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Wasp Connector for QuickBooks® User Manual

1. Cable Inst Install computer cables Service sales Consulting Consulting and Training Service Sales Delivery Deliver Systems and Set up Service Sales Diagnostic Diagnose Computer Problem Service Sales Install Har Install Peripheral Service Sales Repair Ser Computer Repairs and Hardware Inst Service Sales 150 GB Ha Hard Drive 150 GB Inventory Part Sales 28 180 GB Ha Hard Drive 180 GB Inventory Part Sales 96 0 200 GB Ha Hard Drive 200 GB Inventory Part Sales 79 0 CDRW Drive CORW Drive 24x 12x24 Inventory Part Sales 155 8 Computer Computer Case Model 12314551 Inventory Part Sales 0 CPU 4 0ghz 4 0 Gigahertz processor Inventory Part Sales 127 0 CPU 5 0ghz 5 0 Gigahertz processor Inventory Part Sales 111 0 CPU 8 0ghz 8 0 Gigahertz processor Inventory Part Sales 53 0 DVD Player DVD ROM Player Inventory Part Sales 18 0 Keyboard Standard Keyboard Inventory Part Sales 232 1 Laptop on Laptop on consignment Model 4232 Inventory Part Sales 0 1 Monitor 15 15 inch Monitor Inventory Part Sales 110 0 Monitor 17 17 Inch Monitor Inventory Part Sales 107 0 Monitor 19 19 inch Monitor Inventory Part Sales 88 0 Motherboard Computer Motherboard Inventory Part Sales 227 0 Mouse Computer Mouse Inventory Part Sales 233 1 Network C Network Card Inventory Part Sales 67 0 Power Su Computer Power Supply Inventory Part Sales 255 0
2. Points to keep in mind e The Item Code field in QuickBooks displays the Wasp non inventory item to which you mapped accounts when setting up the Wasp Connector This non inventory item is the placeholder for the items you imported to InventoryControl You can change the text that appears here using the Account Mapping screen if you do not like the default text IC Inventory IC Service etc e The Bill Due you select in InventoryControl will not sync back to QuickBooks The due date in QuickBooks is calculated by QuickBooks using the credit terms e The Description field in QuickBooks displays the Item Number and Item Description from InventoryControl e Tax information is sent from InventoryControl if the Sales Tax feature is turned on in QuickBooks You can manually change the Tax information on the invoice in QuickBooks as needed e The Payment Method from InventoryControl called Terms in QuickBooks is NOT synced back to QuickBooks The Terms field on the Bill in QuickBooks does not reflect the payment method selected on the Purchase Order in InventoryControl How to Sync Purchase Orders Pick Orders to QuickBooks 1 Make sure the Sync tab is displayed QB Import Sync Inventory Value QuickBooks Sync gt er Choose a starting date for synchronizing Wasp Inventory records to QuickBooks All Purchase Orders Pick Orders that are closed on or after this date will be synchronized from Wasp InventoryC
3. Wasp Connector for QuickBooks IAS cad BARCODE TECHNOLOGIES Copyright 2013 Wasp Barcode Technologies 1400 10 St Plano TX 75074 All Rights Reserved STATEMENTS IN THIS DOCUMENT REGARDING THIRD PARTY PRODUCTS OR SERVICES ARE BASED ON INFORMATION MADE AVAILABLE BY THIRD PARTIES WASP BARCODE TECHNOLOGIES AND ITS AFFILIATES ARE NOT THE SOURCE OF SUCH INFORMATION THE INFORMATION IN THIS DOCUMENT IS SUBJECT TO CHANGE WITHOUT NOTICE Wasp Barcode Technologies the Wasp logo and WaspTime are registered trademarks and or trademarks of Wasp Barcode Technologies in the United States and other countries Other parties trademarks are the property of their respective owners Software activation system licensed under Patent No 5 490 216 Terms conditions features hours and contact information in this document are subject to change without notice Wasp is committed to providing great products and exceptional customer service Occasionally we may decide to update our selection and change our service offerings so please check www waspbarcode com for the latest information InventoryControl for Use with QuickBooks Install Key Printed on shipped material InventoryControl for Use with QuickBooks Registration Key Obtained from http www waspbarcode com Register default asp oo Connector for QuickBooks User Manual Table of Contents Welcome to the Wasp Connector for QUICKBOOKS ccceccessessesescessersssecerce
4. QuickBooks company file is open 2 Login The first time you open Wasp Connector for QuickBooks after installation the following screen will appear asking for your login information Service Address http vmWinBZent bsd 10005 Wasp Inventor Service Windows Servic User Name pT Password The Service Address field will populate with the location and name of the InventoryControl service installed when you installed the InventoryControl software You must enter your user name and password The default is User Name Admin Password Blank Click Login when you have finished entering information Note After entering this information once you will not see this screen again UNLESS you have modified the password to something other than the default password If you have created your own password you will be prompted for it each time you access the Wasp Connector 3 Connect to QuickBooks Upon logging in Wasp Connector will attempt to connect with QuickBooks gt Remember that your QuickBooks company file must be open during this process The first time this connection is made you will need go through a process authorizing the Wasp Connector for QuickBooks to have access to your company file er Connector for QuickBooks User Manual To do this a The first screen that appears is the following notification screen QuickBooks Application with No Certificate An application without 4 certificate is r
