QuickBooks Link
Contents
1. Inventory Overages Shortages Cost of Goods Sold account Please consult your accountant for the appropriate adjustment account to use for your company QuickBooks Link User Manual For any of these accounts you can set up subaccounts within the account to track the value income or costs of different types of inventory In addition by default QuickBooks does not use account numbers in the chart of accounts To use account numbers perform the steps below From the Edit menu choose Preferences Select the Accounting category from the list on the left Select the Company Preferences tab Select the Use account numbers checkbox Enabling QuickBooks Inventory To import and export inventory items between Catalyst Manufacturing and QuickBooks the inventory feature in QuickBooks needs to be enabled The steps to accomplish this from the QuickBooks Help section are listed below for your convenience Please refer to the QuickBooks Help amp Support for more details on creating new items Pi 1 From the Edit menu choose Preferences 2 Select Items amp Inventory from the list on the left Note in prior versions the category is listed as Purchases amp Vendors 3 Select the Company Preferences tab 4 Select the Inventory and purchase orders are active checkbox 5 To enable unit of measure functionality click the Enable button in the Unit of Measure section and follow the steps to setup unit of measure2. User Manual An inventory adjustment typically consists of both a quantity and value adjustment in QuickBooks to adjust both the quantity on hand and the average cost for an item To perform only quantity adjustments without updating the current average cost stored in QuickBooks a company can select the Update quantity only option on the QuickBooks page of the Company Master This option updates the quantity on hand but preserves the current average cost maintained in QuickBooks The adjustment account will typically be the same as the inventory account for the item as explained below The adjustment account should not be assigned to a cost of goods sold account as this will lead to an overstatement of cost of goods Please consult your accountant for the appropriate adjustment account to use in your situation o For raw materials the adjustment account typically would be the same as the inventory account for the item so adjustments are posted to the same account debited when exporting item receipts o For sub assemblies and intermediate level items adjustments would typically be posted to a separate work in progress inventory account where gains and losses would average out over time o For finished goods the adjustment account typically would be the same as the inventory account for the item so adjustments are posted to the same account that is credited when the customer invoice is created Alternatively inventory adjustments can be
3. does not exist in QuickBooks it is created prior to adding the item receipt To export PO receipts in batch mode select QuickBooks Export gt PO Receipts from the Financial tab and perform the following steps 1 On the Export PO Receipts screen select a receipt date range Use the Vendor Filter if needed to limit the export to a single vendor 2 Select the Print Preview button to review the receipts to be exported Adjust the date range filter as needed 3 Select the Run button to export the selected receipts to QuickBooks 4 Use the Audit Report button top review the receipts exported to QuickBooks and the Error Report button to review any errors encountered When the vendor invoice is received it can be entered in Catalyst and exported to QuickBooks as a vendor bill or entered as a vendor bill directly in QuickBooks In either case the item receipt s should be applied to the invoice when the invoice is entered into the system If the invoice is entered in Catalyst any receipts exported to QuickBooks appear on the Receipts tab of the Vendor Invoice Entry screen In QuickBooks the vendor bill should be entered by selecting Enter Bill for Received Items from the Vendors menu In both cases the item receipt transaction is replaced by the vendor bill If the multi currency preference is turned on in QuickBooks and the vendor has a foreign currency the item receipt is exported in the vendor s foreign currency The domestic curr
4. refer to the Export Items section for more details about how items are created in QuickBooks The applicable sales tax or freight charges appear on the Expense page of the bill using the account specified on the Accounts page of the Company Master When paying the vendor bill the discount amount and dates are inherited from the payment terms of the vendor The eligible discount amount will be displayed at the time the bill is paid in QuickBooks If the multi currency preference is turned on in QuickBooks and the vendor has a foreign currency the vendor bill is exported in the vendor s foreign currency The domestic currency selected in Catalyst must match the QuickBooks home currency In addition the vendor and purchase order currency must match the vendor s currency in QuickBooks Export Inventory Items All inventory items raw material intermediate level WIP sub assemblies and finished product can be exported to QuickBooks by selecting QuickBooks Export gt Items from the Financial tab On the Export QuickBooks Items screen the Date Filter can be used to either select all items or only items that have been added or changed during a specified date range If an inventory item on a customer invoice or vendor bill has not already been created when the invoice or bill is created the item is created in QuickBooks as part of that transaction For vendor bills dimensional inventory items are exported to QuickBooks as subitems Only inv
