This article steps through setting up integration between Streamtime and Quickbooks when no Sub-Items exist in your Quickbooks item list.
Quickbooks Item List
When sub-items exist in the Quickbooks item list, both the primary item and sub-item will need to exist in the Streamtime cost matrix.
Example of Design - Artwork can be seen in the above and below images.
Streamtime Cost Matrix
When using sub-items, duplicate items cannot exist in the Quickbooks item list. As seen above, Design is a primary item so therefore cannot exist as a sub-item anywhere in the item list.
The below error will be displayed in this instance.
When duplicate items exist in Quickbooks this error will be returned after an import.
Go to the Setup > Invoicing tab in Streamtime.
1. In the 'Accounts Package' drop down ensure that 'Quickbooks FMBooks Plugin' is selected.
2. The 'Use sub-items in Quickbooks?' option should be set to 'Yes'.
Via the Job Invoicing screen, perform a find for the invoices you wish to export. For example, to find the invoices that fall within a specific date range perform a find using [start date]..[end date].
As will be explained in the next step - this specific import can take some time to process. It is therefore recommended that small batches of invoices are exported at one time - 10 for example.
Expected Completion Time
Due to the technical process to integrate the two systems when using sub-items, the import can potentially take some time. The user is asked whether this is acceptable or whether another time is better.
The amount of processing time is determined by the number of invoices in the export and also the number of line items on each of these invoices. This particular export scans through every single line item and attempts to match it to the correct item in Quickbooks.
With this in mind, it is strongly recommended that smaller batches of invoices - 10 for example - are exported at one time.
The 'Invoice Status' column will give an indication of the success of the export.
If it has failed, the error message will provide you with information as to why so that the problem can be rectified. If multiple errors are found, they will be listed in the invoice status field one after the other. Copying over to a text file may make it easier to work through.
Note - If ANY errors are found in ANY of the invoices, NONE of the invoices are exported.
Invoice is successfully exported
The invoice should now be present in your Quickbooks system.