5. RAM 1GB 1GB RAM Inventory Part Sales 147 0 RAM 2GB 2 GB RAM Inventory Part Sales 187 0 RAM 3GB 3 GB RAM Inventory Part Sales 207 g Computer Entry level computer system Indude Inventory As Sales 72 0 Computer Midrange computer system Indudes Inventory 45 Sales 79 0 Computer Power User computer system Indud Inventory As Sales 47 0 Accessories Accessory Sales Noninventor Sales Software Software Sales Non inventor Sales Gift Certif Gift Certificate Charge Redemption Other Charge Gift Ce Reimb Subt Reimbursable Expenses Subtotal Subtotal Reimb Group Total Reimbursable Expenses Group AMEX American Express Payments Payment Undep VISA Mast VISA and MasterCard Payments Payment Undep Bayshore Bayshore Sales Tax Sales Tax Item Sales T Nut of State Sales Tax Sales Tax Item Sales T 5an Toma 5an Tomas Sales Tax Sales Tax Item SalesT The Item List in InventoryControl will be empty at this point unless you have manually created items or imported items from another source 28 en Connector for QuickBooks User Manual Here is the same QuickBooks Item List after importing data Notice that all items have been removed except those that are not allowed to be included in the import to InventoryControl such as Assembly Items or are not supported by InventoryControl such as Group Sales Tax The four non inventory placehold
6. Use Account Number option is not enabled by default 16 m Connector for QuickBooks User Manual How to enable Use Account Numbers in QuickBooks b C In QuickBooks select Edit gt Preferences Company Customers Vendor Use Register Ctirl R Purchasy Use Calculator Orders Find Cirl F Search F3 Preferences igi 12 e9 Calendar The Preferences screen appears On the Preferences screen select Accounting gt Company Preferences tab then make sure Use Account Numbers is selected Preferences My Preferences Company Preferences HL ACCOUNTS Gas Cancel B Calendar Require accounts i Help 2 Checking Show lowest subaccount only Desktop View Default CLASS ify Finance Charge i Use class tracking for transactions vg General Also See Promptto assign classes General Click OK to close the Preferences screen and save your changes 17 af Connector for QuickBooks User Manual There are four non inventory items and one adjustment entry for which you need to map accounts These are e Wasp Inventory Item These are placeholders created by InventoryControl to take the place of your inventory items in QuickBooks Once you import your inventory from QuickBooks to InventoryControl you will no longer be maintaining or tracking your inventory in QuickBooks Your inventory entries in QuickBooks will be replaced with this placeholder The placeholder is what will appear
7. for example click the Reset Connection button This will clear the existing connection Open the desired QuickBooks file then click the Connect to QB button as described in the To Connect to a QuickBooks Company File section above How to Back up the IC Database Note for Enterprise Users The Backup feature is not available in the Enterprise version You must use SQL to perform backups Note for Remote Installations Please be aware that the Backup and Restore features are disabled on Client only installs If you have installed your database on a remote PC Server a PC Server other than the one where you are running InventoryControl you will not be able to backup and restore on an IC7 client only PC You will be able to backup and restore on the machine where the database resides This option is set on the Options screen For more information on designating a backup folder please refer to the Options Screen topic in InventoryControl help Backing Up Your Database 1 From the Main Window click the Administration icon The Administration Menu appears at the bottom of the screen 2 On the Administration Menu click Backup The Backup Database screen appears 3 Enter a name for this backup in the Backup File field It is a good idea to specifya name that will help you select the right backup file later if you need to restore the database Adding the date in the file name is a good way to know which file is the latest By default
8. from InventoryControl e Tax information is sent from InventoryControl if the Sales Tax feature is turned on in QuickBooks You can manually change the Tax information on the invoice in QuickBooks as needed e The Payment Method from InventoryControl called Terms in QuickBooks is NOT synced back to QuickBooks The Terms field on the Invoice in QuickBooks does not reflect the payment method selected on the Pick Order in InventoryControl 49 f Connector for QuickBooks User Manual Purchase Order Data All purchase orders marked as closed since the sync date will be sent to QuickBooks PO Number 0004 0004 Holly Electronics Holly Electronics 3 22 2013 8 45 01 AM Record Id 4 Of 1 gt bi lt On Save Print Receiver Copies s Close This PO _ Print Label Help After the sync the data from the pick order shown above will display in QuickBooks as follows Bill Credit Bill Received Vendor aMis Eae benk rtee The Due Date here is not the 2015 Cherry Blvd 140000 gt same as the Due Date in E Batshore CA 94326 InventoryControl default due date based on the credit terms Oty Cost Amount Customer Job Bill Class This is the Wasp Non Inventory Item The Description here is the v to which you mapped accounts Item Description in when setting up the Wasp InventoryControl Connector Save amp Close Revert 50 a Connector for QuickBooks User Manual