5. Catalyst nufacturing QuickBooks Link User Manual Accelerating the Way You Do Business Manufacturing Advisors LLC Copyright 2002 2015 All Rights Reserved Table of Contents QuickBooks Link Overview cocinas 3 QuickBooks Link Requirements sesssesesooesooesoocssscessecesocesooesoosssoccssocesocesoossoossssesssecssoses 3 Q ickBo ks A A sevens ii obsesi saoer ssid sei 4 Setup Quick BOOKS ACCOUDES oran ts 4 Enabling QuickBooks VEMOS ai 5 Quick BOOKS LOSA ii a e E OaS 5 QuickBooks Link Authentication soooeessosensssseeeesseseessereesssseessssesesssereessereesssseessssreesss 6 ISP Dl AAA A 7 QuickBooks Link porosidad aer i i aine aaiae 8 Import Chart Ol ACCo ntsS est co a es isese e cda cect ig 9 ImiportSales Tax Codes ti el aig E Rat 9 Import Payment Terns 1 E ea ee A A ad 9 Import ales Orders tad as 9 Import Custo Mercal id 10 Import V CNGOES unitaria te oie 10 Import emis y A A eae 11 QuickBooks A EN 12 Export Custo Mets 12 Export Customer IA A a A 13 EXPOTE VEO sisi o ro raid 14 Export PO Ree pisa ds de ds aia teach eek ce se 14 Export Vendor Bills uuiciuniiiin ii dia 15 Export Inventory A teas es os ease i eal aoe alae 16 Update Inventory sc Oates ee Gea ea Od O ERE el Sues eS 17 Daily Task Lista danos oda 18 Audit REPO ii Ad ea ESEA 19 Error Los REPOSAN ta 19 QuickBoo ks Jo rnal Entries A ed a a 20 QuickBooks Link User Manual QuickBooks Link Overview The QuickBooks Lin
6. Catalyst by selecting QuickBooks Import gt Sales Orders from the Financial tab The import of sales orders can be filtered by order date range and customer name During the import process a QuickBooks Link User Manual linked shop order can be created for the order lines to support a make to order process To import sales orders from QuickBooks refer to the steps below 1 Enter the desired date range and customer filter options 2 Select the Import button to import sales orders from QuickBooks that match the specified date and customer criteria After the import completes the sales order lines will be displayed in the order section with the Select check box marked for append 3 Review order lines to be appended and mark the Link S O check box as needed to create linked shop orders for order lines when the sales orders are created in Catalyst To unselect order lines use the Select check box or Select All and Unselect All buttons 4 Select the Append button to add the selected order lines to the current order set in Catalyst The success or reason for error will be displayed in the Result field for each order line marked for append Note If the sales order has been entered in QuickBooks with a unit of measure that differs from the stock unit of measure in Catalyst it will be converted to the stock unit of measure during the import The unit of measure must be specified for the item in QuickBooks to suppor
7. ched again to complete any pending transactions The error logs are cleared before each export process begins so the errors in the report list only those errors from the most recent export QuickBooks Link User Manual QuickBooks Journal Entries The information below summarizes the journal entries created in QuickBooks when exporting purchase order receipts vendor bills customer invoices inventory items and during the Update Inventory reconciliation process Exporting PO Receipts The purchase order receipt transaction entered in Catalyst can be exported to QuickBooks to update Accounts Payable prior to the receipt of the vendor invoice When exported the purchase order receipt is created as an item receipt in QuickBooks The journal entry credits Accounts Payable and debits the Inventory account for the item Exporting Vendor Bills A vendor bill is created in QuickBooks with the export of a vendor invoice from Catalyst When a vendor bill is created in QuickBooks Accounts Payable is credited and the inventory account for the item is debited If an item receipt has been applied to the invoice it is replaced by the vendor bill The QuickBooks vendor bill Date is based on the date the vendor invoice was entered into Catalyst The QuickBooks Bill Due date is based on the invoice due date entered in Catalyst When selecting the Pay Bills menu option in QuickBooks the Date Due refers to the Bill Due date on the vendor bill Exporti
