To change your export type:
- Go to Toolbox > Admin > Service Dispatch Settings
- You will find the 'Dispatch Report Export' drop down toward the bottom of the page.
- Simply select the option you wish to change to and click Update to save.
Choosing the right export for you:
- The FCS system offers ten different export types.
- Most of these exports were built to feed a specific accounting system. But others are meant to be generic.
- See below for details on each.
- While you can change your Export Type at any time, it is not recommended to do so while your system is in use.
- Some Export Types will affect how service tickets are dispatched.
- To be safe, we recommend experimenting with different Export Types after hours, if needed.
- For your convenience, there are sample files attached for each export type.
- This exports a basic XLS file with all of the essentials.
- Bring it straight into Excel to reformat or build your own reports.
- This exports an IIF file (Intuit Interchange Format) setup for a basic AR import.
- This export will work for most Quickbooks users, advanced users might consider using the Template Export below.
- When using the Quickbooks Export, you can set the following variables:
- You can also define a list of "Other" items which can be added to your invoices.
- Using this export type will force users to choose from this list of "Other" items, instead of typing them in.
- This is a very powerful export that allows you to export data in many different formats.
- To use this you must build a Template file, putting specific Variable Words in the places that you want their corresponding values to be placed in the eventual export file.
- As the export runs, the Template is copied to each Invoice and the values of that Invoice are plugged into the places where their corresponding Variable Words are.
- Beginners: See the attached files for pre-built templates.
- Data Experts: Check out the Building a Custom Template Export guide.
- When you have your export file. Open it up with a text editor, like notepad on PC or Text Wrangler on Mac.
- Copy the whole contents of the file and paste it into the Template field in FCS.
Don't forget to enter the File Extension of your desired export file.
- This export creates an XML file specifically designed for the Computerease accounting system.
- You can enter in your AR Code and the Sales Account to which the Invoices should be applied.
- It gives you an option for setting up Custom Invoice Types. To learn more, read the Custom Invoice Types guide. (coming soon)
- This gives you access to a different XLS export, as well as a CSV export.
- The standard export is preferred over this because it has more fields than this one.
- This exports a TXT file built specifically for the Timberline accounting system.
- The Timberline export has extra features that change the way Invoicing works in the FCS system.
Make sure you understand these differences before using this export type:
1. Prefix Company Code: If you want all FCS Invoice IDs (Work Order IDs) to start with a specific code, plug it in here and check the Prefix Invoice ID box. For Enterprise clients, the Company Code is overwritten by each location's Company Code.
2. Custom Invoice Types: This requires the use of Custom Invoice Types, so that each type will have it's own GL code. To learn more, read the Custom Invoice Types guide. (coming soon)
3. Tax Groups: You can optionally set up Tax Groups which can be applied to invoices. Invoices with a Tax Group will be exported with the corresponding Code. An invoice can only have one Tax Group applied to it, and it does not automatically apply the tax percentage to the invoice.
Include the tax percentage in the name of each Tax Group for reference.
- This is a combination of the Template - Simple and Timberline export types.
- It uses the Template functionality, but also gives you Prefix Company Codes, Custom Invoice Types and Tax Groups.
- This export creates a TXT file which was built specifically to import into the Foundations accounting system.
- You can enter an AR Code and set the Sales Tax Payable Account.
- You are also required to set up Custom Invoice Types.
- To learn more, read the Custom Invoice Types guide. (coming soon)
Other TXT (Foundations)
- This gives you an alternate TXT export for Foundations.
- It has been replaced by the Foundations export but remains available if needed.