9. from the 8th would be removed because the scanners on the 1st were first in and therefore will be first out Next to be removed would be scanners from the 8th Keep in mind that their is no Average Cost valuation for FIFO The Average Cost field on the Item List screen will display the cost of the last item in If you add 50 scanners at 300 00 31 aah Connector for QuickBooks User Manual each on the 1st and 50 scanners at 315 00 each on the 8th the Average Cost field will display 315 00 If you remove 50 scanners from your inventory the Average Cost will remain 315 00 since that was the cost of the last items in Inventory valuation is calculated by multiplying the quantity by the average price The inventory value on the 16th is 46 000 or 150 x 311 67 After 60 are removed the inventory value is 28 550 or 317 23 x 90 e LIFO When this method is used the inventory that is added last most recently is removed first Keep in mind that their is no Average Cost valuation for LIFO The Average Cost field on the Item List screen will display the cost of the most recent item still in inventory If you add 50 scanners at 300 00 each on the 1st and 50 scanners at 315 00 each on the 8th the Average Cost field will display 315 00 If you remove 50 scanners from your inventory the Average Cost will return to 300 00 because the most recently added items the scanners at 315 00 were removed 3 After you have made your sele
10. status taxable or non taxable was You can manually add price information as needed for items change cost methods or do any needed editing on the items in InventoryControl after importing them General Location Settings Additional Manage Suppliers Attachments Picture Custom Texts Custom Numbers and Dates item Number CDRW Drive Alt Item Number Description CDRW Drive 24x12x24 Category Checkout Length Manufacturer Type Inventory Item To Be Tracked By C Serial Number 3 C Date Code Pallet Require the user to fill out Ref Cost List Price Sale Price Max Stock Level Total Available Total Checked Out 0 00 0 00 N Notes Available Customer Cost Method Average Cost Min Stock Level Reorder Qty Tax Code Total In House Help 30 al Connector for QuickBooks User Manual How To Import Items 1 Onthe Import tab Select the Items checkbox tems Only import Inventory Part Non Inventory Part and Service items Select an item cost method to be applied to Quick Books items imported to Wasp Inventory Control Cost Method Moving Average i 2 You will need to select a Cost Method for QuickBooks items that are imported to InventoryControl You can only select one cost method for all items in the same import Even if you utilize multiple cost methods you can only select one for all items in the import If some items in the import use a different cost m
11. the backup file is written to 4 C Program Files Microsoft SQL Server MSSQL 1 MSSQL Backup 5 Click OK to backup the database 14 ep Connector for QuickBooks User Manual Account Mapping In order for InventoryControl to properly sync invoice data such as Service Fees Sales Tax Shipping Fees etc to QuickBooks properly you will need to create them as Wasp Items in QuickBooks You can associate an expense or income account with each of these items To Map Accounts 1 Onthe Settings screen click the Define button in the Accounts Mapping section Wasp InventorControl Service Information Service URL Connect to Service Login User ID Admin Password Connected to service Quick Books Company File Company Rock Castle Construction Connect to QB Data File CA UsersyPublicDocuments Intuit VGuick Books Sample Company i r 3 FilesvGuick Books 2013 sample_product based business gbw Reset Connection Connected to QuickBooks Accounts Mapping Wasp Connector for Quick Books will create four noninventory items in the Quick Books company file These noninventory items will be included on bills and or invoices that are exported to Quick Books from Wasp InventoryControl Click Define to customize how these noninventory tems are displayed as well as set up comesponding accounts Line tem Description Format String You can customize how description of each line tems of billsinvoices that are exported to Quick Books f
12. 0 2 55 53 PM Processing items 31 35 2 55 53 FM Processing items 36 39 2 55 55 FM Removing Quick Books items 1 5 2 55 57 FM Removing Quick Books items 6 10 2 55 57 FM Removing Quick Books items 11 15 2 55 58 PM Removing QuickBooks items 16 20 2 55 59 FM Removing Quick Books items 21 25 2 56 01 PM Removing QuickBooks items 26 30 2 56 02 PM Removing QuickBooks items 31 35 2 56 03 FM Removing QuickBooks items 36 39 2 56 04 PM All items processed corectly 2 56 04 PM SYNC COMPLETE The Sync History tab will display the date and time of the import as well as a summary of the data imported Operation Date Time Description Initial Import 4 20 2013 2 56 PM Type Initial Import Date 3 40 2013 2 56 04 PM Summary Details 2 55 36 PM Starting synchronization process 2 55 37 PM Preparing Wasp Inventory for sales tax items 2 55 39 PM Retrieving sales tax items from QuickBooks Please wait 2 55 40 PM sales tax item s retrieved 2755 40 PM Creating sales tax item Bayshore Tax 2 55 41 PM Creating sales tax item Out of State 2 55 47 PM Creating sales tax item San Tomas Tax 2 55 41 PM Creating sales tax item ero Tax You can now go to InventoryControl and view your new data If there are errors during the sync they will appear in the sync progress After the sync you can go through each error to correct the problem then re import the items For more information on resolving