8. d in Catalyst 18 QuickBooks Link User Manual Audit Reports After exporting customer invoices item receipts and vendor bills to QuickBooks an audit report can be printed by date range summarizing the transactions exported The audit reports provide details about the transaction including the date time and system user who created the transaction To run an audit report select QuickBooks Reports from the Financial tab and one of the following menu options e Customer Invoice Audit Report e Item Receipt Audit Report e Vendor Bill Audit Report e COGS Audit Report The COGS Audit Report opened by selecting QuickBooks Reports gt COGS Audit Report from the Financial tab summarizes the shipment transactions for standard items and quote lines throughout a specified date range The report subtotals the COGS and inventory for each item and includes a grand total on the final page for the COGS account The report can be used to make a summary journal entry in QuickBooks at the end of each accounting period Since perpetual inventory is maintained in Catalyst the cost of goods sold and inventory asset reports need to be generated in Catalyst not QuickBooks Error Log Reports Any errors encountered during the export process are summarized in detail and summary reports These reports include a reference identifier and a description of the error for easier tracking and resolution After resolving the error the export routine can be laun
9. ency selected in Catalyst must match the QuickBooks home currency In addition the vendor and purchase order currency must match the vendor s currency in QuickBooks Export Vendor Bills When the vendor invoice is received it can be entered directly into QuickBooks as a vendor bill or into Catalyst using the Vendor Invoice Entry screen When the invoice is entered in Catalyst any item receipts are applied to the invoice and it s then exported to QuickBooks to create the vendor bill The QuickBooks Export Mode specified in the Company Master determines whether the vendor invoice is exported to QuickBooks at the time it s entered into Catalyst automatic mode or as a separate manual transaction for invoices entered since the last export batch mode In automatic mode the QuickBooks company file must be open at the time the invoice is saved in 15 QuickBooks Link User Manual Catalyst In batch mode invoices that have not yet been sent to QuickBooks are exported by invoice date range and optionally vendor using the Export Vendor Bills screen The Export Vendor Bills screen is opened by selecting QuickBooks Export gt Vendor Bills from the Financial tab All invoice receipt lines are added in the Items section of the vendor bill If the vendor does not exist in QuickBooks it is added before the vendor bill is created Similarly if any invoice line items do not exist in QuickBooks they are added at the time of export Please
10. entory items in Catalyst are exported Any items classified as non inventory are not included To create an inventory item in QuickBooks inventory tracking must be turned on in QuickBooks Please refer to the Enable QuickBooks Inventory section for more details about this topic When an inventory item is exported to QuickBooks the following fields are populated in QuickBooks e Item name number and subitem if a dimensional item e Manufacturer s Part Number using the first active vendor part number in Catalyst 16 QuickBooks Link User Manual e Unit of measure if enabled in QuickBooks Sales description and purchase description Purchase cost Preferred vendor COGS income and inventory asset accounts Sales price Sales tax code if applicable Quantity on hand see below When a new item is created in QuickBooks the on hand quantity is adjusted to match Catalyst but the average cost for the item and thus total value of inventory for the item is set to zero to prevent QuickBooks from automatically posting a credit to the Opening Balance Equity account when it debits inventory After exporting items to QuickBooks the inventory value in QuickBooks can be updated by selecting QuickBooks Export gt Update Inventory from the Financial tab For quantity and value updates made to existing inventory records QuickBooks enters an inventory adjustment journal entry using the adjustment account specified on the product class for the
11. f the QuickBooks company is not open at the time the record is deleted in Catalyst the vendor record must be deleted or inactivated in QuickBooks manually When a vendor is exported to QuickBooks the following fields are populated in QuickBooks Currency if the multi currency preference is turned on in QuickBooks and a currency is specified for the vendor the currency field is populated Address Info all fields are populated except for the alternate phone alternate contact Cc and print on check fields Additional Info the account number payment terms and credit limit fields Export PO Receipts The purchase order receipt transaction entered in Catalyst can be exported to QuickBooks to update Accounts Payable prior to the receipt of the vendor invoice The QuickBooks Export Mode determines whether the receipt transaction is exported to 14 QuickBooks Link User Manual QuickBooks when the receipt is entered in Catalyst automatic mode or if it occurs as a separate transaction batch mode In automatic mode the QuickBooks company must be open at the time the receipt is entered in Catalyst In batch mode the receipts are selected by date range to be exported to QuickBooks When exported the purchase order receipt is created as an item receipt in QuickBooks The Receiver No in Catalyst is stored as the Ref No in QuickBooks The journal entry credits Accounts Payable and debits the inventory account for the item If the item
