QuickBooks: QBXML: What You Should Know Before Starting

What You Should Know Before Starting

When integrating two different systems, there may be issues that arise. Although these issues are addressed in the appropriate topics elsewhere in the Help, we wanted to point out several of the issues that are involved before you implement the QBXML integration.

You need to be aware of how clients and customers need to be handled when using the QuickBooks QBXML integration. Basically, in QuickBooks, you need to enter the customer first, save it, and then enter the job information. Conversely, if entering the client in Tabs3 first, you need to enter the base client in Tabs3, save it and then enter a client matter (using the exact same name) with a different Client ID. Be aware that if you have existing Tabs3 clients, for every Tabs3 client in the system, you will need to add a base client that does not contain a Work Description.

The reconciliation of cost transactions is not possible between the two programs and Technical Support cannot assist in the reconciliation.

As a result of the different ways that the QuickBooks and Tabs3 data files use key fields, there is a difference in how changes and deletions are handled in the cost file. Changes made in QuickBooks are brought over to Tabs3; however, changes made in Tabs3 are not posted to QuickBooks. Conversely, deletions made in QuickBooks are not brought over to Tabs3.

We recommend using the following systems when working with clients and costs:

Function	Recommended System	Exceptions & Notes
Adding Costs	Either System
Changing Costs	QuickBooks	Changing a transaction in Tabs3 does not change the transaction in QB.
Deleting Costs	Tabs3	Deleting a cost transaction in Tabs3 will *not* delete the corresponding Bill record from QB. Deleting a transaction in QB does *not* delete the corresponding transaction in Tabs3.
Deleting Payments	Tabs3	Deleting, reversing or refunding a payment in Tabs3 will automatically make reversing Journal Entries in QB.
Adding or Changing Clients	Either System
Deleting Clients	Required in Both Systems	Deleting a client in Tabs3 will delete as well as Tabs3, but neither the Customer, nor Bills for the Customer will be deleted. Deleting a Customer in QB will not remove any transactions from Tabs3 and will not delete the Client.

Payments Note: When a payment is entered into Tabs3, General Journal Entries are created in QuickBooks, the actual payment is not integrated. For this reason, it is recommended to only integrate payment transaction codes with QuickBooks if the actual payments will not be entered directly into QuickBooks. If you enter a payment in QuickBooks and create the QuickBooks General Journal Entries for Tabs3 payments, this would cause double posting.