13. 22 ep Connector for QuickBooks User Manual Type Prefoc Text Subfix Text and are not allowed in the string Date Code This option inserts the date into the format string You can append a prefix or a suffix to the date code using the Prefix Text Subfix Text fields Type Prefix Test Subfix Text Date Code h Add and are not allowed in the string Pallet This option adds the pallet code into the format string You can append a prefix or a suffix to the pallet code using the Prefix Text Subfix Text fields Type Digits Starting From Counter 7 2 Add Space This option enters a blank space into the format string When you have chosen your Type and entered the required values select Add Your entries will appear in the grid at the top of the screen and an example of how your number will look appears in the window at the bottom of the screen Repeat steps 4 and 5 until you have entered all types of data you want to appear in your number Your selections will appear in the number in the order they are displayed in the grid You can change the order by highlighting a listing in the grid and clicking the Up or Down buttons You can delete an item in the grid by highlighting it and clicking the Delete button 6 Click the OK button when you are finished formatting the number 23 ae Connector for QuickBooks User Manual Chapter 3 Importing Information to InventoryControl Import Tab O
14. Control Cost Method Moving Average ig Customers Import Al Partial Import Vendors Import D Import All Partial Import 25 sn Connector for QuickBooks User Manual The top section allows you to select what type of information you want to import and in the case of Customers and Vendors to limit that information using the Partial Import option There are three types of data you can import click on a listing below to view detailed information about importing that type of data e Items e Customers e Vendors The bottom of the import tab is divided into two additional tabs Sync History This tab displays a list of all syncs including imports performed The Details window displays information about a sync when that sync is highlighted in the upper window Data Sync Data Sync WP 1 2013 12 13 PM Data Syne PF 1 2013 12 06 FM Type Data pync Date 3 21 2013 1 22 42 PM Summary 1 22 38 PM Starting synchronization process 1 22 39 PM Preparing Quick Books for bill expenses 1 22 39 PM Selecting billexpenses Please wait 1 22 40 PM Processing 1 bill expense s 1 22 40 PM Creating expense for purchase order 00002 to vendor Holly Electronics 1 22 40 PM Found item IC Inventory 1 22 41 PM Done creating expense 00002 for vendor Holly Electronics total amount 560 00 1 22 41 PM All bill expenses processed correctly 26 en Connector for QuickBooks User Manual Current S
15. Customers Import All C Partial Import ns Import Al Partial Import SEG 4 A warning screen will appear reminding you to backup your InventoryControl and QuickBooks databases before you begin the import process It highly recommended that you backup your InventoryControl and A QuickBooks databases prior to importing Click OR to proceed if you have already backed up the databases Cancel If you have not yet created backups for the databases click Cancel on the Warning screen and perform a backup of your InventoryControl database and your QuickBooks database If you have already backed up your databases click OK to proceed with the import 5 The Current Sync Progress tab at the bottom of the Import tab will display the progress of the import 38 en Connector for QuickBooks User Manual Sync History Curent Sync Progress 9 02 43 AM Creating sales tax item Out of State 9 02 43 AM Creating sales tax item San Tomas Tax 9 02 43 AM Creating sales tax item Zero Tax 52 02 43 AM All sales tax items processed corectly 9 02 44 AM Preparing Wasp Inventory for sales tax codes 9 02 47 AM Retieving sales tax codes from Quick Books Please wait 9 02 47 AM 3 sales tax code s retrieved 9 02 47 AM Processing 3 sales tax code s 9 02 47 AM Creating sales tax code Tax 9 02 47 AM Creating sales tax code ADJ 9 02 47 AM Creating sales tax code Non 9 02 46 AM All sales tax codes processed c
16. Description An example of a line item description in this format is 1000 Table Top 12 You can customize how information appears by using the Define Line Item Description Format screen To Customize Line Item Descriptions 20 oe Connector for QuickBooks User Manual 1 On the Settings Screen click the Customize button in the Line Item Description Format String section Line tem Description Format String You can customize how description of each line items of bills invoices that are exported to QuickBooks from Wasp InventoryControl is worded Curent format of line item description is item Number item Description The Define Line Item Description Format screen appears You can customize how you will like to word the line items of POs sales receipts invoice that are exported to Quick Books from Wasp InventoryControl In addition to item number and item description you can also include static text serial number lot date code and pallet in the line item description Please define how you will like each line item description to be worded below Type Value Sample Data Delete tem Number item Number 1000 Space Space tem Description item Descript Table Top 12 Move Down Space Space Text Line Number Line Number Move Up Line item description will look like this 1000 Table Top 12 1 The screen appears pre populated with the default line item format string 2 You can delete elements f
