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jmollenhauer
New Member
USA
3 Posts |
 Posted - 03/03/2010 : 12:12:02
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We are new users to QuoteWerks and are still in the testing stages. I have a few questions regarding exporting a quote to QuickBooks Pro 2008 as an estimate.
1. When I enter the terms on the quote exactly the same as they are listed in the QuickBooks (QB) terms list, the field does not populate when exporting and adding the customer to the database. In the QW setup, I have the option selected to Prompt if terms do not exist. I have received no prompt, it just doesn't fill in that field.
2. Sales tax. In the QW setup, I have checked the box that we do not charge sales tax. In the quote, I selected 0%/none. When exporting to QB, it sets up the customer as taxable. The estimate comes over with all the items as nontaxable but the customer is still listed as a taxable customer on the estimate.
3. Contact information. The Sold To fields in QW export to the Bill To fields in QB. The Bill To in QW does not export anywhere that I can see. I have read that this is a bug and I emailed development to request it be corrected. Does anyone have a work around?
4. Job names. Why have questions regarding how you want to name a job in the QW setup for QB exporting if that information does not actually export a job? The only way I have found to get a job added to QB during export is to list my customer as "LastName, FirstName:JobName". The only problem with this is that it then lists all of that as the Bill To and I would have to delete the colon and everything that follows. It would also be nice if it changed it to FirstName LastName for printing appropriately on invoices but keep the customer name in alpha order by last name.
5. Invoicing. Looking to brainstorm here. We do not have all our QW items set up in QB - there just wasn't a need. We have broad categories, which then link to the income accounts, and QW has a custom field that maps to the QB items. We prefer that our quotes only show a summary of the bundle description rather than detail of all the items that make up the summary. Our only problem then is when we export to QB it brings all the detail. The detail is nice because it is automatically going to record my income when I do progress invoicing. But the invoice is currently unusable because it lists too much detail. I can either print invoices from QW and then key a separate summary invoice into QB, which would take more time rather than saving time. Or I can customize my invoice to not print any items on it at all and maybe print the customer message in the body of the invoice. Basically we just want a summary of the scope of services and dollar amount. I am looking for someone with experience in customizing QuickBooks invoices to respond here.
Thanks for any help various people in the forum can provide to this newcomer! |
JoLynn |
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Tolleh
QuoteWerks Genius
USA
2066 Posts |
Posted - 03/03/2010 : 22:11:39
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Hi JoLynn,
You have a lot to look at here, so I'll try to comment in a couple of responses:
quote:
1. When I enter the terms on the quote exactly the same as they are listed in the QuickBooks (QB) terms list, the field does not populate when exporting and adding the customer to the database. In the QW setup, I have the option selected to Prompt if terms do not exist. I have received no prompt, it just doesn't fill in that field.
I believe QW considers the terms as part of the document only, and doesn't export the terms to the customer even if you are creating a new customer (this may he a good suggestion to send QW development for consideration)
quote:
2. Sales tax. In the QW setup, I have checked the box that we do not charge sales tax. In the quote, I selected 0%/none. When exporting to QB, it sets up the customer as taxable. The estimate comes over with all the items as nontaxable but the customer is still listed as a taxable customer on the estimate.
I believe QW again considers this field as part of the document only. You might try setting the preferences in QB to nontaxable as the default.
quote:
3. Contact information. The Sold To fields in QW export to the Bill To fields in QB. The Bill To in QW does not export anywhere that I can see. I have read that this is a bug and I emailed development to request it be corrected. Does anyone have a work around?
Well... I don't agree it is a "bug". The program is working as designed. Since QW has evolved (i.e. the BillTo fields were added); however, the design doesn't make as much sense. The only work around I know of I posted here:
http://71.41.127.206/forum/topic.asp?TOPIC_ID=999
Hope this helps,
Dan |
"For [G o d] so loved the world that he gave his one and only Son, that
whoever believes in him shall... have eternal life." John 3:16 N.I.V.
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Tolleh
QuoteWerks Genius
USA
2066 Posts |
Posted - 03/04/2010 : 03:32:45
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quote:
4. Job names. Why have questions regarding how you want to name a job in the QW setup for QB exporting if that information does not actually export a job?
I believe the question relates to exporting as a QB Estimate. If you export as a QB Estimate a Job is created following the criteria
quote:
The only way I have found to get a job added to QB during export is to list my customer as "LastName, FirstName:JobName". The only problem with this is that it then lists all of that as the Bill To and I would have to delete the colon and everything that follows. It would also be nice if it changed it to FirstName LastName for printing appropriately on invoices but keep the customer name in alpha order by last name.
I believe the limitations here may be with how QB handles the data sent to it (I would need to investigate further). As it is, if QW is set up as:
"LastName, FirstName:JobName" for the Company
"FirstName LastName" for the Contact
You could export, then open the customer and delete the first line of the Bill To address(LastName, FirstName:JobName). Yes, there unfortunately is still some editing. This would leave the correct format for printing, and searching the customer list.
