FCS Export to QuickBooks Via Transaction Pro

FCS Export to QuickBooks Via Transaction Pro

FCS users are able to export their service invoice data to Quickbooks by means of a third-party application called Transaction Pro; this article details the process of setting up your data & exporting it in the proper format (more information on Transaction Pro can be found at https://www.transactionpro.com/).

 Step 1

Go to your ToolBox, then click on Dispatch Board.

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Step 2

Select the tickets you want to export to Quickbooks (they must have a status of “Invoiced”).

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Step 3

Click “Export Selected to Timberline”

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Step 4

FCS will generate a CSV file for the properties selected; this file can be opened in Excel & further edited as needed.

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Step 5

Open Transaction Pro and select the Excel file as your file source; make sure the delimiter field is set to “Comma” and the Import Type is set to “Invoice”, then click “Next”.

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Step 6

Review the contents of the CSV file to confirm you have the right data, then click “Next”.

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Step 7

Transaction Pro relies on an established map between the fields used by FCS and those in QuickBooks to import the data properly; if this map has not yet been established or if there is a discrepancy in the fields being mapped, you may receive an error message similar to the one displayed below:

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The field-mapping process only needs to be done once, and the settings will then be retained for future imports. To create the map, click the “Import File Columns” field next to the QuickBooks field you want to map and select the appropriate field from the dropdown box:

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The following table details the standard field mapping between QuickBooks, Transaction Pro, and FCS (NOTE: QuickBooks fields in red are required):

 

QuickBooks Field

Transaction Pro

Field

FCS AR Variable

Customer

customer

{COMPANYNAME}:{INVOICEID} {PROPERTYNAME} {PROPERTYCITY}, {PROPERTYSTATE} {GENERALLEDGERACCT} (NOTE: This is essentially a customer ID number. There is a 40 character limit and the count starts after the colon.)

Transaction Date

transaction_date

{INVOICE_DATE}

RefNumber

ref_number

{LEAKID}

PO Number

PO_number

{CUSTOM:WO#, PO#}

Terms

terms

{BILLTOPAYMENTTERMS}

Class

class

{TECHNICIAN} (NOTE: The Class field can be used in several ways in Transaction Pro. A common use of Class would be Location in which they would pull the location of the service ticket.)

Template Name

template_name

WM Invoicing (NOTE: This field value is hard-coded.)

BillTo Line1

billto_line1

{BILLTONAME}

BillTo Line2

billto_line2

{BILLTOADDRESS}

BillTo Line3

billto_line3

{BILLTOADDRESS2}

BillTo Line4

billto_line4

{BILLTOLINE4}

BillTo City

billto_city

{BILLTOCITY}

BillTo State

billto_state

{BILLTOSTATE}

BillTo PostalCode

billto_postal

{BILLTOZIP}

Customer Message

customer_message

THANK YOU…WE ARE AT YOUR SERVICE (NOTE: This field value is hard-coded. Essentially we put here what the customer’s service dispatch emails say.)

Item

item

{GENERALLEDGERACCT} (NOTE: This can be a custom field.)

Quantity

quantity

1 (NOTE: This is a hard-coded value)

Description

description

{INVOICEDESCRIPTION} (Breakdown:{RATE}x{HOURS}={TOTAL}+{MATERIALTOTAL})

Price

price

{INVOICESUBTOTAL}

Item Line Class

class

{TECHNICIAN}

Sales Tax Item

sales_tax_item

{TAXGROUP}

AR Account

AR_account

Accounts Receivable (NOTE: This is a hard-coded value)

cfc-CITY / STATE

cfc_city_state

{PROPERTYCITY},{PROPERTYSTATE}

cfc-PO #

cfc_PO_number

{CUSTOM:WO#, PO#}

cfc-STORE #

cfc_store_number

{PROPERTYID}

cfc-Store Address

cfc_store_address

{PROPERTYADDRESS}

cfc-Store Number

Cfc_store_number

{PROPERTYID}

cfc-VENDOR #

cfc_vendor

 

cfc-Work Order

cfc_work_order

{CUSTOM: WO#, PO#}

Sales Tax Code

sales_tax_code

(NOTE: This field indicates if the customer is tax exempt)

 

 Step 8

Transaction Pro will save the map automatically when you click “Next”, but you also have the option of clicking on “Save As” to save the map manually using the name & location of your choice (this can be useful if you have more than one layout you want to use):

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Step 9

Transaction Pro will provide another opportunity to review/edit the mapped data before the import; once you’re satisfied everything appears correctly, click Next.

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Step 10

Transaction Pro will prompt you to enter the Item Type, QuickBooks Account, and Sales Tax Code before committing to the import; all these settings can be left unchanged. Click Finish to begin the import.

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Step 11

If there are any discrepancies with the data to be imported, Transaction Pro will stop the import and display an error message detailing the nature of the problem.

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Depending on the nature of the discrepancy, you may need to edit the invalid data in FCS, re-export to a new CSV file, and repeat the Transaction Pro import process beginning with Step 5 (the saved field mapping should not be affected, unless it was the cause of the error).

  

Step 12

Once the data has successfully imported to QuickBooks you will receive a confirmation pop-up:

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Transaction Pro will then provide an opportunity to save the Invoice Transfer Log for historical purposes. If you want to save the log, click “Save”, and if you don’t (or if you’ve already saved it), click “Close”.

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You will be returned to the main window for Transaction Pro; click “Cancel” to exit.

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Step 13

Finally, load QuickBooks and verify that the invoice data was imported successfully.

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