17. Manual After the sync the data from the pick order shown above will display in QuickBooks as follows Customer Job Class Lew Plumbing C w n Template Print Preview Invoice l The Due Date here is not the EE This is the Wasp Non same as the Due Date in ES Inventory Item to which InventoryControl QuickBooks calculates the default due date based on the credit terms you mapped accounts when setting up the Wasp 1 Old Bayshore Connector SONMLO P O Number Terms Due Date Ship Date Via veto vfoson jane vjoemse v E Bie Bena oP Rep Item Code Description IC Inventory CDRW Drive CDRW Drive 24x12x24 Customer Message Tax Information is sent from To be DER InventoryControl if the Sales Tax feature is tumed on in S Consignor Class ai Ren Amount a 2 86 173 98 Tax Tax The Description here is the Item Description in InventoryControl Tax San Tomas 14 35 Total 188 33 Cp dits Payments Applied 0 00 5 Balance Due 188 33 QuickBooks L Show online payment link on invoices Learn more Save amp Close Revert Points to keep in mind e The item Code field in QuickBooks displays the Wasp non inventory item to which you mapped accounts when setting up the Wasp Connector This non inventory item is the placeholder for the items you imported to InventoryControl You can
18. Screen anrrrnannnnnnnnnnnnnnnnvnnnnnnnnnnennnnnnnnn 11 D Supplier Import rarnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnennnne 40 Data Transfer Examples rrnnnnnnnnnvnnnrvnnnnrnnnrennnr 35 Supplier NAN Csi casascersctsuneecsvensvavevartequtopeewactnuratuncn 40 E VNC 0 EE A E EN N EE TEN 47 EMO A MEMO OM aaa eareuereeneecudeeteneeeeetenseueree 46 Syncing Pick Orders rarnrarrnnnnnanevnnrnnnrnnnnnvanennn 47 Examples Customer Import rarornnrnnrnarnnnennnnnr 35 Syncing Purchase Orders rrrrarrrarnarnnrvanevnnnnn 47 I T Import Customer Data Examples rrrnnnrvnnnrennr 35 Tax Information how it iS synced rrernrvrnrrnnvrrne 47 dan 910 20 1 EN 27 FESTE gegen 47 Import Customers annrnnnnnrnrnnnrnvnnnnnnnnnnnnnnnennnnnen 35 U PUT 0 aa EE 46 Update Customer or Vendor During Sync 11 Import SUPPE 2ccnc2ceorezercnerceeasnncdueeececaxencmunemaneics 40 V Impor Massen 40 VM 40 Importing CuStomersS ranannnrnnnnnnnnnnanevnnennnrnnnennn 35 Vendor NE 40 Importing Customers with multiple jobs 35 Importing ltems rerarrnnrrnnrvnrnnnrvnnrvnnnnnennrvnnevnnenn 27 57
19. balances InventorContral and Quick Books Wasp Inventory Total 1 792 00 Quick Books Inventory Total 347 356 Joumal Entry Amount 1 444 04 Sync D Debit 4000 Sales Credit 5100 Purchases Joumal Memo Joumal entry made by Wasp GB Connector to sync inventory value 2 The current Wasp Inventory Total and the current QuickBooks Inventory Total will appear on this tab The Journal Entry Amount defaults to the difference between the InventoryControl and QuickBooks values You can accept the default or enter a different amount You can also accept the default Journal Memo or enter a new one by clicking in the Journal Memo field 3 When you have entered your values click the Sync button 4 The Sync Progress tab at the bottom of the screen will display the progress of the sync When the sync is completed a message will display in the Current Sync Progress tab Sync History Curent Sync Progress 2 06 04 PM Starting synchronization process 2 06 05 PM Preparing Quick Books for joumal eri nes 2 06 05 PM Retrieving joumal entries from Wasp Inventory Please wait 2 06 06 PM 1 joumal entryls retrieved 2 06 06 PM Creating joumal entry Wasp QuickBooks Joumal Entry 2 06 10 PM All joumal entries processed corectly 2 06 10 PM SYNC COMPLETE 55 Connector for QuickBooks User Manual 5 The Sync History tab will display the date and time of the import as well as a summary of the data sync
20. change the text that appears here using the Account Mapping screen if you do not like the default text IC Inventory IC Service etc If you do not want the Item Code field to appear on printed invoices you can remove it from the invoice template in QuickBooks How to remove the Item Code field from printed invoices Note These instructions were written for QuickBooks 2012 1 In QuickBooks navigate to Lists gt Templates The Templates list appears 2 Double click on Invoices on the Templates List The Basic Customization screen appears displaying the Invoice template 48 i Connector for QuickBooks User Manual 3 On the Invoice template click Additional Customization at the bottom of the screen Fax Number Web Site Address Print Status Stamp This controls whether the status stamp is printed e g PAID PENDING RECEIVED etc Layout Designer 4 Onthe Additional Customization screen make sure the checkbox in Item gt Print is deselected Selected Template L Template is inactyfl Header Columns Prog Cols Footer Screen Print Order Tite Service Date vil 3 Service Date Item T o 1 Item Code Description Description e The Due Date you select in InventoryControl will not sync back to QuickBooks The due date in QuickBooks is calculated by QuickBooks using the credit terms e The Description field in QuickBooks displays the Item Number and Item Description
