Watching webcast here for ESC QuickBooks integration.

• Uses Microsoft SQL Server 2005 Express.
• Departments in ESC = Classes in QuickBooks.  Add in departments in ESC with the EXACT SAME NAMES as your classes in quickbooks and it will work as expected.  No further setup required.
  

  Departments in ESC link with Classes in QuickBooks

• Don’t change the account #’s for the setup of ESC.
• For synchronizing customers choose the last option -> “Import jobs entered in QuickBooks as address locations AND jobs in ESC”  That way everything is imported and if you don’t use address locations or jobs it won’t hurt anything.  They’ll just sit as unused accounts in ESC.
• Non-Inventory stock items in QuickBooks are treated as “Billing Codes”.  Can create as many Billing Codes as you want, but they won’t import over.  The inventory stock items will all import over.
• After they’re linked if you add a customer in ESC it automatically gets added into QuickBooks.  Does not go in reverse automatically though.  You’d have to import again.
• Under the Customer Information screen click on “New Loc” to add another location for service.  You will have just the one billing location that is put into QuickBooks and the additional locations for service will only be kept in ESC.  QuickBooks won’t know about them cause it doesn’t matter for billing (the other locations).
• Under “Customer Info”, “Setup Jobs” you can set up those special cases where you actually want to track the cost associated with other locations even though they are billed to someone else.  This will create an indentation in QuickBooks under the location for billing.  (In the case below as an example Susie Smith would be the person to bill, and Bill Smith would be another location where work is performed but that we want to track for costing, etc. for his location even though he isn’t being billed.  Just for job costing purposes.  So, in ESC there are two options.  You can either set it up as a “New Location” using the “New Loc” button under the Customer Information screen if you don’t care to track it as a job in QuickBooks.  Or, you can set it up as a job under “Customer Info”, “Setup Jobs” if you do want to track it in QuickBooks as a job under the billable customer. (the job could be for the billable customer or someone else that they are paying for)
• Susie Smith
  • Bill smith
• Can import inventory costs from QuickBooks only by using the import/export ASCII option.  More involved.  Have to match fields, etc.  (There’s another tutorial somewhere that was mentioned in the webcast. -> “Data Conversion Guide”)
• I need to look into the “Caller ID Feature” to auto screen-pop the customer qualification information when the customer calls.
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Tags: esc, quickbooks, valleywide plumbing