items to automate synchronization between them
*Create links between existing RangerMSP Items and QuickBooks Items to automate synchronization between them
*Send and receive updates for selected Items
*Send and receive updates for selected Items


'''Invoices'''
'''Invoices'''
*Generate QuickBooks invoices based on charges entered in Commit
*Generate QuickBooks invoices based on charges entered in RangerMSP
*Generate invoices at different levels:
*Generate invoices at different levels:
**Account - Invoices generated at the Account level may include any charges linked to this account, its contracts and tickets.
**Account - Invoices generated at the Account level may include any charges linked to this account, its contracts and tickets.
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==Getting Started==
==Getting Started==
To enjoy the benefits of the Commit-QuickBooks Link you first need to set it up. The setup is a user-friendly process that walks you through all the necessary steps  to completion.
To enjoy the benefits of the RangerMSP-QuickBooks Link you first need to set it up. The setup is a user-friendly process that walks you through all the necessary steps  to completion.


Please note that currently Commit synchronizes with the following versions and editions of QuickBooks:


The following '''US''' versions of QuickBooks are supported:
===Supported Editions===
Please note that currently RangerMSP synchronizes with the following versions and editions of QuickBooks:
 
The following editions of QuickBooks Online are supported: Australia, Canada, United Kingdom, United States (requires RangerMSP 25.0.0.5 or above)
 
The following '''US''' versions of QuickBooks Desktop are supported:
*QuickBooks Pro 2022 (requires RangerMSP 30 or above)
*QuickBooks Premier 2022 (requires RangerMSP 30 or above)
*QuickBooks Pro 2021 (requires RangerMSP 27 or above)
*QuickBooks Premier 2021 (requires RangerMSP 27 or above)
*QuickBooks Pro 2020 (requires RangerMSP 25 or above)
*QuickBooks Premier 2020 (requires RangerMSP 25 or above)
*QuickBooks Pro 2019 (requires RangerMSP 21 or above)
*QuickBooks Premier 2019 (requires RangerMSP 21 or above)
*QuickBooks Pro 2018 (requires RangerMSP 17 or above)
*QuickBooks Premier 2018 (requires RangerMSP 17 or above)
*QuickBooks Enterprise 2018 (requires RangerMSP 18 or above)
*QuickBooks Pro 2017 (requires RangerMSP 15 or above)
*QuickBooks Premier 2017 (requires RangerMSP 15 or above)
*QuickBooks Enterprise 2017 (requires RangerMSP 15 or above)
*QuickBooks Pro 2016 (requires RangerMSP 10 or above)
*QuickBooks Premier 2016 (requires RangerMSP 10 or above)
*QuickBooks Enterprise 2016 (requires RangerMSP 10 or above)
*QuickBooks Pro 2015 (requires RangerMSP 9 or above)
*QuickBooks Premier 2015 (requires RangerMSP 9 or above)
*QuickBooks Enterprise 2015 (requires RangerMSP 9 or above)
*QuickBooks Pro 2014 (requires RangerMSP 7.0 or above)
*QuickBooks Premier 2014 (requires RangerMSP 7.0 or above)
*QuickBooks Enterprise 2014 (requires RangerMSP 7.0 or above)
*QuickBooks Pro 2013 (requires RangerMSP 5.5 or above)
*QuickBooks Premier 2013 (requires RangerMSP 5.5 or above)
*QuickBooks Enterprise 2013 (requires RangerMSP 5.5 or above)
*QuickBooks Pro 2012 (requires RangerMSP 5.5 or above)
*QuickBooks Premier 2012 (requires RangerMSP 5.5 or above)
*QuickBooks Enterprise 2012 (requires RangerMSP 5.5 or above)
*QuickBooks Pro 2011 (requires RangerMSP 5.5 or above)
*QuickBooks Premier 2011 (requires RangerMSP 5.5 or above)
*QuickBooks Enterprise 2011 (requires RangerMSP 5.5 or above)
*QuickBooks Pro 2010
*QuickBooks Premier 2010
*QuickBooks Enterprise 2010
*QuickBooks Pro 2009
*QuickBooks Pro 2009
*QuickBooks Premier 2009
*QuickBooks Premier 2009
Line 59: Line 101:
*QuickBooks Premier 2008
*QuickBooks Premier 2008
*QuickBooks Enterprise 2008
*QuickBooks Enterprise 2008
*QuickBooks Pro 2007
*QuickBooks Premier 2007
*QuickBooks Enterprise 2007
*QuickBooks Pro 2006
*QuickBooks Premier 2006
*QuickBooks Enterprise 2006
*QuickBooks Pro 2005 - QuickBooks Premier 2005
*QuickBooks Enterprise 2005 - QuickBooks Pro 2004
*QuickBooks Premier 2004


<u>Note for QuickBooks 2009 users:</u><br>CommitCRM 4.5, or above, is required to integrate with QuickBooks 2009.<br>Commit-QuickBooks Link uses a single currency. Multi-currency is not supported.


The following '''Canadian''' versions of QuickBooks are supported:
<u>Note for QuickBooks 2009, or above, users:</u><br>RangerMSP 4.5, or above, is required to integrate with QuickBooks 2009.<br>RangerMSP-QuickBooks Link uses a single currency. Multi-currency is not supported.
 
The following '''Canadian''' versions of QuickBooks Desktop are supported:
supported:
*QuickBooks Canada Pro 2022 (requires RangerMSP 30 or above)
*QuickBooks Canada Premier 2022 (requires RangerMSP 30 or above)
*QuickBooks Canada Pro 2021 (requires RangerMSP 27 or above)
*QuickBooks Canada Premier 2021 (requires RangerMSP 27 or above)
*QuickBooks Canada Pro 2020 (requires RangerMSP 25 or above)
*QuickBooks Canada Premier 2020 (requires RangerMSP 25 or above)
*QuickBooks Canada Pro 2019 (requires RangerMSP 21 or above)
*QuickBooks Canada Premier 2019 (requires RangerMSP 21 or above)
*QuickBooks Canada Pro 2018 (requires RangerMSP 17 or above)
*QuickBooks Canada Premier 2018 (requires RangerMSP 17 or above)
*QuickBooks Canada Pro 2017 (requires RangerMSP 15 or above)
*QuickBooks Canada Premier 2017 (requires RangerMSP 15 or above)
*QuickBooks Canada Pro 2016 (requires RangerMSP 10.0 or above)
*QuickBooks Canada Premier 2016 (requires RangerMSP 10.0 or above)
*QuickBooks Canada Pro 2015 (requires RangerMSP 9.0 or above)
*QuickBooks Canada Premier 2015 (requires RangerMSP 9.0 or above)
*QuickBooks Canada Pro 2014 (requires RangerMSP 7.0 or above)
*QuickBooks Canada Premier 2014 (requires RangerMSP 7.0 or above)
*QuickBooks Canada Pro 2013
*QuickBooks Canada Premier 2013
*QuickBooks Canada Pro 2012
*QuickBooks Canada Premier 2012
*QuickBooks Canada Pro 2011
*QuickBooks Canada Premier 2011
*QuickBooks Canada Pro 2010
*QuickBooks Canada Premier 2010
*QuickBooks Canada Pro 2009
*QuickBooks Canada Premier 2009
*QuickBooks Canada Pro 2008
*QuickBooks Canada Pro 2008
*QuickBooks Canada Premier 2008
*QuickBooks Canada Premier 2008
*QuickBooks Canada Pro 2007
*QuickBooks Canada Premier 2007
*QuickBooks Canada Pro 2006
*QuickBooks Canada Premier 2006
*QuickBooks Canada Pro 2005
*QuickBooks Canada Premier 2005
*QuickBooks Canada Pro 2004
*QuickBooks Canada Premier 2004


The following '''UK''' versions of QuickBooks are supported:
The following '''UK''' versions of QuickBooks Desktop are supported:
*QuickBooks UK Pro 2022 (requires RangerMSP 30 or above)
*QuickBooks UK Premier 2022 (requires RangerMSP 30 or above)
*QuickBooks UK Pro 2021 (requires RangerMSP 27 or above)
*QuickBooks UK Premier 2021 (requires RangerMSP 27 or above)
*QuickBooks UK Pro 2020 (requires RangerMSP 25 or above)
*QuickBooks UK Premier 2020 (requires RangerMSP 25 or above)
*QuickBooks UK Pro 2019 (requires RangerMSP 21 or above)
*QuickBooks UK Premier 2019 (requires RangerMSP 21 or above)
*QuickBooks UK Pro 2018 (requires RangerMSP 17 or above)
*QuickBooks UK Premier 2018 (requires RangerMSP 17 or above)
*QuickBooks UK Pro 2017 (requires RangerMSP 15 or above)
*QuickBooks UK Premier 2017 (requires RangerMSP 15 or above)
*QuickBooks UK Pro 2016 (requires RangerMSP 10 or above)
*QuickBooks UK Premier 2016 (requires RangerMSP 10 or above)
*QuickBooks UK Pro 2015 (requires RangerMSP 9 or above)
*QuickBooks UK Premier 2015 (requires RangerMSP 9 or above)
*QuickBooks UK Pro 2014 (requires RangerMSP 9 or above)
*QuickBooks UK Premier 2014 (requires RangerMSP 9 or above)
*QuickBooks UK Pro 2013
*QuickBooks UK Premier 2013
*QuickBooks UK Pro 2012
*QuickBooks UK Premier 2012
*QuickBooks UK Pro 2011
*QuickBooks UK Premier 2011
*QuickBooks UK Pro 2010
*QuickBooks UK Premier 2010
*QuickBooks UK Pro 2008
*QuickBooks UK Pro 2008
*QuickBooks UK Pro 2006
*QuickBooks UK Pro 2005
*QuickBooks UK Pro 2004


The following '''Australian''' versions of QuickBooks are supported (*):
The following '''Australian''' versions of QuickBooks are supported (*):
*QuickBooks Pro 2008/09
*Reckon Accounts (formerly QuickBooks Australia) Pro, Premier, Enterprise 2014-2017 (requires RangerMSP 9 or above)
*QuickBooks Premier 2008/09
*QuickBooks Pro 2013
*QuickBooks Premier 2013
*QuickBooks Pro 2012
*QuickBooks Premier 2012
*QuickBooks Pro 2010/11
*QuickBooks Premier 2010/11
*QuickBooks Pro 2009/10
*QuickBooks Premier 2009/10
*QuickBooks Pro 2008/9
*QuickBooks Premier 2008/9


   
   
<u>The integration with QuickBooks Australia was tested and works in US compatibility mode.</u>
<u>*The integration with QuickBooks Australia was tested and works in US compatibility mode.</u>


[multi user mode is supported]
[multi user mode is supported]


===Installation Instructions===
===Installation Instructions===
The Commit-QuickBooks Link setup uses a step-by-step wizard. In the installation instructions below, only the main steps of the installation process are covered. You can find complete installation instructions in Appendix of this document.
The Commit-QuickBooks Link needs to be set up once, after the initial setup you simply use the various options available to you from the QuickBooks menus.
Depending on your current system installation you may be asked to download an Intuit setup file. If you are asked to download the Intuit file, follow the download instructions that will be displayed.
Before running the setup make sure QuickBooks is installed on your computer, it is working properly and includes the latest patches and updates, and that you are logged in as a Windows Administrator.
====Installing the Commit-QuickBooks Link====
From the Main menu, select Tools > Options... and then navigate to the QuickBooks tab.<br>The Options dialog box appears.
[[File:commit_options_quickbooks_tab.gif|center]]
Select the country your edition of QuickBooks belongs to, and click on Run Setup Wizard.
To integrate with QuickBooks, Commit uses the latest direct API technologies offered by Intuit/QuickBooks, known as QBFC. QBFC should be installed on every PC on your network which will be using the Commit-QuickBooks Link.
If QBFC is not installed on your PC, you will be asked to install it.
[[File:Commit install qbfc question.gif|center]]
Click 'Yes'. QBFC must be installed in order to use Commit-QuickBooks Link.
If you do not have the QBFC installation file, you may download it from the Commit web site. Instructions for downloading the file from the Commit site will appear. Follow these instructions, and then continue with the setup process.
The entire synchronization process takes place between Commit and a QuickBooks company file which you select.
Continue with the wizard until you are asked to select the QuickBooks company file you wish to synchronize with Commit.
[[File:commit_quickbooks_wizard_step4.gif|center]]


Click on 'Click to Select' button to select your QuickBooks company file.
====QuickBooks Desktop====
To setup the integration with '''QuickBooks Desktop''' and connect to your company file please follow [[QuickBooks_Desktop_Link_Installation_Instructions|QuickBooks Desktop Link Installation Instructions]]


After selecting the company file continue with the setup process.
====QuickBooks Online====
To connect to your '''QuickBooks Online''' company please follow [[QuickBooks_Online_Link_Configuration_Instructions|QuickBooks Online Link Configuration Instructions]]


In the following screen, you will be asked to run QuickBooks and open the selected QuickBooks company file as a QuickBooks Administrator user and in Single User mode. Follow these instructions carefully to ensure a smooth installation of the Commit-QuickBooks Link.
===Switching to QuickBooks Online from QuickBooks Desktop===


[[File:commit_quickbooks_wizard_step5.gif|center]]
Please [[Switching_to_QuickBooks_Online_from_QuickBooks_Desktop|click here]] to learn about switching from integrating RangerMSP with QuickBooks Desktop to integrating with QuickBooks Online.


Please follow the instructions in the screen shot above.<br>After logging into QuickBooks as an Administrator and in a single user mode, click 'Next'
===Importing Customers/Vendors from QuickBooks into RangerMSP for the First Time===
This section will show you how to import your Customers into RangerMSP.