21. ct Glen L Lew Phone 415 555 5483 General Additional Attachments Picture Custom Tex g Address Lew Plumbing 221 Old Bayshore Rd Bayshore CA 94326 Map Directions votes Lew Plumbing is a Vendor Edit Notes To Dos See the Vendor list QuickBooks InventoryControl 35 se Connector for QuickBooks User Manual Company Name in QuickBooks becomes Company Name in InventoryControl Customer Information i Attach lame Lew Plumbing ype ChamberMember lame Lew Plumbing ddress Lew Plumbing 221 Old Bayshore Rd Bayshore CA 94326 Map Directions Notes Lew Plumbing is a Vendor See the Vendor list QuickBooks Edit Customer More Contacts vtact Glen L Lew mame 415 555 5483 General Additional Attachments Picture Custom Texts Cust Customer No Lew Plumbing C Name Lew Plumbing qlew samplename com Company Name arms Net 30 Tax Code Edit Notes To Dos InventoryControl Contact Name in QuickBooks becomes Name in InventoryControl Customer Information i Attach ame Lew Plumbing C mer Type ChamberMember ame Lew Plumbing iling Address Lew Plumbing 221 Old Bayshore Rd Bayshore CA 94326 Edit Customer Email glew samplename com More Contacts ntact Glen L Lew me 415 555 5483 Attachments Picture Custom Texts Custom Numbers and Dates Customer No Lew Plumbing C arms Net 30 Map Directions Notes Lew Plumbing is a Vendor ee
22. ction click the Import button QB Import Syne Inventory Value You can optionally import inventory items customers and or vendors from Quick Books to Wasp InventorytControl Please select any options that you will like to import tems Only import Inventory Part Non Inventory Part and Service items Select an item cost method to be applied to Quick Books items imported to Wasp Inventory Control Cost Method Moving Average i Customers Import All Partial Import Vendors Import All Partial Import Reminder You can import more than one type of data at a time 32 en Connector for QuickBooks User Manual 4 A warning screen will appear reminding you to backup your InventoryControl and QuickBooks databases before you begin the import process lt is highly recommended that you backup your InventoryControl and A QuickBooks databases prior to importing Click OK to proceed if you have already backed up the databases If you have not yet created backups for the databases click Cancel on the Warning screen and perform a backup of your InventoryControl database and your QuickBooks database If you have already backed up your databases click OK to proceed with the import 5 The Sync Progress tab at the bottom of the Import tab will display the progress of the import Syne History Current Sync Progress 2 55 36 PM Starting synchronization process 2 55 37 PM Preparing Wasp Inventory for sales tax ite
23. e and possibly misuse your data For suggestions about enhancing the safety of your company s data click Help re you sure you Want to allow this access Yes Ho Select Yes to continue c A summary screen will appear outlining your selection Access Confirmation You have chosen to grant the application Wasp Connector for QuickBooks access to the QuickBooks company file Rock Castle Construction whenever this QuickBooks file is open Access rights Read and modify QuickBooks data MOT including personal data Enhance the QuickBooks user interface Click Done to proceed m Connector for QuickBooks User Manual 4 Account Mapping Next a message screen appears notifying you that non inventory items must be created and mapped to certain items in QuickBooks to enable the Wasp Connector to properly import export them These items include All required non inventory items must be set up in QuickBooks 8 for the application to function properly These non inventory tems will be included in bills and or invoices that are exported to QuickBooks from Wasp InventoryControl Click OK on this screen to close it The Account Mappings screen appears next tem Name Wasp Shipping tem IC Inventory Wasp Service tem Eg i Inventory Value Adjustments Desain Non Inventory item created by Wasp InventoryControl Quick Books connector in QuickBooks This item is the placeholder for all inventory items in In
24. e wait 25 02 50 AM 0 price level s retrieved 9 02 50 AM 9 02 51 AM Preparing Wasp Inventory for customers 9 02 52 AM Retrieving customers from QuickBooks Please wait 9 02 52 AM 26 customer s retrieved 9 02 52 AM Processing customers 1 5 9 02 53 AM Processing customers 6 10 5 When the import is completed a message will display in the Current Sync Progress tab Sync History Current Sync Progress 25 02 47 AM Processing 3 sales tax code s 25 02 47 AM Creating sales tax code Tax 25 02 47 AM Creating sales tax code ADJ 9 02 47 AM Creating sales tax code Non 25 02 48 AM All sales tax codes processed corectly 9 02 48 AM Preparing Wasp Inventory for price levels 9 02 50 AM Retrieving price levels from QuickBooks Please wait 9 02 50 AM 0 price level s retrieved 9 02 50 AM 9 02 51 AM Preparing Wasp Inventory for customers 9 02 52 AM Retrieving customers from QuickBooks Please wait 9 02 52 AM 76 customers retrieved 9 02 52 AM Processing customers 1 5 9 02 53 AM Processing customers 6 10 9 03 04 AM Processing customers 11 15 9 03 04 AM Processing customers 16 20 9 03 14 AM Processing customers 21 25 9 03 14 AM Processing customers 26 26 9 03 18 AM All customers processed correctly 9 03 18 AM SYNC COMPLETE 44 al Connector for QuickBooks User Manual The Sync History tab will display the date and time of the import as well as a summary