12. hed product inventory however the inventory balances and values can be exported to QuickBooks with the click of a button This allows QuickBooks to reflect the current quantity and value of the different inventory asset accounts at any given time making it easier to report and review financials at the end of a period or any time in between After the initial import of chart of accounts sales tax codes payment terms customers vendors and items from QuickBooks the standard order fulfillment process occurs as follows e Create a customer order in Catalyst or import sales orders from QuickBooks During the order creation process a shop order may be linked to order lines for make to order items e Review material and capacity availability order raw materials schedule production of sub assemblies and perform other activities to support production as required e Release shop order to production to build finished product After reporting completion of final product the end item is placed in inventory for shipping e Prepare shipping documents and enter shipment confirmation to relieve inventory If QuickBooks is open the customer invoice is created in QuickBooks during shipment confirmation Otherwise invoices are exported to QuickBooks in batch mode at the end of the day or shift e QuickBooks is used to receive payments against the invoice and generate financial and accounting journal entries and reports of the business activity e Simila
13. item A product class must be assigned to the item in Catalyst with a reference to the revenue inventory and cost of goods sold accounts for an item to be created in QuickBooks These fields are mapped into the income inventory and cost of goods sold fields respectively Please refer to the Catalyst Manufacturing Help section on Creating Product Classes and the Setup QuickBooks Accounts section for more details about how to setup these account types Update Inventory The inventory on hand and value for an item can be updated for existing items in QuickBooks by selecting QuickBooks Export gt Update Inventory from the Financial tab This allows for synchronization of the inventory records in Catalyst and QuickBooks based on the latest receipt issue and adjustment transactions entered in Catalyst Catalyst remains the inventory system of record in this arrangement however it allows for a snapshot of the inventory at any given time to support financial reporting and review in QuickBooks On the Update QuickBooks Inventory screen the records to be updated in QuickBooks can be filtered by item and quantity or cost difference The average cost in QuickBooks is calculated as the current inventory value divided by the current on hand so inventory value adjustments cause a corresponding update to the average cost During the update process an option is provided to select items for update based on either a quantity or average cost difference to al
14. k facilitates the import and export of data between QuickBooks and Catalyst Manufacturing using the processes outlined below e Import o Chart of Accounts Sales Tax Codes Payment Terms Sales Orders Customers Vendors Items O O OOOO e Export o Customers Customer Invoices Vendors PO Receipts Vendor Bills Items Update Inventory O O OOOO e Reports o Customer Invoice Audit Report Item Receipt Audit Report Vendor Bill Audit Report COGS Detail Report Error Log Detail Report Error Log Summary Report QuickBooks Link Requirements The Catalyst Manufacturing QuickBooks Link integrates directly with any of the QuickBooks products listed below starting with the 2002 release In addition the interface also supports the Canadian and UK editions of QuickBooks products starting with the 2004 release O OOOO e QuickBooks Pro e QuickBooks Premier and industry specific editions e QuickBooks Enterprise Edition and industry specific editions QuickBooks Link User Manual QuickBooks Setup Before you start importing and exporting data with Catalyst Manufacturing there are a few things you will need to accomplish in your QuickBooks application if you have not already done so A summary of these areas has been included below You can find more details about each of these topics from the QuickBooks Help amp Support menu option e Setup Accounts e Enable Inventory e Setup Logins optional e Setup Authenticatio
15. l requirement to import new records but for the most part these list types should be maintained in Catalyst and exported to QuickBooks The import routine only adds new customers vendors and items to Catalyst i e records that have not been previously imported The existing records are not replaced or updated as part of the import process so any edits made to customers vendors and items in QuickBooks will not be reflected in Catalyst unless the change is made manually Although sales orders would typically be entered directly in Catalyst the QuickBooks Link also supports the import of sales orders into Catalyst in the event that orders are entered in QuickBooks via EDI or other means As in the case of customers vendors and items the import of sales orders applies to sales orders that have not been previously imported Therefore if a change is made to a sales order in QuickBooks after it has already been imported to Catalyst the corresponding change must be made in Catalyst manually QuickBooks Link User Manual Import Chart of Accounts The chart of accounts are imported by selecting QuickBooks Import gt Chart of Accounts from the Financial tab The imported fields include the account Number Name Type and the inactive status The QuickBooks subaccounts are also included in the import When importing accounts from QuickBooks the existing chart of accounts is deleted and replaced with the account list from QuickBooks The chart