Commit will now try to access the selected QuickBooks company file. QuickBooks will display a window requesting permission to allow access to the file. Grant Commit all the relevant permissions.
Important note: If all your Customers are already in RangerMSP, do '''not''' use this import feature until you have created links between existing records in RangerMSP and their related records in QuickBooks. To learn more about how to create these links, [[QuickBooks Link Account Options|click here.]]


[[File:commit_quickbooks_permissions.gif|center]]
Note that before performing a batch import, it is recommended that you first back up all your RangerMSP data. The RangerMSP data is stored in <server>RangerMSP\DB.


Make sure you select the following settings as illustrated above:
After backing up your data, follow the instructions below to import Customers/Vendors from QuickBooks into RangerMSP:
#Always allow access even if QuickBooks is not running
#Login as user with Admin privileges.


<u>Note:</u> The dialog box you see may slightly differ from the one above depending on your version/edition of QuickBooks.
In the Accounts window, go to the QuickBooks drop down toolbar menu and select Import New Records/Update Linked Records from QuickBooks.<br>


Click Continue. QuickBooks will then ask you to confirm that you grant the permissions to Commit. Click Yes.
[[File:importing_accounts_from_qb.gif|center]]<br>


When the permissions are granted to Commit the setup is complete.
[[File:backup_warning.png|center]]<br>


[[File:commit_options_quickbooks_tab2.gif|center]]
If you have backed up your RangerMSP Data, click OK to continue with the import process.


You will be returned to the Options window. Confirm by clicking OK.
The import wizard will ask you to select the QuickBooks records you would like to import into RangerMSP. By default, only active Customers are imported. If you want to import your vendors as well, follow the import wizard again once you have completed importing your Customers, and select Vendors.


Done! The Commit-QuickBooks Link setup is now complete.
[[File:accounts_import_wizard.png|center]]
 
(To view complete installation instructions including all the steps, click here or see Appendix A at the end of this document.)
 
===Importing Customers/Vendors from QuickBooks into Commit for the First Time===
his section will show you how to import your Customers into Commit.
 
Important note: If all your Customers are already in Commit, do not use this import feature until you have created links between existing records in Commit and their related records in QuickBooks. [[To learn more about how to create these links, click here.]]
 
Note that before performing a batch import, it is recommended that you first back up all your Commit data. The Commit data is stored in <server>Commit\DB.
 
After backing up your data, follow the instructions below to import Customers/Vendors from QuickBooks into Commit:
 
In the Accounts window, go to the QuickBooks drop down toolbar menu and select Import New Records/Update Linked Records from QuickBooks.
 
[[File:commit_importing_accounts_from_qb.gif|center]]
 
[[File:commit_backup_warning.gif|center]]
 
If you have backed up your Commit Data, click OK to continue with the import process.
 
The import wizard will ask you to select the QuickBooks records you would like to import into Commit. By default, only active Customers are imported. If you want to import your vendors as well, follow the import wizard again once you have completed importing your Customers, and select Vendors.
 
[[File:commit_accounts_import_wizard.jpg|center]]


Select the type of QuickBooks records you want to import, and click Next.
Select the type of QuickBooks records you want to import, and click Next.


[[File:commit_accounts_import_wizard_finish.gif|center]]
[[File:accounts_import_wizard_finish.png|center]]


Click Finish.
Click Finish.


[[File:commit_start_importing_data_question.gif|center]]
[[File:start_importing_data_question.png|center]]


Click Yes to begin importing the data.<br>The import process will begin.
Click Yes to begin importing the data.<br>The import process will begin.


[[File:commit_import_accounts_progress.gif|center]]
[[File:import_accounts_progress.png|center]]


Wait till the records are imported from QuickBooks to Commit
Wait till the records are imported from QuickBooks to RangerMSP:


[[File:commit_successful_import.gif|center]]
[[File:successful_import.png|center]]


Click OK.
Click OK.


The import has finished. You can now see all the imported records in Commit in the Accounts window:
The import has finished. You can now see all the imported records in RangerMSP in the Accounts window:


[[File:commit_imported_accounts_list.gif|center]]
[[File:imported_accounts_list.png|center]]


Please note that QuickBooks Jobs are not imported in batch imports from QuickBooks. You can import jobs on one by one basis using the 'New Account in Commit Based on QuickBooks' menu option.
Please note that QuickBooks Jobs are not imported in batch imports from QuickBooks. You can import jobs on one by one basis using the 'New Account in RangerMSP Based on QuickBooks' menu option.


===Importing Items from QuickBooks into Commit===
===Importing Items from QuickBooks into RangerMSP===
This section will show you how to import your QuickBooks Items into Commit.
This section will show you how to import your QuickBooks Items into RangerMSP.


<u>Important Note:</u> If all your Items are already in Commit, do not use this import feature until you have created links between existing records in Commit and their related records in QuickBooks. [[To learn more about how to create these links, click here]].
<u>Important Note:</u> If all your Items are already in RangerMSP, do '''not''' use this import feature until you have created links between existing records in RangerMSP and their related records in QuickBooks. To learn more about how to create these links, [[QuickBooks Link Items Options|click here]].


Every Labor/Parts/Expense Charge in Commit is based on a selected Item. This is why Items are important to the entire billing process. The Commit-QuickBooks Link enables you to import all your Items from QuickBooks, saving you from retyping Item details in Commit.
Every Labor/Parts/Expense Charge in RangerMSP is based on a selected Item. This is why Items are important to the entire billing process. The RangerMSP-QuickBooks Link enables you to import all your Items from QuickBooks, saving you from retyping Item details in RangerMSP.


Note that before performing a batch import, it is recommended that you first back up all your Commit data. The Commit data is stored in <server>Commit\DB.
Note that before performing a batch import, it is recommended that you first back up all your RangerMSP data. The RangerMSP data is stored in <server>RangerMSP\DB.


After backing up your data follow the instructions below to import Items from QuickBooks into Commit:
After backing up your data follow the instructions below to import Items from QuickBooks into RangerMSP:


In the Items window, go to the QuickBooks drop down toolbar menu and select Import New Records/Update Linked Records from QuickBooks.
In the Items window, go to the QuickBooks drop down toolbar menu and select Import New Records/Update Linked Records from QuickBooks.


[[File:commit_importing_items_from_qb.gif|center]]
[[File:importing_items_from_qb.png|center]]


[[File:commit_backup_warning.gif|center]]
[[File:backup_warning.png|center]]


If you have backed up your Commit Data, click OK to continue with the import process.
If you have backed up your RangerMSP Data, click OK to continue with the import process.


The import wizard will ask you to select the QuickBooks records you would like to import into Commit. By default, all active Items are imported.
The import wizard will ask you to select the QuickBooks records you would like to import into RangerMSP. By default, all active Items are imported.


[[File:commit_items_import_wizard.gif|center]]
[[File:items_import_wizard.png|center]]


Select the types of Items you want to import from QuickBooks and click Next.
Select the types of Items you want to import from QuickBooks and click Next.


[[File:commit_items_import_wizard_finish.gif|center]]
[[File:items_import_wizard_finish.png|center]]


Click '''Finish'''.
Click '''Finish'''.


[[File:commit_start_importing_data_question.gif|center]]
[[File:start_importing_data_question.png|center]]


Click Yes to begin importing the data.<br>The import process will begin.
Click Yes to begin importing the data.<br>The import process will begin.


[[File:commit_import_items_progress.gif|center]]
[[File:import_items_progress.png|center]]


Wait untill the record are imported from QuickBooks to Commit
Wait until the record are imported from QuickBooks to RangerMSP:


[[File:commit_successful_import.gif|center]]
[[File:successful_import.png|center]]


Click '''OK'''.
Click '''OK'''.


The import has finished. You can now see all the imported records in Commit, in the Items window.
The import has finished. You can now see all the imported records in RangerMSP, in the Items window.
 
[[File:commit_imported_items_list.gif|center]]
 
===Creating New Invoice===
CommitCRM lets you create QuickBooks Invoices at the Account/Ticket/Contract levels.
 
refer to [[Commit-QuickBooks Link#Creating New Invoice 2|How to Create a New Invoice]
 
== Using the Commit-QuickBooks Link ==
At this stage, where the Commit-QuickBooks Link installation setup is complete, you can start using it.
 
A few clicks will allow you to sync information between the two programs. Thus saving a lot of time and increasing productivity.
 
The first stage after the installation is to import Customers, Vendors and Items from QuickBooks into Commit.<br>Please note that you can easily perform the imports (as explained below).
 
However, we strongly recommend to backup Commit data prior to the imports.
 
You should backup <server>\Commit\DB folder including all files while no one is using Commit.
 
<u>Note:</u> If you are already using Commit for a while and already have all your customers and items record in Commit you should match Commit records with QuickBooks records '''instead''' <u>of importing the records (importing the records in this case will only create duplicates in your database and therefore it should be avoided). To learn more about how to link existing records between the two systems see [['Link Account to QuickBooks Customer/Job/Vendor Record' or click here]]</u>
 
===Accounts===
Your company has ongoing interactions with customers, vendors, business partners, friends, leads, and so on. In Commit, each of these types of contacts is called an Account. You can manage your Account contact data and all other related data in the Accounts window.
 
In Accounts, related data is any information related to the Account that is presently being managed in Commit, such as scheduled Appointments, open Tasks, Phone Call monitoring, Ticket/incident history, Assets (customer equipment and software licenses), Charges, linked Documents (MS-Word, emails, Excel etc.), Sales Opportunities and so on.
 
Account information is organized in separate information tabs that display different types of data.
 
To view all information related to an Account, open the Accounts window, locate the required Account, and browse through its data by clicking on the information tabs.
 
Accounts can be easily imported from QuickBooks, and changes can be synchronized between both systems.
 
====Actions in Commit-QuickBooks Link====
Aside from importing your Customers into Commit, the Commit-QuickBooks Link includes many other useful functions.
 
You can view all of the synchronization options that are available between Account records in Commit and Customers/Vendors in QuickBooks in the Accounts window under the QuickBooks drop down toolbar menu.
 
There you will see one of the following two menus:
 
The first menu is displayed when a selected Account is not linked to the parallel Customer/Vendor in QuickBooks.
 
[[File:commit_quickbooks_options_in_accounts_window1.gif|center]]
 
The second menu is displayed when a selected Account is already linked to the parallel Customer/Vendor record in QuickBooks.
 
[[File:commit_quickbooks_options_in_accounts_window2.gif|center]]
 
All the options are accessible from the Accounts window, so it is not necessary to open the QuickBooks Company while those actions are being performed (although if QuickBooks is open you may notice performance improvements).
 
=====Create Invoice=====
This option enables you to create a QuickBooks invoice from Commit for the selected Account, based on billable charges entered in Commit that haven't been billed yet. You can also include not-billable charge in the invoice, without it affecting the invoice total amount.
 
[[Click Here for a detailed step–by-step guide on how to manage invoices.]]
 
=====Link Account To QuickBooks Customer/Job/Vendor Record=====
This option enables you to link between an existing record in Commit and an existing record in QuickBooks.
 
This option is very useful when the same customer already exist in Commit and also exist in QuickBooks. It tells the system that both these records are actually the same contact and there should be a link between them when synchronizing data. Also, when generating QuickBooks invoices from Commit the link tells Commit to which customer to link the invoice to.
 
To link between an existing Account record in Commit and an existing Customer/Job/Vendor in QuickBooks, go to the Accounts window and select Link Account To QuickBooks Customer/Job/Vendor Record on the QuickBooks drop down toolbar menu.
 
[[File:commit_link account_to_quickbooks_record.gif|center]]
 
The QuickBooks Customer/Job Selection dialog box will appear:
 
[[File:commit_quickbooks_customer_selection_window1.gif|center]]
 
Type the name of the QuickBooks Customer/Job/Vendor in the Name field in QuickBooks, and click Find. The relevant records in QuickBooks will be displayed. Select the record that matches the record in Commit and click OK.
 
=====Create New Record in QuickBooks Based on Commit Account=====
This option allows you to create a new Customer/Vendor in QuickBooks based on the existing Account in Commit, instead of retyping all the information again in QuickBooks. It also creates a link between the record in Commit and the newly created corresponding record in QuickBooks.
 
This option is useful when a new Account record was created in Commit and you want to add it to QuickBooks, without having to type the Account details again in QuickBooks.
 
To create a new Customer/Vendor in QuickBooks based on an existing Commit Account, select the relevant record in the Accounts window in Commit and then select Create New Record in QuickBooks Based on Commit Account in the QuickBooks menu.
 
[[File:commit_new_record_in_quickbooks_based_on_account.gif|center]]
 
The Account record will now be transferred to QuickBooks as a Customer/Vendor. You can open QuickBooks and view the newly created record.
 
[[File:commit_new_customer_in_quickbooks.gif|center]]
 
=====Update Linked QuickBooks Record with Commit Account Data=====
You can update a linked QuickBooks Customer/Job/Vendor with Commit Account data. This option is useful when you've updated an Account in Commit and want to automatically transfer these updates to the corresponding linked Customer/Job/Vendor in QuickBooks.
 
To update a linked Customer/Job/Vendor in QuickBooks with Commit Account data, select the relevant Account in the Accounts window in Commit and then select Update Linked QuickBooks Record with Commit Account Data on the QuickBooks drop down toolbar menu.
 
[[File:commit_update_quickbooks_record_with_accounts_data.gif|center]]
 
The relevant Customer/Job/Vendor will be automatically updated in QuickBooks. You can open QuickBooks and view the updated information.
 
[[File:commit_updated_customer_in_quickbooks.gif|center]]
 
The two images above, show that a 'Fax' number that was added in to the record in Commit and how it has been updated in the parallel record in QuickBooks after activating this option.
 
<u>Note:</u> If the linked Customer/Job/Vendor in QuickBooks was also updated since the last synchronization took place, you will receive a system warning.
 
