QuickBooks Link
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.
This user manual will help you use the features included in the Commit-QuickBooks Link module.
The Commit-QuickBooks Link includes the following features:
Customers
- Import all your QuickBooks Customers into Commit
- Changes made to QuickBooks Customers can be synchronized with Commit
- Create a new Customer in QuickBooks based on a selected Commit Account
- Create links between existing Commit Accounts and QuickBooks Customers to automate synchronization between them
- Send and receive updates for selected Accounts/Customers
Vendors
- Import all your QuickBooks Vendors into Commit
- Changes made to QuickBooks Vendors can be synchronized with Commit
- Create a new Account in Commit based on a selected QuickBooks Vendor
- Create a new Vendor in QuickBooks based on a selected Commit Account
- Create links between existing Commit 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 Commit:
- Service Items => Labor Items in Commit
- Inventory Parts => Products/Parts in Commit
- Non-Inventory Parts => Products/Parts in Commit
- Inventory Assembly Items => Products/Parts in Commit
- Other Charge Items => Expenses in Commit
- Changes made to QuickBooks Items can be synchronized with Commit
- Create a new Item in Commit based on a selected QuickBooks Item
- Create a new Item in QuickBooks based on a selected Commit Item
- Create links between existing Commit 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 Commit
- 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 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.
Please note that currently Commit synchronizes with the following versions and editions of QuickBooks:
The following US versions of QuickBooks are supported:
- QuickBooks Pro 2009
- QuickBooks Premier 2009
- QuickBooks Enterprise 2009
- QuickBooks Pro 2008
- QuickBooks Premier 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
Note for QuickBooks 2009 users:
CommitCRM 4.5, or above, is required to integrate with QuickBooks 2009.
Commit-QuickBooks Link uses a single currency. Multi-currency is not supported.
The following Canadian versions of QuickBooks are supported:
- QuickBooks Canada Pro 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:
- QuickBooks UK Pro 2008
- QuickBooks UK Pro 2006
- QuickBooks UK Pro 2005
- QuickBooks UK Pro 2004
The following Australian versions of QuickBooks are supported (*):
- QuickBooks Pro 2008/09
- QuickBooks Premier 2008/09
The integration with QuickBooks Australia was tested and works in US compatibility mode.
[multi user mode is supported]
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.
The Options dialog box appears.
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.
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.
Click on 'Click to Select' button to select your QuickBooks company file.
After selecting the company file continue with the setup process.
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.
Please follow the instructions in the screen shot above.
After logging into QuickBooks as an Administrator and in a single user mode, click 'Next'
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.
Make sure you select the following settings as illustrated above:
- Always allow access even if QuickBooks is not running
- Login as user with Admin privileges.
Note: The dialog box you see may slightly differ from the one above depending on your version/edition of QuickBooks.
Click Continue. QuickBooks will then ask you to confirm that you grant the permissions to Commit. Click Yes.
When the permissions are granted to Commit the setup is complete.
You will be returned to the Options window. Confirm by clicking OK.
Done! The Commit-QuickBooks Link setup is now complete.
(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.
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.
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 Commit
Click OK.
The import has finished. You can now see all the imported records in Commit 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 Commit Based on QuickBooks' menu option.
Importing Items from QuickBooks into Commit
This section will show you how to import your QuickBooks Items into Commit.
Important Note: 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.
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.
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 Items from QuickBooks into Commit:
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 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, 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 untill the record are imported from QuickBooks to Commit
Click OK.
The import has finished. You can now see all the imported records in Commit, in the Items window.