16. low for the complete synchronization of inventory between the two systems 17 QuickBooks Link User Manual For quantity and value updates made to existing inventory records QuickBooks enters an inventory adjustment journal entry to document the change Although these transactions do not reflect the detail reporting that occurs in Catalyst they present an accurate summary of the inventory activity for an item or inventory class over time Refer to the QuickBooks Journal Entries help topic for details on the journal entries entered in QuickBooks when synchronizing inventory Daily Task List The Daily Task List is provided to manage the daily tasks to update QuickBooks with transactions entered in Catalyst To open the control board select QuickBooks Daily Task List from the QuickBooks Link group on the Financial tab The Daily Task List includes the following update options e Export PO receipts Export vendor bills Export customer invoices Update inventory The checkboxes located beside each export option can be used to select one or all of the export tasks The export date range can be used to further refine the receipt bill and invoice transactions exported to QuickBooks The export date range does not apply to the reconciliation of inventory through the inventory update task The inventory update reconciles inventory on hand between the two systems wherever there is a quantity difference regardless of when the transaction was entere
17. made manually on a periodic basis by comparing the inventory valuation reports in Catalyst and QuickBooks and entering the necessary journal entries in QuickBooks to match Catalyst Catalyst captures all receipt issue adjustment and shipment transactions so the Ending Inventory in QuickBooks for each inventory asset class needs to be adjusted at period end to reflect the increase or decrease that occurred during the period using the equation Ending Inventory Beginning Inventory purchase order shop receipts material issues adjustments and shipments 21
18. n optional Setup QuickBooks Accounts After turning on the inventory feature in QuickBooks it may be necessary to create revenue inventory cost of goods sold and inventory adjustment accounts in the QuickBooks chart of accounts These accounts are assigned to an item s product class in Catalyst Please refer to the QuickBooks Help amp Support for more details on creating new accounts Inventory asset account type Other Current Asset This account tracks the current value of your inventory QuickBooks creates this account automatically when the first inventory item is created Sales account type Income This account tracks the income from the resale of inventory items This account may need to be created if QuickBooks didn t create it during the setup process Cost of goods sold account type Cost of Goods Sold This account tracks the cost of items sold On a profit and loss report QuickBooks subtracts the total cost of goods sold from total income to provide a gross profit before expenses This account may need to be created if QuickBooks didn t create it during the setup process Adjustment account type Cost of Goods Sold This account is used to post gains and losses resulting from inventory overages and shortages Since gains and losses cannot be posted to separate income and expense accounts when updating inventory from Catalyst you may want to create a new account just for tracking inventory adjustments e g an
19. ng Customer Invoices When a customer invoice is created in QuickBooks two journal entries are created 1 a credit to the income revenue account for the item and debit to Accounts Receivable and 2 a credit to the inventory account for the item and debit to Cost of Goods Sold COGS The COGS entry occurs as long as there is an average cost for the item The debit to COGS represents the fully absorbed cost of the parent item because the average cost of a parent item in Catalyst includes the material labor and overhead costs of all levels in the bill of material Exporting Items There are no journal entries posted in QuickBooks when a new item is exported from Catalyst The on hand quantity is adjusted to match Catalyst but the average cost for the item and thus total value of inventory for the item is set to zero to prevent QuickBooks from automatically posting a credit to the Opening Balance Equity account when it debits inventory After exporting items to QuickBooks the inventory value in QuickBooks can be updated using the Update Inventory function as described in the next section Inventory Update For existing items Catalyst adjusts the inventory quantity and value in QuickBooks to match Catalyst and posts the difference in value to the adjustment account assigned to the item The general ledger account used for the inventory adjustment is the adjustment account assigned to the item s product class in Catalyst 20 QuickBooks Link