=====Update Account Data from the Linked QuickBooks Record=====
You can update a linked Commit Account with QuickBooks Customer/Job/Vendor data. This option is useful when you've updated a Customer/Job/Vendor in QuickBooks and want to automatically transfer the changes to Commit.
 
In the following example, the E-mail field was updated in QuickBooks:
 
[[File:commit_updated_customer_in_quickbooks2.gif|center]]
 
To update the linked Commit Account with the changed data from the parallel record in QuickBooks, select the relevant Account in Commit and then select  Update Account Data from the Linked QuickBooks Record on the QuickBooks drop down toolbar menu.
 
[[File:commit_update_account_with_quickbooks_data.gif|center]]
 
The selected record in Commit will be updated with the changes made in QuickBooks.
 
[[File:commit_updated_account.gif|center]]
 
In the example above, you can see that the E-mail field in Commit has been updated with the new information from the linked QuickBooks record.
 
<u>Note:</u> If the linked Account in Commit was also updated since the last synchronization took place, you will receive a system warning.
 
=====Remove Link Between the Account and QuickBooks Record=====
You can remove the link between a Commit Account and QuickBooks Customer/Job/Vendor. This feature is useful for removing links that were created by mistake, removing links to QuickBooks records that were deleted, or when you don't want to continue synchronizing data between records.
 
When you remove a link between records, you will no longer be able to synchronize changes between them. You can always link the records again in the future with the Link Account To QuickBooks Customer/Job/Vendor Record option on the QuickBooks drop down toolbar menu as described above.
 
To remove the link between the records, select the relevant Account in Commit and then select Remove Link Between the Account and QuickBooks Record on the QuickBooks drop down toolbar menu.
 
[[File:commit_remove_link_between_accounts.gif|center]]
 
=====New Account in Commit Based on a QuickBooks Record=====
This option allows you to create a new Account record in Commit based on an existing Customer/Job/Vendor in QuickBooks. It also creates a link between the record in QuickBooks and the newly created corresponding record in Commit.
 
This option is useful when a new Customer/Job/Vendor record was created in QuickBooks and you want to add it to Commit, without typing the details again in Commit.
 
To create a new Account in Commit based on a Customer/Job/Vendor in QuickBooks, select New Account in Commit Based on QuickBooks from the Accounts window in Commit.
 
[[File:commit_new_account_based_on_quickbooks_record.gif|center]]
 
The QuickBooks Selection dialog box will appear.
 
[[File:commit_quickbooks_customer_selection_window2.gif|center]]
 
Search for the Customer/Job/Vendor in QuickBooks that you want to use to create the new Account in Commit.
 
Enter the name of the Customer/Job/Vendor in the Name field in QuickBooks, and click Find. Any related QuickBooks Customers/Jobs/Vendor will be displayed. Select the relevant record and click OK.
 
[[File:commit_new_account.gif|center]]
 
Done! The new Account will now be created in Commit.
 
=====Import New Records / Update Linked Records from QuickBooks=====
If you have added or updated any Customers/Vendors/Jobs in QuickBooks, you can import these changes into Commit using the same function as the one you used initially to import all the records from QuickBooks into Commit.
 
Using this option after the initial import enables you to import all the QuickBooks records that have been added to QuickBooks after the initial import. It also syncs all updates performed to records in QuickBooks and applies them to the corresponding linked records in Commit.
 
During the first import, all the relevant Account records from QuickBooks will be imported into Commit.
 
From the second import and on:
#All the new records in QuickBooks that were created during the period between the last import and the current import, will be imported to Commit as new records.
#All the records in QuickBooks that were updated during the period between the last import and the current import, will be updated in Commit as well.
 
Please note, that Jobs are not imported in the batch import from QuickBooks to Commit. You can import the jobs on one by one basis using the 'New Account in Commit Based on QuickBooks' option. However, updates to Jobs that have been are already linked to Commit Accounts will be synchronized and will update the corresponding record in Commit.
 
To sync/import all the records, go to Accounts window > QuickBooks drop down toolbar menu and select the option 'Import New Records / Update Linked Records from QuickBooks...'
 
[[File:commit_importing_accounts_from_qb.gif|center]]
 
===Items===
Items in Commit are a catalog of all the services and products you offer. The Items list in Commit acts as your price list.
 
Each Item has a unique Code, Name, Description and Pricing Setting.
 
There are three types of Items in Commit:
 
'''Parts''' Items are hardware, software, or any other items you ship to your customer. These items have fixed prices.
 
'''Labor''' Items are services you provide to your customers, such as server installation, network installation, on-site technician visits, etc. Each Labor item can have a fixed price, a fixed hourly rate, or a dynamic hourly rate that varies depending upon the employee who performs the service.
 
'''Expense''' Items are used to charge expenses, such as travel and special deliveries. Expense Items can have a fixed price per unit or a fixed hourly rate.
 
For each new Charge record, an Item is selected and the relevant Item data is automatically copied to the new charge. This streamlines your data entry process. Also, the selected Item for a Charge in Commit will be the Item that appears on the QuickBooks invoice line when the Charge is transferred to a QuickBooks invoice.
 
Items can be Active or Suspended. A suspended Item cannot be selected when adding new charges.
 
Items can be easily imported from QuickBooks, and changes can be synchronized between QuickBooks and Commit.
 
====Actions in Commit QuickBooks====
Aside from the ability to import Items into Commit, there are many other useful functions in the Commit-QuickBooks Link.
 
You can see all the synchronization options for Item records in Commit and QuickBooks in the Items window on the QuickBooks drop down toolbar menu in Commit.
 
You will see one of the two following menus.
 
The first menu is displayed when a selected Item record is not linked to an Item record in QuickBooks.
 
[[File:commit_quickbooks_options_in_items_window1.gif|center]]
 
The second menu is displayed when a selected Item record is linked to an Item record in QuickBooks.
 
[[File:commit_quickbooks_options_in_items_window2.gif|center]]
 
All the options are initiated from the Items window in Commit, and therefore the QuickBooks company file does not have to be open when you choose to select any of the above actions. (If QuickBooks is open you may notice performance improvements.)
 
'''General'''<br>Commit syncs with the following item types in QuickBooks:
#Labor Items in Commit are parallel to Service Items in QuickBooks
#Products/Parts Items in Commit are parallel to the following Items in QuickBooks:
##Inventory Parts
##Non-Inventory Parts
##Inventory Assembly Items
#Expense Items in Commit are parallel to Other Charge Items in QuickBooks.
 
=====Link Item To QuickBooks Service / Part/Assembly / Other Charge Item=====
You can create a link between an existing Item in Commit with an existing Item in QuickBooks.<br>This option is useful when the same Item already exists in both Commit and QuickBooks. The linking function tells the system that these records are the same Item and they should e synchronized with each other.
 
To link between an existing Item record in Commit and an existing Item in QuickBooks, select Link Item To QuickBooks Service/Part/Assembly/Other Charge Item on the QuickBooks drop down toolbar menu.
 
[[File:commit_link_item_to_quickbooks_record.gif|center]]
 
The QuickBooks Item Selection window will appear:
 
[[File:commit_quickbooks_item_selection_window1.gif|center]]
 
Type the name of the Item in the Name field in QuickBooks, and click Find. The relevant Items in QuickBooks will be displayed. Select the Item that matches the Item in Commit and click OK.<br>Done! You have created the link between the two records.
 
In the example above, we have created a link between an Expense Item in Commit and an Other Part Item in QuickBooks. Updates in Commit to this Item can now be synchronized with to QuickBooks, and vice versa.
 
=====Create New Item In QuickBooks Based on Commit Item=====
This option enables you to create a new Item in QuickBooks based on an existing Item in Commit. It also creates a link between the record in Commit and the newly created corresponding record in QuickBooks.
 
This option is useful when a new Item record was created in Commit and you want to add it to the QuickBooks, without having to type the Item details again in QuickBooks.
 
To create a new Item in QuickBooks based on an already existing Commit Item, select the relevant Item in the Items window in Commit and then select the Create New Item In QuickBooks Based on Commit Item on the QuickBooks drop down toolbar menu.
 
The following types of Commit Items will be created as the following QuickBooks Items:<br>Labor items in Commit will be created as Service Items in QuickBooks.<br>Expense Items in Commit will be created as Other Items in QuickBooks.<br>Products/Parts Items in Commit will be created as Inventory Parts or Inventory Assembly or Non Inventory Parts in QuickBooks.
 
[[File:commit_new_record_in_quickbooks_based_on_commit_item.gif|center]]
 
The Item record will now be transferred to QuickBooks. You can open QuickBooks and view the newly created record.
 
[[File:commit_new_item_in_quickbooks.gif|center]]
 
=====Update Linked QuickBooks Record with Commit Item Data=====
You can update a linked QuickBooks Item with Commit Item data. This option is useful you've updated an Item in Commit and want to automatically transfer these updates to the corresponding linked Item in QuickBooks.
 
To update a linked Item in QuickBooks with Commit Item data, select the relevant Item in the Items window in Commit and then select Update Linked QuickBooks Record with Commit Item Data on the QuickBooks drop down toolbar menu.
 
[[File:commit_update_quickbooks_record_with_commit_item_data.gif|center]]
 
The relevant Item will be automatically updated in QuickBooks. You can open QuickBooks and view the updated information.
 
[[File:commit_updated_item_in_quickbooks.gif|center]]
 
You can see in the images above how the updated 'Price' field in Commit was updated in the parallel record in QuickBooks after selecting this option.
 
<u>Note:</u> If the linked Item in QuickBooks was also updated since the last synchronization took place, you will receive a system warning.
 
=====Update Item Data from the Linked QuickBooks Record=====
You can update a linked Commit Item with QuickBooks Item data. This option is useful when you've updated an Item in QuickBooks and want to automatically transfer the changes to Commit.
 
In the following example, the Item Description field was updated in QuickBooks:
 
[[File:commit_updated_item_in_quickbooks2.gif|center]]
 
To update the linked Commit Item with the changed data from the parallel QuickBooks Item,  select the relevant Item in Commit and then select the option: Update Item Data from the Linked QuickBooks Record on the QuickBooks drop down toolbar menu.
 
[[File:commit_update_item_with_quickbooks_data.gif|center]]
 
The selected record in Commit will be updated with the changes made in QuickBooks.
 
[[File:commit_updated_item.gif|center]]
 
In the example above, you can see that the Description field in Commit has been updated with the new information from the linked QuickBooks record.
 
<u>Note:</u> If the linked Item in Commit was also updated since the last synchronization took place, you will receive a system warning.
 
=====Remove Link Between the Item and QuickBooks Record=====
You can remove the link between a Commit Item and a QuickBooks Item. This feature is useful for removing links that were created by mistake, removing links to QuickBooks records that were deleted, or when you don't want to continue synchronizing data between records. When you remove a link between records, you will no longer be able to synchronize changes them. You can always link the records again in the future with the Link Item To QuickBooks Item Record on the QuickBooks drop down toolbar menu as described above.
 
To remove the link between the records, select the relevant Item in Commit and then select Remove Link Between the Item and QuickBooks Record on the QuickBooks drop down toolbar menu.
 
[[File:commit_remove_link_between_items.gif|center]]
 
=====New Item in Commit Based on QuickBooks Item=====
This option allows you to create a new Item in Commit based on an existing Item in QuickBooks. It also creates a link between the record in QuickBooks and the newly created corresponding record in Commit
 
This option is useful when a new Item was created in QuickBooks and you want to add it to Commit, without typing the details again in Commit.
 
To create a new Item in Commit based on an Item in QuickBooks, select New Item in Commit Based on QuickBooks Item from the Items window in Commit, and then select the type of item you want to import: Service/Inventory Part/Inventory Assembly/Non Inventory Part/Other Charge.
 
[[File:commit_new_item_based_on_quickbooks_record.gif|center]]
 
The QuickBooks Item Selection window will open.
 
[[File:commit_quickbooks_item_selection_window2.gif|center]]
 
Search for the Item in QuickBooks that you want to use to create the new Item in Commit.
 
Enter the name of the Item in the Name field in QuickBooks and click Find. Any related Items will be displayed. Select the relevant record and click OK.
 
[[File:commit_new_item.gif|center]]
 
Done! The new Item will now be created in Commit.
 
=====Import New Records / Update Linked Records from QuickBooks=====
his option is the same one that may have been used to initially import all the records from QuickBooks into Commit.
 
Using this option after the initial import enables you to import all the QuickBooks records that have been added to QuickBooks after the initial import. It also syncs all updates performed to records in QuickBooks and applies them to the corresponding linked records in Commit.
 
During the first import, all the relevant Items records from QuickBooks will be imported into Commit.
 
From the second import and on:
#All the new records in QuickBooks that were created during the period between the last import and the current import, will be imported to Commit as a new records.
#All the records in QuickBooks that were updated during the period between the last import and the current import, will be updated in Commit as well.
 
To sync/import all the records, go to Items window > QuickBooks drop down toolbar menu and select the option 'Import New Records / Update Linked Records from QuickBooks...':
 
[[File:commit_importing_items_from_quickbooks.gif|center]]
 
===Invoices===
With the Commit-QuickBooks Link you can create invoices  in QuickBooks based on charges entered in Commit.
 
This feature allows you to manage all the aspects of your service in one program: CommitCRM. You can manage Tickets, enter Charges, etc. in CommitCRM, while all billing is managed in QuickBooks.
 
QuickBooks invoices can easily be created from CommitCRM at the customer level, the service contract level and the ticket level.
 
All invoices created from CommitCRM are based on Charge records added in CommitCRM. Each Charge record is either a labor charge for work performed, a parts charge describing a part that has been used, or an expense charge for expenses spent on behalf of the customer, i.e. for special deliveries.
 