25. ed Syne History Curent Syne Progress Time Description Data Syne 4 22 2013 9 03 AM Ya TT Joumal Sync Date 3 22 2013 27 06 10 PM Summary Details 2 06 04 PM Starting synchronization process 2 06 05 PM Preparing QuickBooks for joumal entries 2 06 05 PM Retrieving joumal entries from Wasp Inventory Please wait 2 06 06 PM 1 joumal entry s retrieved 2 06 06 PM Creating joumal entry Wasp QuickBooks Joumal Entry 2 06 10 PM All joumal entries processed corectly 56 ei Connector for QuickBooks User Manual Index A Account Mapping cccecceeececeeeeeeeeseeeeeeeeeeaees 11 Jobs Importing Customers with multiple 35 Adjust Totals rrarornnonnnrnnnrnnnrnnnnnnnnevnnnnnnnnanennnennn 55 Journal Entry reranonnnonnnnnnnnnnanennnennnrnnnnnnnennnnnnnnnn 55 C L Company Name rranannnnennnnennnnennnnennnnennnsnennnen 35 40 Line Item Description cccccceeeeeeeeeeeeeeeeeeeeaes 11 COMAC EEE ER 35 P Contact Name rrnnnnnnnnnnnnnnnnnnnnnvnnnnnvnnnnrnnnenennnnn 40 PMO a 47 Cost Method Selecting rrrrnnrrnnnnnrvrnnnrvvnnnrennnn 27 Pick Orders Syncing cccseseceseeeeeeeeeeeaeeeeeaeees 47 Customer Import Examples rrrrrrnnnrrrnnrrnnnrernnnrn 35 Purchase Orders Syncing rarrrnnnrvrnrrernrrennvrennn 47 Customer Name rarnanennnnnnnnnennnnennnnennnnennnnennnnen 35 S Customer Number rurnnnnnennnnnnnnnnrnnnnnnnnnnnrennnnnennnn 35 Settings
26. equesting access to the following QuickBooks company file Rock Castle Construction Access may include reading and modifying QuickBooks data as well as enhancing the QuickBooks user interface THE APPLICATION CALLS ITSELF Wasp Connector for QuickBooks CERTIFICATE INFORMATION This application does not have a certificate QuickBooks cannot verify the developer s identity QUICKBOOKS SOLUTIONS MARKETPLACE Search for information about this application at the Intuit App Center Yes prompt each time O Yes whenever this QuickBooks company file is open O Yes always allow access even if QuickBooks is not running Allow this application to access personal data such as Social Security Numbers and customer credit card information Tell me more Continue Cancel Help Select Yes whenever this QuickBooks company file is open and click Continue Do you want to allow this application to read and modify this company file Wo 0 Yes prompt each time Allow this application to acc amp ss personal data such as Social Security Numbers and customer credit card informa Tell me more Continue Help f Connector for QuickBooks User Manual b QuickBooks will ask you to confirm you selection on the following screen Confirm to Proceed i i This application is not signed with a digital certificate Ifyou allow unsigned applications to access your file a different application could use the same application nam
27. ers to which you mapped accounts during the Wasp Connector setup process now appear in the Item List These are IC Inventory IC Item IC Service and IC Shipping Type Ati Inventory A Sale 72 Name Comput Comput Comput IC_Inve IC Item 1910 Serv IC Ship Gift Cer Reimb 5 Reimb G Description Entry level computer sy Midrange computer sys Inventory Sale Power User computers Inventory A Sale F7 A Non Inventory item c Non nvento Sale A Non Inventory item c Noninvento Sale A Non Inventory item c Noninvento A Non Inventory item c Noninvento Sale Gift Certificate Charge f Other Charge Gift i Subtotal va Group yy AMEX VISAM Bayshor 0utof 5an 10 ZeroTax Bayshore Sales Tax Sales Tax San Tomas Sales Tax Zero percent of sales t American Express Paym i VISA and MasterCard F Fayment Payment Und Und Sales Tax Item Sale Sales Tax Item Sale Sales Tax Item Sale Sales Tax Item Sale Below is an example of the InventoryControl Item List after the import _ Total Available 150 GB Hard Drive Hard Drive 150 i RE TE GS SJ Mt e cdc aa 200GB Hrd Dive Herd D ve 200 FR NEA so setet esse Fe rie HR ford rene tts ed Total Checked Inventory Non inventor
28. ethod from the one selected you must change the cost method in InventoryControl immediately after the import before any transactions are made on the items Once transactions are made on the items you will not be able to change the cost method To select a cost method select a method from the drop down list tems Only import Inventory Part Non Inventory Part and Service it Customers Select an item cost method to be applied to Quick Books items in Cost Method v Moving Average I 1 AN Cost Method options are Moving Average When this method is used the average cost of a particular item is recalculated based on each purchase Example You purchased 100 computers for 500 each When you have 10 computers left in stock you purchase 100 more but now your cost for the computers is 600 each InventoryControl will calculate the cost of this item as following Cost of original computers 10 x 500 5 000 Cost of new computers 100 x 600 60 000 The combined cost of all of the computers is 65 000 Average cost of all of this type of computer that you have in inventory 110 computers is 65 000 110 590 91 FIFO When this method is used the inventory that is added first is removed first Example If you added or received 50 Barcode Laser Scanners on the 1st 8th and 15th you would end up with 150 scanners If on the 17th you remove 60 scanners all of the scanners that came in on the 1st and 10 scanners