20. of accounts can also be imported using the Import button located on the Accounts page of the Company Master By default the account Number field is not displayed in the Chart of Accounts in QuickBooks To show the Number field perform the following steps in QuickBooks 1 From the Edit menu choose Preferences 2 Inthe Preferences window select Accounting from the list on the left 3 On the Company Preferences page select the Use account numbers checkbox Import Sales Tax Codes The Sales Tax Codes are imported by selecting QuickBooks Import gt Sales Tax Codes from the Financial tab Both the sales tax items and sales tax groups are included in the import The sales tax group rate is the sum of the rates from the sales tax items assigned to a group The sales tax codes are assigned to customers and customer orders where applicable When importing sales tax codes from QuickBooks the existing sales tax records are deleted and replaced with the current sales tax items and groups from QuickBooks Import Payment Terms The payment terms are imported by selecting QuickBooks Import gt Payment Terms from the Financial tab The standard and date driven terms are mapped to their equivalent fields in the payment terms table in Catalyst When importing payment terms from QuickBooks the existing records are deleted and replaced with the terms list from QuickBooks Import Sales Orders The sales orders in QuickBooks can be imported into
21. oks For instructions on setting up QuickBooks inventory and required accounts refer to the Enable QuickBooks Inventory section When importing items from QuickBooks only those items that have not been previously imported are added The on hand quantity for the item is also added with an opening balance inventory transaction to set the initial quantity The revenue inventory and cost of goods sold account codes are not imported and need to be assigned manually by selecting the appropriate product class on the Cost page of the Item Master after the import is complete 11 QuickBooks Link User Manual QuickBooks Link Export In general the export functions serve as the transition point from manufacturing planning and control functions in Catalyst Manufacturing to the financial and accounting features found in QuickBooks The transfer of data includes customers customer invoices vendors vendor bills and inventory items as explained in the following sections Customers Customer Invoices Vendors PO Receipts Vendor Bills Items Update Inventory Export Customers The export of customers to QuickBooks depends on the QuickBooks Export Mode selected in the Company Master With the export mode set to Automatic a customer is automatically created or updated in QuickBooks when the customer record is saved in Catalyst In batch mode the customer is created or updated in QuickBooks by selecting QuickBooks Export gt Customers fr
22. om the Financial tab On the Export QuickBooks Customers screen the Date Filter can be used to either select all customers or only customers that have been added or changed during a specified date range Using automatic or batch mode the QuickBooks company must be open on the same client machine as Catalyst for the update to occur in QuickBooks O O O OOOO When a customer is exported to QuickBooks an Accounting ID is populated on the Invoice page of the Customer Master The Accounting ID is also used when modifying or deleting an existing customer record in QuickBooks In automatic mode if the customer is deleted in Catalyst it will be deleted automatically in QuickBooks if the QuickBooks company is open If the QuickBooks company is not open at the time the record is deleted in Catalyst the customer record must be deleted or inactivated in QuickBooks manually When a customer is exported to QuickBooks the following fields are populated in QuickBooks Currency if the multi currency preference is turned on in QuickBooks and a currency is specified for the customer the currency field is populated Address Info all fields are populated except for alternate phone and contact The customer s ship to location from the Shipping page of the Customer Master is 12 QuickBooks Link User Manual used to populate the Ship To address section If a customer ship to location does not exist then the customer s street address is used Additi
23. on attempt This authorization is only required for the initial connection but must be performed by a user with administrator rights in QuickBooks The authorization to use Catalyst Manufacturing can also be accomplished by the administrator manually performing the following steps in QuickBooks 1 From the Edit menu choose Preferences 2 Select Integrated Applications from the list on the left 3 Select the Company Preferences tab To allow Catalyst Manufacturing to have access to QuickBooks the checkbox for Don t allow any applications to access this company file must be unchecked When clicking the Properties button make sure that the checkbox Allow this application to access this company file is checked The QuickBooks Link uses an interactive login so you can leave the checkbox Allow this application to login automatically unchecked Preferences Les rs 1 My Preferences Company Preferences ap Bills You can manage all applications that interact with this QuickBooks company file h Cancel AH Checking mice 482 Desktop View 7 Don t allow any applications to access this company file Re Finance Charge E Notify the user before running any application whose certificate has expired C Defaut e Pa General Applications that have previously requested access to this company file Allow Access Application Name Also See Catalyst Manufacturing a Prope