It is recommended that you familiarize yourself with the following terms in CommitCRM:
 
<u>Tickets</u> – [[Every incident, problem, or job you handle for a customer is managed in CommitCRM using a Ticket record. Click here to learn more.]]


<u>Contracts</u> – [[Contract records are used to manage your service contracts and track their status. Click here to learn more.]]
[[File:imported_items_list.png|center]]


<u>Charges</u> – [[Charge records are used to track all activities that will be charged to customers, such as labor, parts and expenses. Click here to learn more.]]
===Creating a New Invoice in QuickBooks===
RangerMSP lets you create QuickBooks Invoices at the '''Account/Ticket/Contract '''levels.


====Creating New Invoice====
If you create an invoice at the '''Account level''', all Billable charges related to the Account that haven't been billed yet will be included in the invoice, including charges related to Tickets and Contracts.
CommitCRM lets you create QuickBooks Invoices at the Account/Ticket/Contract levels.


If you create an invoice at the Account level, all Billable charges related to the Account that haven't been billed yet will be included in the invoice, including charges related to Tickets and Contracts.
If you create an invoice at the '''Contract level''', only Billable charges that haven't been billed yet which are related to the selected Contract will be included in the invoice, including all Ticket-related charges.


If you create an invoice at the Contract level, only Billable charges that haven't been billed yet which are related to the selected Contract will be included in the invoice, including all Ticket-related charges.
If you create an invoice at the '''Ticket level''', only Billable charges that haven't been billed yet which are related to the selected Ticket will be included in the invoice.
 
If you create an invoice at the Ticket level, only Billable charges that haven't been billed yet which are related to the selected Ticket will be included in the invoice.


In all cases, you can also include not-billable charges in the invoice, which will be displayed in the invoice with a zero billable total amount. This way you can include all the charges without actually billing for not-billable charges.
In all cases, you can also include not-billable charges in the invoice, which will be displayed in the invoice with a zero billable total amount. This way you can include all the charges without actually billing for not-billable charges.
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<u>Option 1:</u> Go to the Accounts/Tickets/Contracts window, and select Create Invoice... on the QuickBooks drop down toolbar menu.
<u>Option 1:</u> Go to the Accounts/Tickets/Contracts window, and select Create Invoice... on the QuickBooks drop down toolbar menu.


[[File:commit_accounts_window_create_invoice_menu.gif|center]]
[[File:accounts_window_create_invoice_menu.png|center]]


or
or


[[File:commit_tickets_window_create_invoice_menu.gif|center]]
[[File:tickets_window_create_invoice_menu.png|center]]


or
or


[[File:commit_contracts_window_create_invoice_menu.gif|center]]
[[File:contracts_window_create_invoice_menu.png|center]]


<u>Option 2:</u> Go to the File menu, select New and then QuickBooks Invoice.
<u>Option 2:</u> Go to the File menu, select New and then QuickBooks Invoice.


[[File:commit_new_quickbooks_invoice_menu.gif|center]]
[[File:New_quickbooks_invoice_menu.png|center]]


After selecting this option the Generate QuickBooks Invoice dialog box is displayed:
After selecting this option the Generate QuickBooks Invoice dialog box is displayed:


[[File:commit_general_new_invoice_window.gif|center]]
[[File:general_new_invoice_window.png|center]]


Select the level at which you want to generate the invoice (either Accounts, Tickets, or Contracts).
Select the level at which you want to generate the invoice (either Accounts, Tickets, or Contracts).
Line 617: Line 324:
View all the open Billable charges for the level you selected:
View all the open Billable charges for the level you selected:


[[File:commit_all_tickets_to_be_invoiced.gif|center]]
[[File:all_tickets_to_be_invoiced.png|center]]


In the example above, the Ticket level was selected. All the Tickets with open Billable charges are displayed. Select the Ticket for which you want to create an invoice and click Select Ticket and Continue.
In the example above, the Ticket level was selected. All the Tickets with open Billable charges are displayed. Select the Ticket for which you want to create an invoice and click Select Ticket and Continue.
Line 623: Line 330:
After selecting the Account/Contract/Ticket record for which you want to create an invoice, the following window is displayed (this window is also displayed when the Create Invoice... option has been selected from the Account/Contact/Ticket window in Option 1 above):
After selecting the Account/Contract/Ticket record for which you want to create an invoice, the following window is displayed (this window is also displayed when the Create Invoice... option has been selected from the Account/Contact/Ticket window in Option 1 above):


[[File:commit_invoice_wizard_step2.gif|center]]
[[File:invoice_wizard_step2.gif|center]]


All Billable charges that haven't been billed yet and are related to the selected Account, Contract or Ticket record (Ticket in the example above) are displayed and by default are selected (using the check mark) to be included in the invoice. In addition, you can include Not-billable charges in the invoice. Not-Billable charges are displayed in the invoice, however, they do not affect the invoice total.
All Billable charges that haven't been billed yet and are related to the selected Account, Contract or Ticket record (Contract in the example above) are displayed and by default are selected (using the check mark) to be included in the invoice.  


To include or exclude the not-billable charges click the Include Not-Billable Charge/Exclude Not-Billable Charges button. Note that Administrators can set the system to always include the Not-Billable charges from Tools > Options > QuickBooks.
In the charge list you can select which charges will be included in the invoice by selecting or unselecting them by clicking on the checkbox to the left of the record.
<br><br>
'''Include/Exclude Not-Billable Charges'''<br>
In addition to the billable charges, you can include Not-billable charges in the invoice. When adding them, Not-Billable charges are displayed in the invoice, however, they do not affect the invoice total.


In the charge list you can select which charges will be included in the invoice by selecting or unselecting them by clicking on the checkbox to the left of the record.
To include or exclude the not-billable charges click the Include Not-Billable Charge/Exclude Not-Billable toggle Charges button. Note that Administrators can set the system to always include the Not-Billable charges from Tools > Options > QuickBooks.
<br><br>
'''To be Printed/To be Emailed Flags'''<br>
Depending on your QuickBooks edition, Invoices in QuickBooks may include the following options: ‘To be printed’ and ‘To be emailed’.
 
By default, when creating new invoices from RangerMSP, the values for these options are taken from the default settings in QuickBooks (see the selected 'by QuickBooks' option). When un-checking the 'by QuickBooks' option, you can control the values to be used when generating the QuickBooks Invoice.
 
See more details in [[QuickBooks_Link#QuickBooks_Link_Settings|QuickBooks Link Settings]].


{| id="mp-tfp" style="margin:7px 0 0 0; width:100%; background:none;"
{| id="mp-tfp" style="margin:7px 0 0 0; width:100%; background:none;"
Line 635: Line 352:
| class="MainPageBG" style="width:50%; border:1px solid #FFCB99; background:#ffffff; vertical-align:top; color:#000;" |
| class="MainPageBG" style="width:50%; border:1px solid #FFCB99; background:#ffffff; vertical-align:top; color:#000;" |
{| id="mp-left" cellpadding="2" cellspacing="5" style="width:100%; vertical-align:top; background:#ffffff;"
{| id="mp-left" cellpadding="2" cellspacing="5" style="width:100%; vertical-align:top; background:#ffffff;"
! <h3 id="mp-tfa-h2" style="margin:0; background:#fff3e1; font-size:120%; font-weight:bold; border:1px solid #FFCB99; text-align:left; color:#000; padding:0.2em 0.4em;">Tip
! <h3 id="mp-tfa-h2" style="margin:0; background:#fff3e1; font-size:120%; font-weight:bold; border:1px solid #FFCB99; text-align:left; color:#000; padding:0.2em 0.4em;">Tip</h3>
|-
|-
| style="color:#000;" | <div id="mp-tfa">You can use the Quick Select and/or Quick Unselect and/or Advanced Sort buttons to more easily select the Charges to be billed (this is usually required when a lot of charges are displayed). </div>
| style="color:#000;" | <div id="mp-tfa">You can use the Quick Select and/or Quick Unselect and/or Advanced Sort buttons to more easily select the Charges to be billed (this is usually required when a lot of charges are displayed). </div>
|}
|}
|}
|}


At this stage you can also set different parameters for the invoice itself. The following options are located at the top of the Generate QuickBooks Invoice window:
At this stage you can also set different parameters for the invoice itself. The following options are located at the top of the Generate QuickBooks Invoice window:
Line 653: Line 371:
The lines of the invoice are now displayed as they will appear in the QuickBooks invoice.
The lines of the invoice are now displayed as they will appear in the QuickBooks invoice.


[[File:commit_invoice_wizard_step3.gif|center]]
[[File:invoice_wizard_step3.gif|center]]


In this step you can modify the text which will be displayed on the invoice lines. Note that all modifications made to the invoice lines here are not applied to Charges in Commit, and only apply to the QuickBooks invoice lines.
In this step you can modify the text which will be displayed on the invoice lines. Note that all modifications made to the invoice lines here are not applied to Charges in RangerMSP, and only apply to the QuickBooks invoice lines.


'''Move Line Up/Down'''
'''Move Line Up/Down'''
Line 666: Line 384:
You can also use the "Incl. in Description" button to include additional information to all invoice line simultaneously, such as:
You can also use the "Incl. in Description" button to include additional information to all invoice line simultaneously, such as:


[[File:commit_include_in_description_button.gif|center]]
[[File:include_in_description_button.gif|center]]


Click on Incl. in Description and select the data you wish to be added to the description for every invoice line. To add this information to all invoices by default go to Tools > Options > QuickBooks and select the information you want to include in invoice lines.
Click on Incl. in Description and select the data you wish to be added to the description for every invoice line. To add this information to all invoices by default go to Tools > Options > QuickBooks and select the information you want to include in invoice lines.
Line 674: Line 392:
As mentioned above, these changes will take affect only on the invoice lines in QuickBooks. The original charges will not be affected by these changes.
As mentioned above, these changes will take affect only on the invoice lines in QuickBooks. The original charges will not be affected by these changes.


[[File:commit_edit_invoice_line_description.gif|center]]
[[File:edit_invoice_line_description.png|center]]


In the image below, you can see that additional information has appeared in the Description column of the invoice lines.
In the image below, you can see that additional information has appeared in the Description column of the invoice lines.


[[File:commit_invoice_wizard_step3_with_changes .gif|center]]
[[File:invoice_wizard_step3_with_changes.gif|center]]


When the invoice information is complete, click Generate QuickBooks Invoice.
When the invoice information is complete, click Generate QuickBooks Invoice.


Commit will now verify all the settings with QuickBooks and will add the QuickBooks invoice. Once an invoice has been created, the following unofficial invoice will be displayed. This invoice is just to give you an idea of how the invoice was created in QuickBooks. For complete details, view the invoice details in QuickBooks.
RangerMSP will now verify all the settings with QuickBooks and will add the QuickBooks invoice. Once an invoice has been created, the following unofficial invoice will be displayed. This invoice is just to give you an idea of how the invoice was created in QuickBooks. For complete details, view the invoice details in QuickBooks.


[[File:commit_quickbooks_invoice_in_commit.gif|center]]
[[File:Quickbooks_invoice_details.png|center]]


If you wish to create another invoice, click on Create New Invoice'. Otherwise, you can close the window.
If you wish to create another invoice, click on Create New Invoice'. Otherwise, you can close the window.
Line 690: Line 408:
The invoice we've created looks like the following in QuickBooks:
The invoice we've created looks like the following in QuickBooks:


[[File:commit_quickbooks_invoice_in_quickbooks.gif|center]]
[[File:Quickbooks_invoice_in_quickbooks.png|center]]


====Creating Invoices - Advanced Invoice CreationTopics====
== Using the RangerMSP-QuickBooks Link ==
This chapter provides more details about the invoice creation process.
At this stage, where the RangerMSP-QuickBooks Link installation setup is complete, you can start using it.


<u>Handling Unsynchronized Accounts during Invoice Creation</u><br>When creating an invoice, an asterisk * may appear near the Account's name. The asterisk means that the Account is not synchronized with QuickBooks.  
A few clicks will allow you to sync information between the two programs. Thus saving a lot of time and increasing productivity.


In this case, you can still create the invoice. Continue with the invoice creation wizard, and at a later stage Commit will let you create a link between the Account in Commit and the Customer in QuickBooks, or create a new Customer in QuickBooks.
The first stage after the installation is to import Customers, Vendors and Items from QuickBooks into RangerMSP.<br>Please note that you can easily perform the imports (as explained below).


[[File:commit_all_accounts_to_be_invoiced.gif|center]]
However, we strongly recommend to backup RangerMSP data prior to the imports.


In the example above, the selected Account has not been synchronized with QuickBooks.
You should backup <server>\RangerMSP\DB folder including all files while no one is using RangerMSP.


<u>Handling Unsynced Items during Invoice Creation</u><br>In the second stage of the Invoice creation wizard - Charge Selection, you might see an asterisk * sign near some of the Item's name. The asterisk means, that these Items are not synced with QuickBooks Items. To handle this situation, Commit has automatically created 3 new Items in QuickBooks:
<u>Note:</u> If you are already using RangerMSP for a while and already have all your customers and items record in RangerMSP you should match RangerMSP records with QuickBooks records '''instead''' of importing the records (importing the records in this case will only create duplicates in your database and therefore it should be avoided). To learn more about how to link existing records between the two systems see [[QuickBooks Link Account Options|Link Account to QuickBooks Customer/Job/Vendor Record]] or [[QuickBooks Link Account Options|click here]].
#CMT Service Taxable Item
#CMT Expense Taxable Item
#CMT Products Taxable Item


[[File:commit_cmt_items_in_quickbooks.gif|center]]
===Accounts===
Your company has ongoing interactions with customers, vendors, business partners, friends, leads, and so on. In RangerMSP, each of these types of contacts is called an Account. You can manage your Account contact data and all other related data in the Accounts window.


