QuickBooks Cost File Integration

 

When using QBXML integration in Tabs3, the QuickBooks Bill File integrates with the Tabs3 Cost File. Integration occurs both ways but is handled differently depending on which system the cost is added to:

• Tabs3 passes information to QuickBooks automatically at the same time the information is added in Tabs3.
• Tabs3 pulls information from QuickBooks whenever the Merge QuickBooks Data with Tabs3 program is run.
  

The following explains how additions, changes, and deletions of cost records are supported:

• In the cost file, adds are supported both ways.
• Changes in Tabs3 cost records are not passed to QuickBooks. However, changes to Bills in QuickBooks are passed to Tabs3.
• Deletions of cost records in either program will not delete the corresponding cost in the other program.
• Deleting a client in Tabs3 will delete all costs for the client in Tabs3, but will not delete the Customer, or the corresponding Bills for the Customer, in QuickBooks.
  

Note: In order to integrate costs with QuickBooks, the Integrate with QuickBooks check box must be selected on the Setup tab in the Client file and in the Transaction Code file for the specified cost transaction code.

Additionally, after adding a cost transaction to Tabs3, detail journal entries are posted directly into QuickBooks. The QuickBooks DB Acct field in the Cost file determines the QuickBooks account which the Debit entry is posted to. A Default debit account can be specified for each cost transaction code. The credit account is always the QuickBooks Accounts Payable account.

In order to integrate costs with QuickBooks, Class Tracking must be enabled in QuickBooks. This is required to work with Tabs3 transaction codes.

Field Mapping

The following table shows how Tabs3 cost fields are posted to QuickBooks and vice versa. Field lengths are shown in parentheses where appropriate. Fields that have more data than the other system allows will be truncated (with a few exceptions as noted).

Tabs3	QuickBooks	Notes
Client	Customer Job	Valid entity required in order for transactions to be passed. Client must have name, acct #, category (Job Type) and timekeeper (Sales Rep).
Date	Date
Tcode	Class	Tabs3 tcodes must have alpha codes.
Bill Code	n/a	Tabs3 Billable costs are passed to QB as billable. Tabs3 Non-billable costs are passed to QB as non-billable. Billable QB Bills are passed to Tabs3 as billable. Non-billable QB Bills are passed to Tabs3 with Bill Code 2- non-billable/printable.
QuickBooks Vendor	Vendor	Tabs3 costs without a QuickBooks Vendor assigned will be passed to QB with a vendor of "STI-Vendor".
QuickBooks DB Account	Account	Tabs3 costs without a QuickBooks Debit Account assigned are passed to QB with an Account of "STI-Expense" (regardless of whether it is a Tabs3 expense or advance).
Amount	Amount	Tabs3 costs with 0.00 amount are passed to QB as a Paid Bill.
Date Entered	N/A	The Date Entered field will be passed to Tabs3 the date the Merge QuickBooks Data with Tabs3 is run.
User ID	N/A	The User ID field will be passed to Tabs3 with the User ID that ran the Merge QuickBooks Data with Tabs3.
Description (5000)	Memo (4095)	RTF attributes stripped from QB.

Tabs3 to QuickBooks

Keep the following in mind when integrating costs from Tabs3 to QuickBooks:

Client: If the client you are creating the cost for is configured to integrate with QuickBooks (i.e., the Integrate with QuickBooks check box is selected on the Setup tab in the Client file), the client must exist in QuickBooks. Otherwise an error will be displayed while the cost transaction is being saved indicating an invalid reference or argument was encountered. No information will be passed to QuickBooks in this situation.

Description: Rich Text Format attributes (RTF - bold, italics, underline) are not supported by QuickBooks; therefore these attributes are stripped before the description is passed to QuickBooks.

Tcode: When cost transactions are passed from Tabs3 to QuickBooks, the Alpha Code associated with the specified tcode is added to the QB Class List (if it is not already present).

Amount: Tabs3 credit transactions create Credit Memos in QuickBooks.

Amount: Tabs3 costs with an amount of "0.00" are passed to QuickBooks as a Paid Bill.

Bill Code: All billable Tabs3 costs are passed to QuickBooks as billable (i.e., Bill Code = "0" - Billable/Printable, "3" = Billable/Non-Printable, or "4" - Billable/Always Print). Non-Billable Tabs3 costs (i.e., "2" - Non-Billable/Printable, "3" - Billable/Non-Printable) are passed to QuickBooks as non-billable.