24. onal Info payment terms sales rep with matching initials and sales tax information fields Payment Info the account number and credit limit fields Export Customer Invoices A customer invoice is created in Catalyst when a shipment is saved on the Customer Shipment Confirmation screen The QuickBooks Export Mode specified in the Company Master determines whether the customer invoice is exported to QuickBooks at the time the ship confirmation is entered in Catalyst automatic mode or as a Separate manual transaction for invoices entered since the last export batch mode In automatic mode the QuickBooks company file must be open at the time the ship confirmation is saved in Catalyst In batch mode invoices that have not yet been sent to QuickBooks are exported by invoice date range and optionally customer using the Export Customer Invoices screen The Export Customer Invoices screen is opened by selecting QuickBooks Export gt Customer Invoices from the Financial tab The invoice lines are added for both standard and custom quote lines in the detail section of the customer invoice If the customer does not exist in QuickBooks it is added before the invoice is created Similarly if any invoice line items do not exist in QuickBooks they are added before the invoice is created Quote items are also created as inventory items in QuickBooks Please refer to the Export Items section for more details about how items are created in QuickBook
25. rly vendor bills are exported to QuickBooks when the vendor invoice is entered in Catalyst The vendor bill is then used as the basis for processing vendor payments and updating the relevant expense and liability accounts QuickBooks Link User Manual QuickBooks Link Import After activating and installing the QuickBooks Link you can begin populating your Catalyst database with data from your matching QuickBooks company You have the option to import the following lists from QuickBooks e Chart of Accounts Sales Tax Codes Payment Terms Sales Orders Customers Vendors Items The chart of accounts sales tax codes and payment terms typically fall within the domain of the accounting package Therefore any changes or updates to these list objects should be made in QuickBooks so that the records in Catalyst can be updated accordingly The import of these accounting lists replace any existing records in Catalyst i e the existing records are deleted and then replaced with the records from the corresponding list in QuickBooks Any new records or changes to existing records made in Catalyst will be replaced by the list in QuickBooks for chart of accounts sales tax codes and payment terms On the other hand customer vendor and item records are typically maintained in Catalyst and exported to QuickBooks since Catalyst includes more information fields for these lists The import option is available for initial system setup and the occasiona
26. rties General Connection Be Items amp Inventory Jobs amp Estimates aa Multiple Currencies Eg Payroll amp Employees amp Reminders 4 Reports amp Graphs Gay Sales amp Customers B Sales Tax Ea Send Forms Q Service Connection To learn more about applications that integrate with QuickBooks go to the z Spelling QuickBooks Solutions Marketplace 8 Tax 1099 Y Time amp Expenses QuickBooks Link User Manual Using QuickBooks Link The QuickBooks Link allows for the seamless exchange of data between Catalyst Manufacturing and QuickBooks The interface allows for enhanced synchronization of your manufacturing and financial data through the import of customers vendors items sales orders chart of accounts payment terms and other list data and the export of customers vendors customer invoices and vendor bills to QuickBooks The records can either be updated automatically when changes are saved in Catalyst or in batch mode by exporting records at the end of a day or shift The interface supports the export of inventory items from Catalyst to QuickBooks as a mass update or one at a time If an item does not already exist in QuickBooks when a customer invoice or vendor bill is exported the item is added to QuickBooks at that time Catalyst serves as the inventory system of record between the two systems for raw material intermediate level WIP sub assemblies and finis