All unsynchronized Labor Items in Commit that have been used in Billable charges will be automatically replaced with CMT Service Taxable Item in the invoice lines.<br>All unsynchronized Expense Items in Commit that have been used in Billable charges will be automatically replaced with CMT Expense Taxable Item in the invoice lines.<br>All unsynchronized Products/Parts Items in Commit that have been used in Billable charges will be automatically replaced with CMT Products Taxable Item in the invoice lines.
In Accounts, related data is any information related to the Account that is presently being managed in RangerMSP, such as scheduled Appointments, open Tasks, Phone Call monitoring, Ticket/incident history, Assets (customer equipment and software licenses), Charges, linked Documents (MS-Word, emails, Excel etc.), Sales Opportunities and so on.


Therefore, you may proceed with the invoice creation process, and the system will replace the Items in the invoice lines with already existing Items in QuickBooks based on their type. The rest of the charge information will pass intact to the QuickBooks invoice; rates, totals, descriptions, etc. will be the same in the QuickBooks invoice as they were defined in Charges in Commit.
Account information is organized in separate information tabs that display different types of data.


(To learn more about the CMT Items, please read the next chapter.)
To view all information related to an Account, open the Accounts window, locate the required Account, and browse through its data by clicking on the information tabs.


Example:
Accounts can be easily imported from QuickBooks, and changes can be synchronized between both systems.


[[File:commit_invoice_wizard_step2_2.gif|center]]
For more details see [[QuickBooks Link Account Options|RangerMSP-QuickBooks Link Account Options.]]


In the example above, one of the Items has not been synchronized with QuickBooks.
===Items===
[[Items]] in RangerMSP are a catalog of all the services and products you offer. The Items list in RangerMSP acts as your price list.


[[File:commit_invoice_wizard_step3_2.gif|center]]
Each Item has a unique Code, Name, Description and Pricing Setting.


When invoice lines are displayed, the unsynchronized product/part Item – in this case the Hard Disk - is replaced with CMT Products Taxable Item. The Charge's description, units, date, total, etc are the same as in the original Charge.
There are three types of Items in RangerMSP:


To proceed, click Generate QuickBooks Invoice.
'''Parts''' Items are hardware, software, or any other items you ship to your customer. These items have fixed prices.


If the selected Account is synchronized with QuickBooks, the invoice will be created. However, if the selected Account has not been synchronized with QuickBooks ( and an asterisk sign has appeared near the selected Account's name indicating that it has not been synchronized, as mentioned above), the system will provide you with three options:
'''Labor''' Items are services you provide to your customers, such as server installation, network installation, on-site technician visits, etc. Each Labor item can have a fixed price, a fixed hourly rate, or a dynamic hourly rate that varies depending upon the employee who performs the service.


[[File:commit_account_sync_settings_window.gif|center]]
'''Expense''' Items are used to charge expenses, such as travel and special deliveries. Expense Items can have a fixed price per unit or a fixed hourly rate.


#'''Link Account to Existing QuickBooks Customer/Job''' - Select this option when the Account exists in QuickBooks as a Customer, but they are not linked. You will be asked to select the parallel Customer in QuickBooks.<br<br>[[File:commit_quickbooks_customer_selection_window3.gif|center]]<br>After creating the link between the Commit and QuickBooks records, the system will immediately create the invoice.<br>
For each new Charge record, an Item is selected and the relevant Item data is automatically copied to the new charge. This streamlines your data entry process. Also, the selected Item for a Charge in RangerMSP will be the Item that appears on the QuickBooks invoice line when the Charge is transferred to a QuickBooks invoice.
#'''Add Account as a New QuickBooks Customer''' - select this option if the selected Account doesn't exist in QuickBooks and you want to create a QuickBooks customer based on this Commit Account. The system will create the Customer in QuickBooks and then file the invoice under this record.
#'''Cancel Invoice Creation''' - this option will close the invoice creation wizard in Commit.


If you select the first or second option, the following window will appear:
Items can be Active or Suspended. A suspended Item cannot be selected when adding new charges.


[[File:commit_quickbooks_invoice_in_commit2.gif|center]]
Items can be easily imported from QuickBooks, and changes can be synchronized between QuickBooks and RangerMSP.


The invoice looks like the following in QuickBooks:
For more details see [[QuickBooks Link Items Options]].


[[File:commit_quickbooks_invoice_in_quickbooks2.gif|center]]
===Invoices===
With the '''RangerMSP-QuickBooks Link''' you can create invoices in QuickBooks based on charges entered in RangerMSP.


=====Using Special QuickBooks Items and Accounts=====
This feature allows you to manage all the aspects of your service in one program: '''RangerMSP'''. You can manage Tickets, enter Charges, etc. in RangerMSP, while all billing is managed in QuickBooks.
As explained in the 'Creating Invoices - Advanced Topics' chapter, there are cases when charged Items in Commit have not been synchronized with QuickBooks Items. In these cases, the system cannot create the invoice since it does not know with which QuickBooks Items to link the invoice lines. To make the invoicing process easier and smoother, Commit-QuickBooks Link automatically creates the following Items in QuickBooks during the initial synchronization process:


[[File:commit_cmt_items_in_quickbooks.gif|center]]
QuickBooks invoices can easily be created from RangerMSP at the customer level, the service contract level and the ticket level.


These special items are used when a Commit Charge record uses an a Commit Item that is not synced with QuickBooks, and therefore Commit doesn't know what item should be used in QuickBooks for the invoice line.
All invoices created from RangerMSP are based on Charge records added in RangerMSP. Each Charge record is either a labor charge for work performed, a parts charge describing a part that has been used, or an expense charge for expenses spent on behalf of the customer, i.e. for special deliveries.


These Items are used as follows:
It is recommended that you familiarize yourself with the following terms in RangerMSP:
#Labor Items are replaced with CMT Service Taxable Item in QuickBooks.
#Expense Items are replaced with CMT Expense Taxable Item in QuickBooks.
#Product/Part Items are replaced with CMT Products Taxable Item in QuickBooks.


Since each Item in QuickBooks must be linked to an Account in QuickBooks, Commit-QuickBooks Link also automatically creates the following Accounts in QuickBooks during the initial synchronization process, and uses them in conjunction with the CMT Items:
<u>'''[[Tickets]]'''</u> – Every incident, problem, or job you handle for a customer is managed in RangerMSP using a Ticket record. Click here to learn more.


[[File:commit_cmt_accounts_in_quickbooks.gif|center]]
<u>'''[[Contracts]]'''</u> – Contract records are used to manage your service contracts and track their status. Click here to learn more.


Note that the CMT Accounts in QuickBooks are also used for creating new Items in QuickBooks based on Items in Commit. However, you can configure Commit to use other QuickBooks Accounts for this purpose (the directions appear below).
<u>'''[[Charges]]'''</u> – Charge records are used to track all activities that will be charged to customers, such as labor, parts and expenses. Click here to learn more.


In cases where Commit default Items are used, as explained above, the invoice's amount will appear in the 'CMT Income Account' in QuickBooks as follows:
To learn all about creating invoices from RangerMSP, see [[QuickBooks Link Invoice Creation Options]].


[[File:commit_cmt_income_account_details.gif|center]]
====Batch Invoice Creation====
The Batch Invoice Creation Wizard allows you to create many invoices at once at the customer level, the service contract level or the ticket level. This can save you a large amount of time allowing you to invoice many tickets or customers at once.


You can modify this and move the invoice income to another QuickBooks Account by going to the relevant items in QuickBooks and changing their default Accounts. For the changes to apply to future and past transactions, you need to confirm the following message:
To learn on how to activate the Batch Invoice Creation Wizard, see [[QuickBooks_Link_Invoice_Creation_Options#Batch_Invoice_Creation|Batch Invoice Creation]].
 
'You changed an account for this item. All future transactions with this item will use this new account. Would you like existing transactions with this item to use this new account?'
 
To prevent a situation where default Accounts are used, you can direct Commit to use your preferred QuickBooks Accounts for new Items in QuickBooks that will be created for new Items in Commit. To do this, go to Tools > Options > QuickBooks tab > Advanced Settings.
 
[[File:commit_options_quickbooks_tab2.gif|center]]
 
The Advanced Setting for the Commit QuickBooks Link dialog box will appear. Click on the button to the right of each type to select other QuickBooks Accounts.
 
[[File:commit_options_quickbooks_tab_advanced1.gif|center]]
 
The search window for QuickBooks Accounts will display.
 
[[File:commit_quickbooks_accounts_selection_window.gif|center]]
 
Search for the relevant QuickBooks Account, select it, and click OK.
 
The QuickBooks Account for Invoice Income will be replaced with your selection.
 
[[File:commit_options_quickbooks_tab_advanced2.gif|center]]
 
From now on, Commit will use these QuickBooks accounts when creating new QuickBooks Items.


===Charges===
===Charges===
Tracking Charges is a key factor for running your service business well and improving its performance. Most employees, however, consider this to be a nuisance or a burden, which makes it difficult to maximize your full income potential.
Tracking Charges is a key factor for running your service business well and improving its performance. Most employees, however, consider this to be a nuisance or a burden, which makes it difficult to maximize your full income potential.


Three types of Charges can be tracked in Commit:
Three types of Charges can be tracked in RangerMSP:


<blockquote>Labor Charges for services provided<br>Expense Charges for expenses such as travel and delivery<br>Parts Charges for parts or products used</blockquote>
<blockquote>Labor Charges for services provided<br>Expense Charges for expenses such as travel and delivery<br>Parts Charges for parts or products used</blockquote>
Line 801: Line 492:
All Charges are entered under one of the Account’s active Contracts. Charges may automatically change the current state of the contract where relevant, i.e. a Charge will reduce the time remaining in a Block of Time contract, reduce the amount of money in a Block of Money contract, etc.
All Charges are entered under one of the Account’s active Contracts. Charges may automatically change the current state of the contract where relevant, i.e. a Charge will reduce the time remaining in a Block of Time contract, reduce the amount of money in a Block of Money contract, etc.


A Charge can be set as Billable or Not Billable. When a Charge is set as Billable it means that you intend to bill the customer for this charge. The default billing status for Charges is determined by the type of contract under which the Charge is being created. See [[Commit-QuickBooks Link#Understanding the Billing Status of Charges|Understanding the Billing Status]] of Charges below. Not-billable charges can also be included in invoices, however, these charges will display a zero amount and will not affect the invoice total amount.
A Charge can be set as Billable or Not Billable. When a Charge is set as Billable it means that you intend to bill the customer for this charge. The default billing status for Charges is determined by the type of contract under which the Charge is being created. See [[QuickBooks Link Charges Options#Understanding the Billing Status of Charges|Understanding the Billing Status]] of Charges below. Not-billable charges can also be included in invoices, however, these charges will display a zero amount and will not affect the invoice total amount.


Once a charged has been included in an invoice, the Charge record is set as Billed, and you can view the QuickBooks invoice reference number in the charge window. This prevents a customer from being billed again for the same Charge.
Once a charged has been included in an invoice, the Charge record is set as Billed, and you can view the QuickBooks invoice reference number in the charge window. This prevents a customer from being billed again for the same Charge.


Adding a Charge is easy and this can be done in Commit’s Main menu, the Tickets window (recommended), the Charges main window, or the Account window. Charges can also be added from anywhere using a web browser and an Internet connection, for this you need [[Web Interface|Commit Web Interface]].
Adding a Charge is easy and this can be done in RangerMSP’s Main menu, the Tickets window (recommended), the Charges main window, or the Account window. Charges can also be added from anywhere using a web browser and an Internet connection, for this you need [[Web Interface|RangerMSP Web Interface]].


Use Items to speed up the process of entering new Charges. When an Item is selected for a Charge, its description and price are automatically copied into the  relevant fields in the Charge record.
Use Items to speed up the process of entering new Charges. When an Item is selected for a Charge, its description and price are automatically copied into the  relevant fields in the Charge record.
Line 811: Line 502:
Many types of Charge reports are available. These reports are used to bill customers and analyze business performance.
Many types of Charge reports are available. These reports are used to bill customers and analyze business performance.


====Understanding the Billing Status of Charges====
For more details see [[QuickBooks Link Charges Options]].
 
'''Different Statuses and Stages of the Charges'''<br>A Charge can be set as Billable or Not Billable. When a Charge is set as Billable it means that you intend to bill the customer with this charge. The default billing status for Charges is determined by the type of contract under which the Charge is created, as follows:
#All new Charges that are linked to "System" or "Global" Contracts are Billable.
#All new Labor Charges that are linked to "Block of Time" contracts are Not Billable, while Expenses and Parts charges are Billable.
#All new Charges that are linked to "Block of Tickets" or "Block of Money" contracts are not Billable.
 
A Charge's status must be Billable in order for it to be billed to a customer.
 
[[File:commit_not_billable_charge.gif|center]]
 
The image above shows a Charge that is Not Billable. You can tell if a Charge is Billable or Not Billable by looking at the Billable checkbox in the bottom right-hand corner. If the checkbox is checked, the Charge is Billable; if it is unchecked, the Charge is Not Billable. Since the above Charge is Not Billable, it can be included in invoices as a not-billable line. thus displaying a zero billable total amount. Not-billable charges do not affect the invoice total.
 
[[File:commit_billable_not_billed_charge.gif|center]]
 
The above image shows the same Charge with the Billable checkbox now checked. By checking the Billable checkbox, this Charge becomes Billable, and can be included in invoices as a billable line which will effect the invoice total and can be marked manually as billed.
 
<u>Stages</u><br>Billable charges have 2 possible stages:
 
'''Stage 1: Not Billed''' – A Not Billed Charge has not been charged to a customer yet. The details of Not Billed Charges can be modified.<br>Once the Charge has been billed to a customer, you should mark it as billed by selecting the relevant Charge and click on Mark as Billed.<br> <u>Note:</u> Billable Charges that have been included in invoices are automatically marked as Billed when the invoice is created.
 
