Transferring an invoice to your accounting package is a simple process. Visit the training modules for help setting up the QuickBooks or Peachtree accounting links.
Results from transferring a T&M, flat rate, or quoted job invoices vary.
Transferring Invoices
The invoice status is important when transferring invoices. Invoices can have 1 of 3 statuses. Users cannot add or delete statuses in QuickService.
Statuses can be manually changed on invoices by users, and certain system settings can automatically control invoice statuses.
Invoice statuses include:
Pending Transfer: Invoice is incomplete and needs to be reviewed before being transferred to accounting
Transfer: Invoice is complete and ready to be transferred to accounting
Posted to AR: Invoice has been successfully transferred to accounting
All invoices with a status of Transfer are listed on the QuickService accounting interface screen (Billing menu –> Accounting Link).
Invoices ready to be transferred are listed in the top-left table on the AR Link tab.
To change the invoice GL Code from the transfer screen, right-click on the invoice and select the GL Code for that invoice.
To transfer invoices, check the boxes on the left next to invoices to be transferred. Then click the Transfer Invoices button on the right side of the screen.
Note: if the accounting interface options and GL Codes have not been setup, refer to the training documents related to your specific accounting software used or contact QuickService technical support and training.
Transferring invoices to the accounting software package is not related to sending the invoice to the customer or receiving payment.
Most users transfer all new invoices every 1-3 days.
If the user enters a new customer in QuickService that is not in the accounting software, and later transfers an invoice for this customer, QuickService will automatically create the new customer in the accounting software. It does not matter which accounting software is being used. The user never has to enter the customer in both software packages.
To print a list of invoices and amounts about to be transferred to reconcile accounts after transferred, click the Print Invoice List button after checking the boxes next to the invoices to transfer.
Transferring Finance Charges
Finance charges on invoices can also be transferred using the same Transfer Invoice steps. An extra setup step needs to be completed using the Setup Finance Charge button. If an item is a finance charge, it is marked in the Notes column on the transfer screen.
Transferring Credit Memos
If setup, users can create credit memos to apply to current or future customer invoices. These are not intended to be cash payments back to customers.
A credit memo in QuickService resembles a regular invoice, but all quantities are automatically negative, giving the customer a credit balance that can be applied toward other, positive invoices.
Credit memos are transferred to accounting the same as positive invoices are transferred. Some accounting packages only allow for the interface to transfer the credit memo as a negative-value invoice.
Transferring Payments
It is highly recommended that users enter payments directly into QuickService and then transfer them to QuickBooks, rather than entering payments directly into QuickBooks.
There are multiple ways to enter payments into QuickService:
Clicking Enter Payment while on the invoice screen
Clicking Billing in the top menu bar, then clicking Payment Entry
Payments ready to transfer are listed in the table on the bottom half of the accounting interface AR screen. To transfer, check the box each payment or click ‘check all’ button. Then click the Transfer Payments button on the right side of the screen.
If the user transfers a payment before the invoice is transferred, QuickService will automatically transfer that invoice first.
The user can also print out a list of payments to reconcile accounts, the same as when transferring invoices.
Transferring Purchase Orders
Users can transfer purchase orders to their accounting software. What is actually transferred is the vendor invoice for received purchase order items. Vendor invoices can be transferred as Paid or Not Paid, depending on the user setup.
When the user receives purchase items, they mark the vendor invoice status ‘To AP’.
Purchase orders (vendor invoices) are listed on the AP Link tab of the accounting interface. If a PO is received in more than one shipment and has more than one vendor invoices, that PO will list each received shipment on the interface.
Similar to Invoices and Payments, to transfer Purchase Orders to accounting, select the AP Tab –> check item boxes –> Transfer AP Amount. Same as the AR transfers, a window will display progress and any errors.
Default Settings
Users can assign a default invoice and payment transfer status (Setup menu –> Preferences –> Company Defaults tab). When a new invoice or payment is opened for the first time, it will have the default status assigned.
Invoice status reminder:
Pending Transfer: Invoice is incomplete and needs to be reviewed before being transferred to accounting
Transfer: Invoice is complete and ready to be transferred to accounting
Posted to AR: Invoice has been successfully transferred to accounting
QuickService Project Manager invoices can have a different default transfer status. To assign a different Project Manager default invoice status, click Project Manager –> Invoice Search tab –> Settings –> Project Defaults tab.
Work ticket statuses are linked to the invoice status by checking the AR Transfer box in the Work Ticket Status Code setup (Setup menu –> Preferences –> Codes tab –> Status Codes).
Changing the work ticket status changes the invoice status to ‘Transfer’. The work ticket status also changes if the user changes the invoice status.
For example, changing a work ticket to ‘Billing Complete’ automatically changes the invoice status to ‘AR Transfer’.
Troubleshooting
There are several possible errors and problems users may encounter when transferring invoices to accounting. Some of these are dependent on the specific accounting software used and the limitations of the software.
Invoices highlighted in red on the transfer screen indicate an error and cannot be transferred until the error is fixed.
The message on the invoices below indicate a problem with the billing customer. Usually, needed info for the billing location was deleted. To resolve these errors, right-click on the invoice to open it. Then click on ‘Change Bill To’ and select the correct billing location.
Another common error when the GL Code assigned is no longer valid. To fix this, right-click on the invoice and assign a new GL Code.
Other potential transfer problems can be found in the Notes column on the transfer screen. These problems can include potential GL Code conflicts or billing customer issues. All these notes need to be reviewed and any invoices adjusted that need adjusting.
When the ‘Transfer Invoices’ button is clicked, the user may receive an error message similar to the one below. The user may be required to either open the correct company file in the accounting software used, or re-configure the interface settings before continuing.
When QuickService attempts to transfer invoices, any errors encountered cause that invoice to not transfer at all. The user always receives a message box detailing the results of each invoice that transfer was attempted, including any errors.
Common errors shown in the transfer log include mis-matched sales tax rates and customer types between QuickService and accounting. These problems have to fixed before transferring the invoice, either by changing codes in QuickService, the accounting software, or using the Company Configuration setup screen in the interface.
Often double-checking the invoice or customer data will easily resolve any transferring conflicts.
Note that most problems happen when the user first sets up the interface and transfers invoices. Once the configuration is fine-tuned, these problems stop.
Transfer Results – T & M Invoices
A time and material (T&M) invoice is shown below. All items have both an accurate cost, as well as a price charged to the customer.
A transferred T&M invoice is shown below in QuickBooks. Notice the items price, cost, and quantity, as well as other customer and date details.
Transfer Results – Flat Rate Invoices
Flat rate invoice is shown below. All items have an accurate cost, but only the top flat rate service has a price charged to the customer.
A transferred flat rate invoice in QuickBooks is shown below. Notice the items price, cost, and quantity, as well as other details like customer specifics and date.
Only the flat rate service shows a price charged. Please understand your local sales tax laws in relation to flat rate billing.
Transfer Results – Quoted Invoice
An invoice from a quoted job is shown below. The Invoice Total box at the top is checked, allowing the user to manually override the customer price.
An additional Misc line item is automatically added to the invoice so that individual prices can be transferred to accounting, like a T&M job rather than a flat rate job.
A transferred quoted invoice in QuickBooks is shown below. Notice the items price, cost, and quantity, as well as other details like customer specifics and date.
Quoted jobs with a fixed price override selected still transfer prices like a T&M invoice, with the Misc adjustment line included.