27. s QuickBooks Login The QuickBooks Link requires that a user open the QuickBooks company file before a connection can be made from Catalyst Manufacturing The user can interact directly with both Catalyst Manufacturing and QuickBooks while in interactive mode If you are synchronizing the data for multiple companies ensure that the appropriate QuickBooks company is open prior to transferring any data between the two systems The QuickBooks Link does not verify company names prior to exchanging data If multiple users have been established for the company the user will need to login before opening the company file When setting up new users the administrator will need to assign permissions in the following areas in order for users to have full access to the functionality in the QuickBooks Link e Sales and accounts receivable e Purchases and accounts payable e Inventory QuickBooks Link User Manual QuickBooks Link Authentication The first time you connect to your QuickBooks application from Catalyst Manufacturing you may receive a notification from QuickBooks that Catalyst Manufacturing does not have a signed digital certificate While all Basic Editions are digitally signed the Full Editions are not to allow users to perform custom modifications in the front end database When using the Full Edition therefore you will need to authorize Catalyst Manufacturing to access QuickBooks when the application makes its first connecti
28. s The sales tax for the customer invoice is calculated automatically based on the sales tax item and code for the customer Only the taxable line items are included in the sales tax amount subtotal Any shipping and handling charges are also added to the detail section of the invoice If the multi currency preference is turned on in QuickBooks and the customer has a foreign currency the customer invoice is exported in the customer s foreign currency The domestic currency selected in Catalyst must match the QuickBooks home currency In addition the customer and customer order currency must match the customer s currency in QuickBooks When a customer invoice is created QuickBooks creates offsetting journal entries in the inventory and cost of goods sold accounts for each line item The cost of goods sold debit amount is determined by multiplying the average cost of the item by the invoice quantity Please refer to the Cost of Goods Sold section for more details about the cost of goods sold calculation for invoiced items After an item is created in QuickBooks and the opening balance inventory adjustment has been entered the quantity on hand for the item is updated for each subsequent shipment The inventory on hand 13 QuickBooks Link User Manual quantity and value can also be updated periodically using the Update Inventory menu option The customer invoice can be printed and sent to the customer using either the QuickBooks or Catalys
29. t invoice report If the sales order was created in QuickBooks and subsequently imported into Catalyst the sales order is automatically updated to a closed status in QuickBooks when the invoice is exported if the Catalyst customer order is complete Regardless of whether the sales order exists in QuickBooks customer payments are processed in QuickBooks to update receivables and the bank account Export Vendors The export of vendors to QuickBooks depends on the QuickBooks Export Mode selected in the Company Master With the export mode set to Automatic a vendor is automatically created or updated in QuickBooks when the vendor record is saved in Catalyst In batch mode the vendor is created or updated in QuickBooks by selecting QuickBooks Export gt Vendors from the Financial tab On the Export QuickBooks Vendors screen the Date Filter can be used to either select all vendors or only vendors that have been added or changed during a specified date range Using automatic or batch mode the QuickBooks company must be open on the same client machine as Catalyst for the update to occur in QuickBooks When a vendor is exported to QuickBooks an Accounting ID is populated on the Invoice page of the Vendor Master The Accounting ID is also used when modifying or deleting an existing vendor record in QuickBooks In automatic mode if the vendor is deleted in Catalyst it will be deleted automatically in QuickBooks if the QuickBooks company is open I
30. t unit of measure conversion Import Customers The customers are imported by selecting QuickBooks Import gt Customers from the Financial tab The import of customers automatically creates customer contact and shipping location records in Catalyst The customer jobs are not included in the import When importing customers from QuickBooks only those customers that have not been previously imported are added The identifier used for QuickBooks customers is the Accounting ID found on the Invoice page of the Customer Master The Accounting ID is used to update the QuickBooks customer record when the customer is modified in Catalyst Import Vendors The vendors are imported by selecting QuickBooks Import gt Vendors from the Financial tab The import of vendors automatically creates a vendor contact record in Catalyst When importing vendors from QuickBooks only those vendors that have not been previously imported are added The identifier used for QuickBooks vendors is the Accounting ID found on the Invoice page of the Vendor Master The Accounting ID is used to update the QuickBooks vendor record when the vendor is modified in Catalyst QuickBooks Link User Manual Import Items The items are imported by selecting QuickBooks Import gt Items from the Financial tab The subitems are also included in the import if they are of the inventory non inventory or assembly part type To import items inventory tracking needs to be turned on QuickBo
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