[[File:commit_billable_not_billed_charge.gif|center]]
 
'''Stage 2: Billed''' – A Billed Charge has been charged to a customer. The details for a Billed Charge cannot be modified (Billed Charges will be displayed as Read Only).
 
Charges that are manually billed by clicking on Mark as Billed will appear as follows:
 
[[File:commit_manually_billed_charge.gif|center]]
 
OR
 
Charges that are automatically billed by being included in an invoice will appear as follows:
 
[[File:commit_charge_billed_in_invoice.gif|center]]
 
Billed Charges cannot be modified, regardless of whether they were manually or automatically billed. To modify the details of Billed Charges, change their status to Unbilled by clicking on Mark as Unbilled, as depicted below.
 
[[File:commit_charge_details_billed_in_invoice2.gif|center]]
 
Note that also '''not-billable charges''' which were included in invoices will become read-only, and will show the QuickBooks invoice reference number in the charge window.
 
Important note: In the above case, the Charge was included in an invoice. Therefore when un-billing such a Charge, the link to the invoice will be removed (the invoice line in the QuickBooks invoice remains unchanged).
 
====Available Actions in Commit-QuickBooks Link====
The QuickBooks menu in the Charges main window contains several options for additional actions related to Charges and invoices that may be performed with the Commit-QuickBooks Link.
 
[[File:commit_quickbooks_options_in_charges_window.gif|center]]
 
=====Filter by Invoice Reference=====
This option enables you to find all the Commit Charges that were included in a specific QuickBooks invoice according to invoice reference number.
 
To do this, go to the Charges main window, and select Filter by Invoice Reference on the QuickBooks drop down toolbar menu.
 
[[File:commit_filter_by_invoice_reference.gif|center]]
 
The Filter by invoice reference number dialog box will open.
 
[[File:commit_filter_by_invoice_reference_window.gif|center]]
 
Enter the Invoice Reference number and click OK.
 
All the charges that were included in this invoice will be displayed.
 
[[File:commit_charges_filtered_by_invoice_reference.gif|center]]
 
{| id="mp-tfp" style="margin:7px 0 0 0; width:100%; background:none;"
 
| class="MainPageBG" style="width:50%; border:1px solid #FFCB99; background:#ffffff; vertical-align:top; color:#000;" |
{| id="mp-left" cellpadding="2" cellspacing="5" style="width:100%; vertical-align:top; background:#ffffff;"
! <h4 id="mp-tfa-h2" style="margin:0; background:#fff3e1; font-size:120%; font-weight:bold; border:1px solid #FFCB99; text-align:left; color:#000; padding:0.2em 0.4em;">Tip
|-
| style="color:#000;" | <div id="mp-tfa">The green letter B will appear in the Charges window next to each billed charge. </div>
|}
|}
 
=====Link to Existing Invoice in QuickBooks=====
You can link Charges to existing QuickBooks invoices.
 
This option is useful when a charge was originally invoiced in QuickBooks, but you needed to modify its details in Commit, so it was marked as unbilled (this means that the link to the invoice was removed). After you've modified the charge you can link it back to the original QuickBooks invoice using this option.
 
This is also useful in cases where you created an invoice for a customer directly in QuickBooks and then noticed that there are Charges in Commit that are related to this invoice, but since you've created the invoice in Commit the charges are not linked to it.
 
<u>Note:</u> linking a charge to an invoice <u>does not</u> modify any of the invoice details: the invoice line descriptions, total, etc all remain unchanged.
 
To link a single Charge to an existing invoice in QuickBooks, first manually set the Charge to Billed by clicking on Mark as Billed.
 
Once the Charge is marked as billed and selected, select Link to Existing Invoice in QuickBooks... on the QuickBooks drop down toolbar menu.
 
[[File:commit_link_charge_to_existing_invoice_in_quickbooks.gif|center]]
 
The Filter by invoice reference number will display:
 
[[File:commit_filter_by_invoice_reference_window2.gif|center]]
 
Enter the invoice Reference number for the invoice that you to link the Charge to, and click OK.
 
Done! The Charge is now linked to the relevant QuickBooks Invoice.
 
[[File:commit_charge_details_billed_in_invoice3.gif|center]]
 
=====Refresh Invoice References=====
This option updates Charge records in Commit that were invoiced in QuickBooks with the new QuickBooks invoice reference number.
 
This option is useful when the invoice reference number was manually modified in QuickBooks.
 
You must update the Charges with this new invoice reference number in order to be able to conduct a search in Commit based on the new invoice reference number.
 
[[File:commit_charge_details_billed_in_invoice3.gif|center]]
 
To use this option, in the Charges window select Refresh Invoice References… from the QuickBooks menu.
 
[[File:commit_refresh_invoice_references.gif|center]]


The Refresh Invoice References dialog box will display.
==QuickBooks Link Settings==
QuickBooks Link Settings can be defined from Tools > Options > QuickBooks tab.


[[File:commit_refresh_invoice_references_window.gif|center]]
[[File:options_quickbooks_tab.png]]
<br><br>
In this window the following settings are available:
* '''Accounting Package to be integrated with RangerMSP'''
** None – means you do not want to integrate with any system
** QuickBooks Desktop– choosing this option you should specify the QuickBooks Desktop edition you use:
*** Edition: US, UK or Canada. Note that users working with the QuickBooks Australia edition or with Reckon Accounts (formerly QuickBooks Australia) should select US in this field (the Australian edition provides the API to external system compatible with the US edition).
*** QBFC: this is the QuickBooks API package. By default the system uses the latest QBFC edition. For very old QuickBooks editions you may need to change the QBFC edition being used. See more details in [[QuickBooks_Link_Troubleshooting|QuickBooks Troubleshooting]].
** QuickBooks Online - select this option to connect to your QuickBooks Online company
* '''QuickBooks Company File''' (for QuickBooks Desktop) or '''QuickBooks Online Company''' (for QuickBooks Online)<br>Once running the setup wizard (see below) and choosing the company file for QuickBooks Desktop or connecting to QuickBooks Onlince Company, the selected file/company name will appear here. This way you can see at all times which file/company is being used when syncing with QuickBooks.
* '''Invoice Charges''' <br>These settings define which charges will be included in invoices by default. All Billable charges that haven't been billed yet and are related to the selected Account, Contract or Ticket record are included in the invoice by default. It is possible to include Not-billable charges in the invoice as well, if you wish to show the customer work performed which is not being billed (e.g. when it is covered by a service contract). When including not-billable charges in the invoice, they do not affect the invoice total amount.<br><br>Not-billable charges can be added to the invoice on-the-fly from the Invoice Creation Wizard, or you can set the system to always include the not-billable charges in invoices. <br><br>Possible options:
**'''Display and automatically select not-billable charges''' <br>Selecting this option will always include all not-billable charges in invoices.
**'''Display not-billable charges; do not automatically select them''' <br>Selecting this option will always show the not-billable charges in the Invoice Creation Wizard window, however, these charge will remain un-selected, unless you explicitly select to include them in the Invoice.
**'''Hide not-billable charges''' <br>Selecting this option will never hide the not-billable charges. You can have them included manually while creating the Invoice in the Invoice Creation Wizard.<br>See more details on setting options when running the Invoice Creation Wizard in [[QuickBooks_Link_Invoice_Creation_Options|Invoice Creation Options]].<br><br>
* '''QuickBooks Desktop Options: To be Printed & To be Emailed''' <br>Depending on your QuickBooks edition, Invoices in QuickBooks may include the following options: ‘To be printed’ and ‘To be emailed’.<br><br> By default, when creating new invoices from RangerMSP, the values for these options are taken from the default settings in QuickBooks. Using the flags in this options window, you can define default values to be used when generating QuickBooks Invoices from within RangerMSP.<br>
** '''To be Printed''' –
*** By QuickBooks (default) – choosing this option will take the value for this flag from the settings defined in QuickBooks.
*** Yes – choosing Yes will always set the To be Printed as Yes for new invoices created from RangerMSP.
*** No - choosing No will always set the To be Printed as No for new invoices created from RangerMSP. <br>Note that these values can be modified on-the-fly when creating the invoice using the Invoice Creation Wizard.
** '''To be Emailed''' -
*** By QuickBooks (default) – choosing this option will take the value for this flag from the settings defined in QuickBooks.
*** Yes – choosing Yes will always set the To be Printed as Yes for new invoices created from RangerMSP.
*** No - choosing No will always set the To be Printed as No for new invoices created from RangerMSP. <br>Note that these values can be modified on-the-fly when creating the invoice using the Invoice Creation Wizard.


Enter the date from which you want the invoice information to be refreshed. This will also update all the invoice reference numbers from that date. Click OK. All charges related to invoices from this day until today will be updated with the current invoice reference number in QuickBooks.
To view additional properties, scroll down as shown in the following screenshot:
[[File:Options_quickbooks_tab_advanced_settings.png‎]]
* '''Invoice Lines Content''' <br> Here you can select which data you want to include in each invoice line. This will affect all invoices being created via the QuickBooks Invoice Creation Wizard. <br>Data which can be added to Invoices:
** Date
** Date & Time
** Employee name
** Ticket Number
** Contract Code
** Item Code
** Item Name
** Insert blank lines between each invoice line
* '''Advanced Settings''' <br>The Advanced Settings deal with default items created in QuickBooks for un-synced items. In cases when charged Items in RangerMSP were not synchronized with QuickBooks Item, the invoice cannot be created because can't link to an Item in QuickBooks. To make the invoicing process easier and smoother, RangerMSP-QuickBooks Link automatically creates default Items in QuickBooks for such cases. These items can be managed in this window. See more details in [[QuickBooks_Link_Invoice_Creation_Options#Using_Special_QuickBooks_Items_and_Accounts|Using Special QuickBooks Items and Accounts]].


Done! The invoices reference numbers were updated in Commit Charges.
==See Also==
*[[QuickBooks Link Account Options]]
*[[QuickBooks Link Items Options]]
*[[QuickBooks Link Invoice Creation Options]]
*[[QuickBooks Link Charges Options]]
*[[QuickBooks Link Advanced Topics]]
**[[QuickBooks Link Advanced Topics#Changing Path/Company File|Changing Path/Company File]]
**[[QuickBooks Link Advanced Topics#Starting a New Financial Year in QuickBooks|Starting a New Financial Year in QuickBooks]]
**[[QuickBooks Link Advanced Topics#Introduction to RangerMSP Service Tickets|Introduction to RangerMSP Service Tickets]]
**[[QuickBooks Link Advanced Topics#Introduction to Contracts|Introduction to Contracts]]
**[[QuickBooks Link Advanced Topics#Detailed Installation Instructions for RangerMSP-QuickBooks Link|Detailed Installation Instructions for RangerMSP-QuickBooks Link]]
*[[Billing]]
*[[QuickBooks FAQ]]
*[[QuickBooks_Link_Troubleshooting|RangerMSP QuickBooks Link Troubleshooting]]
*[[Switching_to_QuickBooks_Online_from_QuickBooks_Desktop|Switching to QuickBooks Online from QuickBooks Desktop]]


[[File:commit_charge_details_billed_in_invoice4.gif|center]]
[[Category:Setup]]
[[Category:User Manuals]]
[[Category:Billing]]

Latest revision as of 11:02, 29 September 2022

User Manuals > QuickBooks Link


Overview

Using the RangerMSP-QuickBooks Link you can run your computer services business more efficiently. It was designed to simplify routine business, accounting and financial management tasks. With the RangerMSP-QuickBooks Link, you only need to enter data once and it will appear in both RangerMSP and QuickBooks. This feature not only saves you the time of manually entering data, but it also minimizes the problems of duplicate, redundant and wrong data common to manual data entry. Now you can synchronize your data between RangerMSP and QuickBooks and ensure data accuracy, enhance your flexibility, and increase your control over your bottom line.

This user manual will help you use the features included in the RangerMSP-QuickBooks Link module.

The RangerMSP-QuickBooks Link includes the following features:

Customers

  • Import all your QuickBooks Customers into RangerMSP
  • Changes made to QuickBooks Customers can be synchronized with RangerMSP
  • Create a new Customer in QuickBooks based on a selected RangerMSP Account
  • Create links between existing RangerMSP Accounts and QuickBooks Customers to automate synchronization between them
  • Send and receive updates for selected Accounts/Customers

Vendors

  • Import all your QuickBooks Vendors into RangerMSP
  • Changes made to QuickBooks Vendors can be synchronized with RangerMSP
  • Create a new Account in RangerMSP based on a selected QuickBooks Vendor
  • Create a new Vendor in QuickBooks based on a selected RangerMSP Account
  • Create links between existing RangerMSP Accounts and QuickBooks Vendors to automate synchronization between them
  • Send and receive updates for selected Accounts/Vendors

Items

  • Import any/all of the following QuickBooks Items into RangerMSP:
    • Service Items => Labor Items in RangerMSP
    • Inventory Parts => Products/Parts in RangerMSP
    • Non-Inventory Parts => Products/Parts in RangerMSP
    • Inventory Assembly Items => Products/Parts in RangerMSP
    • Other Charge Items => Expenses in RangerMSP
  • Changes made to QuickBooks Items can be synchronized with RangerMSP
  • Create a new Item in RangerMSP based on a selected QuickBooks Item
  • Create a new Item in QuickBooks based on a selected RangerMSP Item
  • Create links between existing RangerMSP Items and QuickBooks Items to automate synchronization between them
  • Send and receive updates for selected Items

Invoices

  • Generate QuickBooks invoices based on charges entered in RangerMSP
  • Generate invoices at different levels:
    • Account - Invoices generated at the Account level may include any charges linked to this account, its contracts and tickets.
    • Contract - Generating an invoice at the Contract level may include only charges which are linked to this specific contract
    • Ticket - Generating an invoice at the Ticket level may include only charges which are linked to this specific ticket
  • See total unbilled pending charges according to Account, Contract and Ticket
  • Select which charges to include in the invoice
  • Create a QuickBooks invoice directly from the Account, Contract, or Ticket windows
  • View all charges included in a QuickBooks invoice by filtering charges by the invoice reference value


Getting Started

To enjoy the benefits of the RangerMSP-QuickBooks Link you first need to set it up. The setup is a user-friendly process that walks you through all the necessary steps to completion.