Hope this helps,
Dan |
"For [G o d] so loved the world that he gave his one and only Son, that
whoever believes in him shall... have eternal life." John 3:16 N.I.V.
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jmollenhauer
New Member
USA
3 Posts |
Posted - 03/04/2010 : 12:10:14
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I'm not sure what you mean by "the terms are part of the document." The exported document? I am exporting the quote to an estimate.
In relation to the sales tax, even looking at the estimate it created from the export, it set the sales tax to taxable instead of non. I found the default in QuickBooks to say we don't charge sales tax so I will see how that helps. I should probably make support aware of this because maybe a non-taxable sales instance is not exporting properly.
Regarding the job. I am exporting from QuoteWerks to QuickBooks as an estimate. No job is created upon export unless I enter the customer information with the ":JobName" behind it. |
JoLynn |
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Tolleh
QuoteWerks Genius
USA
2066 Posts |
Posted - 03/04/2010 : 20:41:31
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quote:
Originally posted by jmollenhauer
In the QW setup, I have the option selected to Prompt if terms do not exist. I have received no prompt, it just doesn't fill in that field.
quote:
Originally posted by jmollenhauer
I'm not sure what you mean by "the terms are part of the document." The exported document? I am exporting the quote to an estimate.
QB stores terms in a list. If you try to export a term that isn't included in that list, then you will be prompted to create a "new' term. QB will not allow you to use terms that are not in the list.
This newly created term has no bearing on the value stored in the Customer as a default term. QB uses this customer default term to preload the terms when a new document is created, but it is not set in stone. Each document created for a specific customer can have different terms. When QW exports to QB invoices the terms are transferred to the invoice from the QW document and are created in the QB terms list if they do not exist. QB Estimates do not store terms, and since QW didn't set the default when the customer is created, when you convert the estimate to an invoice the customer default (blank) is added to the invoice.
A worth while suggestion would be for QW to add a field for the default terms when a Customer is created in the setup or even better use the current document terms to create the customer default when QW creates the customer.
Hope this clarifies,
Dan |
"For [G o d] so loved the world that he gave his one and only Son, that
whoever believes in him shall... have eternal life." John 3:16 N.I.V.
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Tolleh
QuoteWerks Genius
USA
2066 Posts |
Posted - 03/04/2010 : 22:03:03
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quote:
Originally posted by jmollenhauer
In relation to the sales tax, even looking at the estimate it created from the export, it set the sales tax to taxable instead of non. I found the default in QuickBooks to say we don't charge sales tax so I will see how that helps. I should probably make support aware of this because maybe a non-taxable sales instance is not exporting properly.
If you don't set QB to not charge sales tax, the default in QB when setting up a Customer is making the customer taxable (here again QW doesn't set this default in the customer), and even though you have it set that QB doesn't charge sales tax in QW, QB will override this. If in QW you use a 0 tax rate, this is still a tax rate and not interpreted as not taxable. If you set up a 0 tax rate in QB and make that Tax Item the default for export in QW, you'll get no tax charged against the document.
Again QW development could be sent a request that the default sales tax info of a customer be part of the customer creation.
quote:
Regarding the job. I am exporting from QuoteWerks to QuickBooks as an estimate. No job is created upon export unless I enter the customer information with the ":JobName" behind it.
What setting are you using for the Job name in the QW to QB setup?
Awaiting a reply,
Dan
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"For [G o d] so loved the world that he gave his one and only Son, that
whoever believes in him shall... have eternal life." John 3:16 N.I.V.
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Tolleh
QuoteWerks Genius
USA
2066 Posts |
Posted - 03/04/2010 : 22:10:32
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quote:
Originally posted by jmollenhauer
5. Invoicing. Looking to brainstorm here. We do not have all our QW items set up in QB - there just wasn't a need. We have broad categories, which then link to the income accounts, and QW has a custom field that maps to the QB items. We prefer that our quotes only show a summary of the bundle description rather than detail of all the items that make up the summary. Our only problem then is when we export to QB it brings all the detail. The detail is nice because it is automatically going to record my income when I do progress invoicing. But the invoice is currently unusable because it lists too much detail. I can either print invoices from QW and then key a separate summary invoice into QB, which would take more time rather than saving time. Or I can customize my invoice to not print any items on it at all and maybe print the customer message in the body of the invoice. Basically we just want a summary of the scope of services and dollar amount. I am looking for someone with experience in customizing QuickBooks invoices to respond here.
Hi JoLynn,
Have you looked at the option to export a QW group as a single line in QB?
Awaiting a reply,
Dan |
"For [G o d] so loved the world that he gave his one and only Son, that
whoever believes in him shall... have eternal life." John 3:16 N.I.V.
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Exporting to QuickBooks Pro 2008