Sales Tax: QuickBooks does not add sales tax to an entry until it is put on a Sales Form, therefore Tabs3 cannot send sales tax information to QuickBooks

QuickBooks to Tabs3

Keep the following in mind when integrating costs from QuickBooks to Tabs3:

Expenses: QuickBooks classifies Bills, Checks, and Credit Card Transactions as Expenses or Items. Only Expenses are passed to Tabs3.

Memo: There are two Memo fields in QuickBooks. The memo field directly under the Bill/Credit Card area is not passed to Tabs3.

Client: Although QuickBooks does not require a customer/job to be entered for Bills, Tabs3 requires it. If a Bill is entered into QuickBooks without a customer/job, no information will be passed to Tabs3 when the Merge QuickBooks Data with Tabs3 program is run.

Tcode: Although QuickBooks does not require a Class (tcode) to be entered for Bills, Tabs3 requires it. If a Bill is entered into QuickBooks without a tcode, no information will be passed to Tabs3 when the Merge QuickBooks Data with Tabs3 program is run.

Timekeeper: Bills, checks, and credit card transactions created in QuickBooks are passed to Tabs3 using the Tabs3 client's primary timekeeper for the timekeeper field.

Vendor: The QuickBooks vendor is passed to the QuickBooks Vendor field in Tabs3.

Account: The QuickBooks account is passed to the QuickBooks Debit Account Field in Tabs3.

Credit Memos: Credit memos are passed to Tabs3 as cost credit transactions if the "Qty" field on the credit memo is blank.

Credits: In QuickBooks, you can mark a Bill as a Credit. This type of credit transaction does not get passed to Tabs3.

Credit Cards: In QuickBooks, you have the option to select Charge or Credit. Charges are passed as costs but credits do not get passed to Tabs3.

Bill Code: Bills that are tagged as non-billable in QuickBooks are passed to Tabs3 will Bill Code 2 - Non-billable / Printable.

Item Receipt Only: If the Bill Received check box is cleared, the Bill is considered an "Item receipt Only". These transactions do not get passed to Tabs3.

Sales Tax: Cost transactions merged into Tabs3 will have sales tax if the Client in Tabs3 is set up to have sales tax on the Billing Options tab of the Client file and the Charge Sales Tax check box is selected for the cost transaction code in the Transaction Code file.

General QuickBooks Information

The following information is provided for users who are not familiar with QuickBooks Data entry routines.

A Bill can be created in QuickBooks using the following menus:
Vendors | Enter Bills

A Bill can be paid in QuickBooks using the following menus:
Vendors | Pay Bills

Once a Bill is paid, a check can be printed using the following menus:
File | Print Forms | Checks

STI-Vendor costs can be viewed in QuickBooks using the following menus:
Edit | Simple Find | Transaction Type = Bill
Edit | Simple Find | Vendor = STI-Vendor

Credit Memos can be created in QuickBooks using the following menus:
Customers | Create Credit Memos/Refunds

Note: To create a Tabs3 cost credit, the "Qty" field must be left blank.

Credit Memos can be viewed in QuickBooks using the following menus:
Edit | Simple Find | Trans. Type = Credit Memos

A check can be created in QuickBooks using the following menus:
Banking | Write Checks

Checks can be viewed in QuickBooks using the following menus:
Edit | Simple Find | Trans. Type = Check

A credit card charge can be created in QuickBooks using the following menus:
Banking | Enter Credit Card Charges

Credit Card Charges can be viewed in QuickBooks using the following menus:
Edit | Simple Find | Trans. Type = Credit Card

Voiding or Deleting a Cost in QuickBooks

Deleting a cost in Tabs3 does not delete the corresponding Bill in QuickBooks. The Bill in QuickBooks must also be deleted, voided or placed on an Invoice or Statement. Otherwise, the cost will be added back into Tabs3 when the Merge QuickBooks Data with Tabs3 program is run.

Voiding a Bill in QuickBooks changes the amount of the Bill to zero and keeps a record of the transaction in QuickBooks. Deleting a Bill in QuickBooks permanently removes the bill. When you delete a Bill that has already been paid, QuickBooks creates a credit with the vendor.

The following procedure can be used to void or delete a Bill in QuickBooks:

1. In QuickBooks, display the Accounts Payable Register by selecting Lists | Chart of Accounts.
2. Double-click the Accounts Payable account.
3. Find the Bill in the register and select it. (Note: Transactions are displayed in Date order.)
4. From the Edit menu, select Void Bill or Delete Bill.
5. Click Yes to void or delete the Bill.