Supported Editions

Please note that currently RangerMSP synchronizes with the following versions and editions of QuickBooks:

The following editions of QuickBooks Online are supported: Australia, Canada, United Kingdom, United States (requires RangerMSP 25.0.0.5 or above)

The following US versions of QuickBooks Desktop are supported:

  • QuickBooks Pro 2022 (requires RangerMSP 30 or above)
  • QuickBooks Premier 2022 (requires RangerMSP 30 or above)
  • QuickBooks Pro 2021 (requires RangerMSP 27 or above)
  • QuickBooks Premier 2021 (requires RangerMSP 27 or above)
  • QuickBooks Pro 2020 (requires RangerMSP 25 or above)
  • QuickBooks Premier 2020 (requires RangerMSP 25 or above)
  • QuickBooks Pro 2019 (requires RangerMSP 21 or above)
  • QuickBooks Premier 2019 (requires RangerMSP 21 or above)
  • QuickBooks Pro 2018 (requires RangerMSP 17 or above)
  • QuickBooks Premier 2018 (requires RangerMSP 17 or above)
  • QuickBooks Enterprise 2018 (requires RangerMSP 18 or above)
  • QuickBooks Pro 2017 (requires RangerMSP 15 or above)
  • QuickBooks Premier 2017 (requires RangerMSP 15 or above)
  • QuickBooks Enterprise 2017 (requires RangerMSP 15 or above)
  • QuickBooks Pro 2016 (requires RangerMSP 10 or above)
  • QuickBooks Premier 2016 (requires RangerMSP 10 or above)
  • QuickBooks Enterprise 2016 (requires RangerMSP 10 or above)
  • QuickBooks Pro 2015 (requires RangerMSP 9 or above)
  • QuickBooks Premier 2015 (requires RangerMSP 9 or above)
  • QuickBooks Enterprise 2015 (requires RangerMSP 9 or above)
  • QuickBooks Pro 2014 (requires RangerMSP 7.0 or above)
  • QuickBooks Premier 2014 (requires RangerMSP 7.0 or above)
  • QuickBooks Enterprise 2014 (requires RangerMSP 7.0 or above)
  • QuickBooks Pro 2013 (requires RangerMSP 5.5 or above)
  • QuickBooks Premier 2013 (requires RangerMSP 5.5 or above)
  • QuickBooks Enterprise 2013 (requires RangerMSP 5.5 or above)
  • QuickBooks Pro 2012 (requires RangerMSP 5.5 or above)
  • QuickBooks Premier 2012 (requires RangerMSP 5.5 or above)
  • QuickBooks Enterprise 2012 (requires RangerMSP 5.5 or above)
  • QuickBooks Pro 2011 (requires RangerMSP 5.5 or above)
  • QuickBooks Premier 2011 (requires RangerMSP 5.5 or above)
  • QuickBooks Enterprise 2011 (requires RangerMSP 5.5 or above)
  • QuickBooks Pro 2010
  • QuickBooks Premier 2010
  • QuickBooks Enterprise 2010
  • QuickBooks Pro 2009
  • QuickBooks Premier 2009
  • QuickBooks Enterprise 2009
  • QuickBooks Pro 2008
  • QuickBooks Premier 2008
  • QuickBooks Enterprise 2008


Note for QuickBooks 2009, or above, users:
RangerMSP 4.5, or above, is required to integrate with QuickBooks 2009.
RangerMSP-QuickBooks Link uses a single currency. Multi-currency is not supported.

The following Canadian versions of QuickBooks Desktop are supported: supported:

  • QuickBooks Canada Pro 2022 (requires RangerMSP 30 or above)
  • QuickBooks Canada Premier 2022 (requires RangerMSP 30 or above)
  • QuickBooks Canada Pro 2021 (requires RangerMSP 27 or above)
  • QuickBooks Canada Premier 2021 (requires RangerMSP 27 or above)
  • QuickBooks Canada Pro 2020 (requires RangerMSP 25 or above)
  • QuickBooks Canada Premier 2020 (requires RangerMSP 25 or above)
  • QuickBooks Canada Pro 2019 (requires RangerMSP 21 or above)
  • QuickBooks Canada Premier 2019 (requires RangerMSP 21 or above)
  • QuickBooks Canada Pro 2018 (requires RangerMSP 17 or above)
  • QuickBooks Canada Premier 2018 (requires RangerMSP 17 or above)
  • QuickBooks Canada Pro 2017 (requires RangerMSP 15 or above)
  • QuickBooks Canada Premier 2017 (requires RangerMSP 15 or above)
  • QuickBooks Canada Pro 2016 (requires RangerMSP 10.0 or above)
  • QuickBooks Canada Premier 2016 (requires RangerMSP 10.0 or above)
  • QuickBooks Canada Pro 2015 (requires RangerMSP 9.0 or above)
  • QuickBooks Canada Premier 2015 (requires RangerMSP 9.0 or above)
  • QuickBooks Canada Pro 2014 (requires RangerMSP 7.0 or above)
  • QuickBooks Canada Premier 2014 (requires RangerMSP 7.0 or above)
  • QuickBooks Canada Pro 2013
  • QuickBooks Canada Premier 2013
  • QuickBooks Canada Pro 2012
  • QuickBooks Canada Premier 2012
  • QuickBooks Canada Pro 2011
  • QuickBooks Canada Premier 2011
  • QuickBooks Canada Pro 2010
  • QuickBooks Canada Premier 2010
  • QuickBooks Canada Pro 2009
  • QuickBooks Canada Premier 2009
  • QuickBooks Canada Pro 2008
  • QuickBooks Canada Premier 2008

The following UK versions of QuickBooks Desktop are supported:

  • QuickBooks UK Pro 2022 (requires RangerMSP 30 or above)
  • QuickBooks UK Premier 2022 (requires RangerMSP 30 or above)
  • QuickBooks UK Pro 2021 (requires RangerMSP 27 or above)
  • QuickBooks UK Premier 2021 (requires RangerMSP 27 or above)
  • QuickBooks UK Pro 2020 (requires RangerMSP 25 or above)
  • QuickBooks UK Premier 2020 (requires RangerMSP 25 or above)
  • QuickBooks UK Pro 2019 (requires RangerMSP 21 or above)
  • QuickBooks UK Premier 2019 (requires RangerMSP 21 or above)
  • QuickBooks UK Pro 2018 (requires RangerMSP 17 or above)
  • QuickBooks UK Premier 2018 (requires RangerMSP 17 or above)
  • QuickBooks UK Pro 2017 (requires RangerMSP 15 or above)
  • QuickBooks UK Premier 2017 (requires RangerMSP 15 or above)
  • QuickBooks UK Pro 2016 (requires RangerMSP 10 or above)
  • QuickBooks UK Premier 2016 (requires RangerMSP 10 or above)
  • QuickBooks UK Pro 2015 (requires RangerMSP 9 or above)
  • QuickBooks UK Premier 2015 (requires RangerMSP 9 or above)
  • QuickBooks UK Pro 2014 (requires RangerMSP 9 or above)
  • QuickBooks UK Premier 2014 (requires RangerMSP 9 or above)
  • QuickBooks UK Pro 2013
  • QuickBooks UK Premier 2013
  • QuickBooks UK Pro 2012
  • QuickBooks UK Premier 2012
  • QuickBooks UK Pro 2011
  • QuickBooks UK Premier 2011
  • QuickBooks UK Pro 2010
  • QuickBooks UK Premier 2010
  • QuickBooks UK Pro 2008

The following Australian versions of QuickBooks are supported (*):

  • Reckon Accounts (formerly QuickBooks Australia) Pro, Premier, Enterprise 2014-2017 (requires RangerMSP 9 or above)
  • QuickBooks Pro 2013
  • QuickBooks Premier 2013
  • QuickBooks Pro 2012
  • QuickBooks Premier 2012
  • QuickBooks Pro 2010/11
  • QuickBooks Premier 2010/11
  • QuickBooks Pro 2009/10
  • QuickBooks Premier 2009/10
  • QuickBooks Pro 2008/9
  • QuickBooks Premier 2008/9


*The integration with QuickBooks Australia was tested and works in US compatibility mode.

[multi user mode is supported]

Installation Instructions

QuickBooks Desktop

To setup the integration with QuickBooks Desktop and connect to your company file please follow QuickBooks Desktop Link Installation Instructions

QuickBooks Online

To connect to your QuickBooks Online company please follow QuickBooks Online Link Configuration Instructions

Switching to QuickBooks Online from QuickBooks Desktop

Please click here to learn about switching from integrating RangerMSP with QuickBooks Desktop to integrating with QuickBooks Online.

Importing Customers/Vendors from QuickBooks into RangerMSP for the First Time

This section will show you how to import your Customers into RangerMSP.

Important note: If all your Customers are already in RangerMSP, do not use this import feature until you have created links between existing records in RangerMSP and their related records in QuickBooks. To learn more about how to create these links, click here.

Note that before performing a batch import, it is recommended that you first back up all your RangerMSP data. The RangerMSP data is stored in <server>RangerMSP\DB.

After backing up your data, follow the instructions below to import Customers/Vendors from QuickBooks into RangerMSP:

In the Accounts window, go to the QuickBooks drop down toolbar menu and select Import New Records/Update Linked Records from QuickBooks.



If you have backed up your RangerMSP Data, click OK to continue with the import process.

The import wizard will ask you to select the QuickBooks records you would like to import into RangerMSP. By default, only active Customers are imported. If you want to import your vendors as well, follow the import wizard again once you have completed importing your Customers, and select Vendors.

Select the type of QuickBooks records you want to import, and click Next.

Click Finish.

Click Yes to begin importing the data.
The import process will begin.

Wait till the records are imported from QuickBooks to RangerMSP:

Click OK.

The import has finished. You can now see all the imported records in RangerMSP in the Accounts window:

Please note that QuickBooks Jobs are not imported in batch imports from QuickBooks. You can import jobs on one by one basis using the 'New Account in RangerMSP Based on QuickBooks' menu option.

Importing Items from QuickBooks into RangerMSP

This section will show you how to import your QuickBooks Items into RangerMSP.

Important Note: If all your Items are already in RangerMSP, do not use this import feature until you have created links between existing records in RangerMSP and their related records in QuickBooks. To learn more about how to create these links, click here.

Every Labor/Parts/Expense Charge in RangerMSP is based on a selected Item. This is why Items are important to the entire billing process. The RangerMSP-QuickBooks Link enables you to import all your Items from QuickBooks, saving you from retyping Item details in RangerMSP.

Note that before performing a batch import, it is recommended that you first back up all your RangerMSP data. The RangerMSP data is stored in <server>RangerMSP\DB.

After backing up your data follow the instructions below to import Items from QuickBooks into RangerMSP:

In the Items window, go to the QuickBooks drop down toolbar menu and select Import New Records/Update Linked Records from QuickBooks.

If you have backed up your RangerMSP Data, click OK to continue with the import process.

The import wizard will ask you to select the QuickBooks records you would like to import into RangerMSP. By default, all active Items are imported.

Select the types of Items you want to import from QuickBooks and click Next.

Click Finish.

Click Yes to begin importing the data.
The import process will begin.

Wait until the record are imported from QuickBooks to RangerMSP:

Click OK.

The import has finished. You can now see all the imported records in RangerMSP, in the Items window.

Creating a New Invoice in QuickBooks

RangerMSP lets you create QuickBooks Invoices at the Account/Ticket/Contract levels.

If you create an invoice at the Account level, all Billable charges related to the Account that haven't been billed yet will be included in the invoice, including charges related to Tickets and Contracts.

If you create an invoice at the Contract level, only Billable charges that haven't been billed yet which are related to the selected Contract will be included in the invoice, including all Ticket-related charges.

If you create an invoice at the Ticket level, only Billable charges that haven't been billed yet which are related to the selected Ticket will be included in the invoice.

In all cases, you can also include not-billable charges in the invoice, which will be displayed in the invoice with a zero billable total amount. This way you can include all the charges without actually billing for not-billable charges.

There are two ways to create an invoice. The first option is creating an invoice for a specific Account, Ticket or Contract, and the second option is creating invoices for open balances in general.

Option 1: Go to the Accounts/Tickets/Contracts window, and select Create Invoice... on the QuickBooks drop down toolbar menu.

or

or

Option 2: Go to the File menu, select New and then QuickBooks Invoice.

After selecting this option the Generate QuickBooks Invoice dialog box is displayed:

Select the level at which you want to generate the invoice (either Accounts, Tickets, or Contracts).

View all the open Billable charges for the level you selected:

In the example above, the Ticket level was selected. All the Tickets with open Billable charges are displayed. Select the Ticket for which you want to create an invoice and click Select Ticket and Continue.

After selecting the Account/Contract/Ticket record for which you want to create an invoice, the following window is displayed (this window is also displayed when the Create Invoice... option has been selected from the Account/Contact/Ticket window in Option 1 above):

All Billable charges that haven't been billed yet and are related to the selected Account, Contract or Ticket record (Contract in the example above) are displayed and by default are selected (using the check mark) to be included in the invoice.

In the charge list you can select which charges will be included in the invoice by selecting or unselecting them by clicking on the checkbox to the left of the record.

Include/Exclude Not-Billable Charges
In addition to the billable charges, you can include Not-billable charges in the invoice. When adding them, Not-Billable charges are displayed in the invoice, however, they do not affect the invoice total.

