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.

Step 2:

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

Step 3:

• Click “Export Selected to Timberline”

Step 4:

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

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”.

Step 6:

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

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:

• 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:

The following table details the standard field mapping between QuickBooks, Transaction Pro, and FCS:

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):

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.

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.

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.

• 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:

• 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”.

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

Step 13:

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