FAQs about QuickBooks Integration
Information Transfer
Will all of my previous ALLDATA Manage information be transferred to QuickBooks?
-
No, ALLDATA Manage only integrates information into QuickBooks from the date of the integration forward.
I want to keep track of the hours that my technicians work in a week for payroll purposes. Will that information be transferred to QuickBooks?
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No, ALLDATA Manage keeps track of technician efficiency but that information is not transferred to QuickBooks.
Does the QuickBooks Integration with ALLDATA Manage keep track of my inventory and/or cost of goods sold?
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No, ALLDATA Manage sends the invoice into QuickBooks as income only. No inventory adjustments or costs go over to QuickBooks.
If I enter an invoice in QuickBooks, will it transfer to ALLDATA Manage too?
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No, invoices created in QuickBooks cannot be transferred into ALLDATA Manage. Only invoices created in ALLDATA Manage after the QuickBooks Integration can be transferred into QuickBooks.
I do electronic ordering in ALLDATA Manage. Will my purchase orders transfer to QuickBooks?
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No, Manage will only transfer the invoice sale to QuickBooks.
I have more than one company file in QuickBooks, can I have all of them integrate with Manage?
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No, ALLDATA Manage integrates with only one company file in QuickBooks.
When I post a ticket in ALLDATA Manage, what QuickBooks account do the funds go into?
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When a ticket is posted in Manage the funds would be applied in the Undeposited Funds (Debit) against Accounts Receivable or Customer Deposits (Credit) accounts in QuickBooks and can be reclassified from there.
When a refund is applied in ALLDATA Manage, what QuickBooks account reflects the transaction?
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When a refund is applied in Manage, it removes the funds from the Petty Cash account until the amount is manually categorized in QuickBooks.
What are all these items/accounts that are now in QuickBooks after the integration?
QuickBooks Accounts
|
Account Name |
General Ledger Type |
|---|---|
|
Accounts Receivable * |
Accounts Receivable * |
|
Applied Credits |
Other Income |
|
Checking |
Bank |
|
Core Revenue |
Income |
|
Customer Deposits |
Other Current Liability |
|
Deposits |
Other Income |
|
Discounts – Labor |
Other Income |
|
Discounts – Parts |
Other Income |
|
Discounts – Sublet |
Other Income |
|
HazMat Revenue ( non-tax ) |
Income |
|
Labor Revenue ( non-taxable ) |
Income |
|
Labor Revenue ( taxable ) |
Income |
|
Parts Revenue (non-taxable ) |
Income |
|
Parts Revenue ( taxable ) |
Income |
|
Petty Cash |
Bank |
|
Returns and Allowances |
Income |
|
Shop Supplies Revenue (taxable) |
Income |
|
Sublet Revenue (non-tax) |
Income |
|
Sublet Revenue (taxable) |
Income |
*Clicking the Refresh QB Data button causes the accounts of types Other Income, Income, and Bank to be added to the grid.
*If this account name or type is changed, you cannot post invoices or write payments from Manage to QuickBooks.
QuickBooks Items
|
QuickBooks Item |
Type |
|---|---|
|
Cores |
Other Charge |
|
Credit |
Other Charge |
|
Discounted Labor |
Discount |
|
Discounted Parts |
Discount |
|
Discount Sublet |
Discount |
|
Non-taxable HazMat |
Other Charge |
|
Non-taxable Labor |
Service |
|
Non-taxable Parts |
Non-Inventory |
|
Non-taxable Shop Supplies |
Other Charge |
|
Non-taxable Sublet |
Other Charge |
|
Tax Calculated On Invoice |
Sales Tax Item |
|
Taxable HazMat |
Other Charge |
|
Taxable Labor |
Service |
|
Taxable Part |
Non-Inventory Part |
|
Taxable Shop Supplies |
Other Charge |
|
Taxable Sublet |
Other Charges |
Note: All Sales Tax Items are also added to the QuickBooks Items tab. This includes any defaults (such as Out of State), any created by the Integration (Tax Calculated on Invoice), and any create by the user in QuickBooks (such as State Sales Tax, Labor Tax, Parts Tax, etc.)
What happens in QuickBooks after each ALLDATA Manage transaction is performed?
| ALLDATA Manage Transaction | QuickBooks Transaction |
QuickBooks Account Credited | QuickBooks Account Debited |
| Create Quote, Estimate or RO | None | None | None |
| Apply a deposit to a Repair Order | Sales Receipt for deposit amount | Accounts Receivable | Undeposited Funds |
| Cashier Invoice | No transaction until posted | None | None |
| Cashiered & Posted Invoice | Invoice created | Accounts Receivable | Undeposited Funds |
| Posted Invoice Not Paid | Invoice created | Accounts Receivable | None |
| Update Customer name, address or phone # | Only updates Customer records if has invoices posted after integration | n/a | n/a |
| Receive Payment on Invoice Posted after Integration | Customer's aging updated | Accounts Receivable | Undeposited Funds |
Error Messages
For solutions to QuickBooks Integration related issues, click HERE.