To include or exclude the not-billable charges click the Include Not-Billable Charge/Exclude Not-Billable toggle Charges button. Note that Administrators can set the system to always include the Not-Billable charges from Tools > Options > QuickBooks.

To be Printed/To be Emailed Flags
Depending on your QuickBooks edition, Invoices in QuickBooks may include the following options: ‘To be printed’ and ‘To be emailed’.

By default, when creating new invoices from RangerMSP, the values for these options are taken from the default settings in QuickBooks (see the selected 'by QuickBooks' option). When un-checking the 'by QuickBooks' option, you can control the values to be used when generating the QuickBooks Invoice.

See more details in QuickBooks Link Settings.

Tip

You can use the Quick Select and/or Quick Unselect and/or Advanced Sort buttons to more easily select the Charges to be billed (this is usually required when a lot of charges are displayed).


At this stage you can also set different parameters for the invoice itself. The following options are located at the top of the Generate QuickBooks Invoice window:

  1. Bill To - This is the invoice billing address. By default it is taken from the Bill To data defined for the customer in QuickBooks. You can enter a different address in this box if necessary.
    If you have modified this information by mistake and want to use the QuickBooks defaults, right-click above the field and select Set by QuickBooks.
  2. Ship To - This is the invoice shipping address. By default it is taken from the Ship To data set defined for the customer in QuickBooks. You can enter a different address in this box if necessary.
    If you have modified this information by mistake and want to use the QuickBooks defaults, right-click above the field and select Set by QuickBooks.
  3. Date - This is the invoice date. By default, the date used is today's date. You can modify the date if necessary by typing an alternate date in this field.
  4. Reference - This is the invoice Reference number. This number is set by default by QuickBooks. You can modify this number if necessary by typing an alternate Reference number in the field.
  5. Due Date - This is the invoice Due Date. By default, the date is one month from today's date. You can modify this date if necessary by entering an alternate due date in the field.
  6. Memo - This field is for invoice memo/notes. If necessary, enter a memo that will appear as part of the QuickBooks invoice.

After entering the invoice details and selecting the relevant Charges, click Next.

The lines of the invoice are now displayed as they will appear in the QuickBooks invoice.

In this step you can modify the text which will be displayed on the invoice lines. Note that all modifications made to the invoice lines here are not applied to Charges in RangerMSP, and only apply to the QuickBooks invoice lines.

Move Line Up/Down You can use the Move Line Up/Move Line Down buttons or the Advanced Sort button to modify the order of the invoice lines.

Insert Line/s You can also use the Add Blank Line button to include blank lines between the invoice lines in order to space the invoice up and make it more readable

Incl. in Description You can also use the "Incl. in Description" button to include additional information to all invoice line simultaneously, such as:

Click on Incl. in Description and select the data you wish to be added to the description for every invoice line. To add this information to all invoices by default go to Tools > Options > QuickBooks and select the information you want to include in invoice lines.

You can double-click on each invoice line to add or edit the text/description of the selected line.

As mentioned above, these changes will take affect only on the invoice lines in QuickBooks. The original charges will not be affected by these changes.

In the image below, you can see that additional information has appeared in the Description column of the invoice lines.

When the invoice information is complete, click Generate QuickBooks Invoice.

RangerMSP will now verify all the settings with QuickBooks and will add the QuickBooks invoice. Once an invoice has been created, the following unofficial invoice will be displayed. This invoice is just to give you an idea of how the invoice was created in QuickBooks. For complete details, view the invoice details in QuickBooks.

If you wish to create another invoice, click on Create New Invoice'. Otherwise, you can close the window.

The invoice we've created looks like the following in QuickBooks:

Using the RangerMSP-QuickBooks Link

At this stage, where the RangerMSP-QuickBooks Link installation setup is complete, you can start using it.

A few clicks will allow you to sync information between the two programs. Thus saving a lot of time and increasing productivity.

The first stage after the installation is to import Customers, Vendors and Items from QuickBooks into RangerMSP.
Please note that you can easily perform the imports (as explained below).

However, we strongly recommend to backup RangerMSP data prior to the imports.

You should backup <server>\RangerMSP\DB folder including all files while no one is using RangerMSP.

Note: If you are already using RangerMSP for a while and already have all your customers and items record in RangerMSP you should match RangerMSP records with QuickBooks records instead of importing the records (importing the records in this case will only create duplicates in your database and therefore it should be avoided). To learn more about how to link existing records between the two systems see Link Account to QuickBooks Customer/Job/Vendor Record or click here.

Accounts

Your company has ongoing interactions with customers, vendors, business partners, friends, leads, and so on. In RangerMSP, each of these types of contacts is called an Account. You can manage your Account contact data and all other related data in the Accounts window.

In Accounts, related data is any information related to the Account that is presently being managed in RangerMSP, such as scheduled Appointments, open Tasks, Phone Call monitoring, Ticket/incident history, Assets (customer equipment and software licenses), Charges, linked Documents (MS-Word, emails, Excel etc.), Sales Opportunities and so on.

Account information is organized in separate information tabs that display different types of data.

To view all information related to an Account, open the Accounts window, locate the required Account, and browse through its data by clicking on the information tabs.

Accounts can be easily imported from QuickBooks, and changes can be synchronized between both systems.

For more details see RangerMSP-QuickBooks Link Account Options.

Items

Items in RangerMSP are a catalog of all the services and products you offer. The Items list in RangerMSP acts as your price list.

Each Item has a unique Code, Name, Description and Pricing Setting.

There are three types of Items in RangerMSP:

Parts Items are hardware, software, or any other items you ship to your customer. These items have fixed prices.

Labor Items are services you provide to your customers, such as server installation, network installation, on-site technician visits, etc. Each Labor item can have a fixed price, a fixed hourly rate, or a dynamic hourly rate that varies depending upon the employee who performs the service.

Expense Items are used to charge expenses, such as travel and special deliveries. Expense Items can have a fixed price per unit or a fixed hourly rate.

For each new Charge record, an Item is selected and the relevant Item data is automatically copied to the new charge. This streamlines your data entry process. Also, the selected Item for a Charge in RangerMSP will be the Item that appears on the QuickBooks invoice line when the Charge is transferred to a QuickBooks invoice.

Items can be Active or Suspended. A suspended Item cannot be selected when adding new charges.

Items can be easily imported from QuickBooks, and changes can be synchronized between QuickBooks and RangerMSP.

For more details see QuickBooks Link Items Options.

Invoices

With the RangerMSP-QuickBooks Link you can create invoices in QuickBooks based on charges entered in RangerMSP.

This feature allows you to manage all the aspects of your service in one program: RangerMSP. You can manage Tickets, enter Charges, etc. in RangerMSP, while all billing is managed in QuickBooks.

QuickBooks invoices can easily be created from RangerMSP at the customer level, the service contract level and the ticket level.

All invoices created from RangerMSP are based on Charge records added in RangerMSP. Each Charge record is either a labor charge for work performed, a parts charge describing a part that has been used, or an expense charge for expenses spent on behalf of the customer, i.e. for special deliveries.

It is recommended that you familiarize yourself with the following terms in RangerMSP:

Tickets – Every incident, problem, or job you handle for a customer is managed in RangerMSP using a Ticket record. Click here to learn more.

Contracts – Contract records are used to manage your service contracts and track their status. Click here to learn more.

Charges – Charge records are used to track all activities that will be charged to customers, such as labor, parts and expenses. Click here to learn more.

To learn all about creating invoices from RangerMSP, see QuickBooks Link Invoice Creation Options.

Batch Invoice Creation

The Batch Invoice Creation Wizard allows you to create many invoices at once at the customer level, the service contract level or the ticket level. This can save you a large amount of time allowing you to invoice many tickets or customers at once.

To learn on how to activate the Batch Invoice Creation Wizard, see Batch Invoice Creation.

Charges

Tracking Charges is a key factor for running your service business well and improving its performance. Most employees, however, consider this to be a nuisance or a burden, which makes it difficult to maximize your full income potential.

Three types of Charges can be tracked in RangerMSP:

Labor Charges for services provided
Expense Charges for expenses such as travel and delivery
Parts Charges for parts or products used

Each Charge record includes a description and information regarding the Account being charged, the charged Item (see the section on Items above), quantity, price, and total amount. Each Charge record can also be linked to a Ticket (optional).

All Charges are entered under one of the Account’s active Contracts. Charges may automatically change the current state of the contract where relevant, i.e. a Charge will reduce the time remaining in a Block of Time contract, reduce the amount of money in a Block of Money contract, etc.

A Charge can be set as Billable or Not Billable. When a Charge is set as Billable it means that you intend to bill the customer for this charge. The default billing status for Charges is determined by the type of contract under which the Charge is being created. See Understanding the Billing Status of Charges below. Not-billable charges can also be included in invoices, however, these charges will display a zero amount and will not affect the invoice total amount.

Once a charged has been included in an invoice, the Charge record is set as Billed, and you can view the QuickBooks invoice reference number in the charge window. This prevents a customer from being billed again for the same Charge.

Adding a Charge is easy and this can be done in RangerMSP’s Main menu, the Tickets window (recommended), the Charges main window, or the Account window. Charges can also be added from anywhere using a web browser and an Internet connection, for this you need RangerMSP Web Interface.

Use Items to speed up the process of entering new Charges. When an Item is selected for a Charge, its description and price are automatically copied into the relevant fields in the Charge record.

Many types of Charge reports are available. These reports are used to bill customers and analyze business performance.

For more details see QuickBooks Link Charges Options.

QuickBooks Link Settings

QuickBooks Link Settings can be defined from Tools > Options > QuickBooks tab.



In this window the following settings are available:

  • Accounting Package to be integrated with RangerMSP
    • None – means you do not want to integrate with any system
    • QuickBooks Desktop– choosing this option you should specify the QuickBooks Desktop edition you use:
      • Edition: US, UK or Canada. Note that users working with the QuickBooks Australia edition or with Reckon Accounts (formerly QuickBooks Australia) should select US in this field (the Australian edition provides the API to external system compatible with the US edition).
      • QBFC: this is the QuickBooks API package. By default the system uses the latest QBFC edition. For very old QuickBooks editions you may need to change the QBFC edition being used. See more details in QuickBooks Troubleshooting.
    • QuickBooks Online - select this option to connect to your QuickBooks Online company
  • QuickBooks Company File (for QuickBooks Desktop) or QuickBooks Online Company (for QuickBooks Online)
    Once running the setup wizard (see below) and choosing the company file for QuickBooks Desktop or connecting to QuickBooks Onlince Company, the selected file/company name will appear here. This way you can see at all times which file/company is being used when syncing with QuickBooks.
  • Invoice Charges
    These settings define which charges will be included in invoices by default. All Billable charges that haven't been billed yet and are related to the selected Account, Contract or Ticket record are included in the invoice by default. It is possible to include Not-billable charges in the invoice as well, if you wish to show the customer work performed which is not being billed (e.g. when it is covered by a service contract). When including not-billable charges in the invoice, they do not affect the invoice total amount.

    Not-billable charges can be added to the invoice on-the-fly from the Invoice Creation Wizard, or you can set the system to always include the not-billable charges in invoices.

    Possible options:
    • Display and automatically select not-billable charges
      Selecting this option will always include all not-billable charges in invoices.
    • Display not-billable charges; do not automatically select them
      Selecting this option will always show the not-billable charges in the Invoice Creation Wizard window, however, these charge will remain un-selected, unless you explicitly select to include them in the Invoice.
    • Hide not-billable charges
      Selecting this option will never hide the not-billable charges. You can have them included manually while creating the Invoice in the Invoice Creation Wizard.
      See more details on setting options when running the Invoice Creation Wizard in Invoice Creation Options.

  • QuickBooks Desktop Options: To be Printed & To be Emailed
    Depending on your QuickBooks edition, Invoices in QuickBooks may include the following options: ‘To be printed’ and ‘To be emailed’.

    By default, when creating new invoices from RangerMSP, the values for these options are taken from the default settings in QuickBooks. Using the flags in this options window, you can define default values to be used when generating QuickBooks Invoices from within RangerMSP.
    • To be Printed –
      • By QuickBooks (default) – choosing this option will take the value for this flag from the settings defined in QuickBooks.
      • Yes – choosing Yes will always set the To be Printed as Yes for new invoices created from RangerMSP.
      • No - choosing No will always set the To be Printed as No for new invoices created from RangerMSP.
        Note that these values can be modified on-the-fly when creating the invoice using the Invoice Creation Wizard.
    • To be Emailed -
      • By QuickBooks (default) – choosing this option will take the value for this flag from the settings defined in QuickBooks.
      • Yes – choosing Yes will always set the To be Printed as Yes for new invoices created from RangerMSP.
      • No - choosing No will always set the To be Printed as No for new invoices created from RangerMSP.
        Note that these values can be modified on-the-fly when creating the invoice using the Invoice Creation Wizard.

To view additional properties, scroll down as shown in the following screenshot:

  • Invoice Lines Content
    Here you can select which data you want to include in each invoice line. This will affect all invoices being created via the QuickBooks Invoice Creation Wizard.
    Data which can be added to Invoices:
    • Date
    • Date & Time
    • Employee name
    • Ticket Number
    • Contract Code
    • Item Code
    • Item Name
    • Insert blank lines between each invoice line
  • Advanced Settings
    The Advanced Settings deal with default items created in QuickBooks for un-synced items. In cases when charged Items in RangerMSP were not synchronized with QuickBooks Item, the invoice cannot be created because can't link to an Item in QuickBooks. To make the invoicing process easier and smoother, RangerMSP-QuickBooks Link automatically creates default Items in QuickBooks for such cases. These items can be managed in this window. See more details in Using Special QuickBooks Items and Accounts.

See Also

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