29. g purchase orders and pick orders When this checkbox is selected customer and vendor data will be updated in QuickBooks each time you sync your purchase orders and pick orders in InventoryControl to QuickBooks Keep in mind that only customers vendors related to a PO will be updated If you have made changes on the QuickBooks gt side those changes will not be included in the sync You must reimport those customers vendors from QuickBooks to InventoryControl Wasp InventoryControl Service Access Information The Service Access Information is the URL Username and Password that allows you to connect the Wasp service to the Wasp Connector Upon connecting to the Wasp Connector this section will automatically populate with your URL of your InventoryControl service your username and password You can edit this information if needed but be aware that these fields should only be edited if you are having trouble connecting the QB Connector to your InventoryControl Service Below is an example of the Wasp InventoryControl Service Access Information section Wasp InventoryControl Service Information Service URL Hay uh late ease eters Nea rete ak ge es ke Vacs en ests ie Connect to Service Login User ID Admin Password Connected to service The above example shows how the section will appear when you are successfully connected to the service Note that Connected to Service appears below the Login User ID field If the Wasp C
30. hat assembly items will NOT be imported Sales Tax items will be imported but Group Sales Tax is not supported in InventoryControl e Price level information is not imported from QuickBooks The only price information imported is whether the item is taxable or non taxable Note for Canadian Users In the Canadian version of QuickBooks you may have setup two different tax codes for an item Having two tax codes on the same item is not supported by InventoryControl The following topics are discussed in this section Before and After Import Comparing Data in QuickBooks and InventoryControl How to Import Items 27 aot Connector for QuickBooks User Manual Before and After Import Comparing Data in QuickBooks and InventoryControl When you import your items from QuickBooks to InventoryControl you are transferring ownership of those items to InventoryControl The import process removes the items from QuickBooks and moves them to InventoryControl where you will maintain and track them going forward The items are replaced in QuickBooks with the Wasp Inventory placeholder which will appear on invoices and sales orders that are synced back to QuickBooks from InventoryControl This is the placeholder you mapped accounts to when you setup Wasp Connector for QuickBooks Example Below is an example of an Item List in QuickBooks prior to importing data to InventoryControl Name Description Type Account Total On 5a
31. his option is selected a list of customers in your QuickBooks file appears Please select customers that you will like to import from QuickBooks to Wasp InventoryControl You cannot deselect customers that were imported to Wasp InventorControl these customers are gray out in the list box Customer Bauman Mark Bauman Mark Home Remodel Bolinski Rafal W Bolinski Rafal 2nd story addition Bristol Sonya Bristol Sonya Repairs Bristol Sonya Utility Shed Burch Jason Burch Jason Room Addition Campbell Heather Campbell Heather Remodel Car s Pie Shop Cars Pie Shop Remodel Castillo Eloisa Castillo Boisa Bay Window Castillo Boisa Utility Room Cook Brian Cook Brian And story addition Cook Brian Kitchen Craven Pam Craven Pam Duct Work Davies Aaron Davies Aaron Remodel Unselect Al Note This screen appears automatically when you select the Partial Import radio button If you want to return to this screen at a later time press the icon next to this button 37 f Connector for QuickBooks User Manual Import Al Partial Import pr You can select all customers using the Select All button at the bottom of the screen or scroll through the list and select only those customers you wish to import The list only displays customer records that have been edited in some way since 2000 Make your selections then click OK on the Customers screen 3 On the Import tab click the Import button
32. ickBooks User Manual 4 You can accept the default Item Name for example the Item Name for Wasp Inventory is IC Inventory or type a new name field as shown below Wasp Inventory tem Wasp Non Inventory tem Wasp Shipping tem Wasp Service H Inventory Value Adjustments Keep in mind that the name you select here will appear on invoices as shown below Bil Credit Vendor ael as Ea al Chris Holly 201 5 Arte Description CDRW Drive CDRW Drive 44x12x24 Note If you do not want the Item column to appear on printed invoices you can remove it from the Invoice template Please refer to the Syncing Purchase Orders Pick Orders topic for instructions on removing the column 5 You can accept the default Description or type in a different description by clicking in the Description field 19 i Connector for QuickBooks User Manual 6 Select an Expense or Income account or Inventory Asset Cost of Goods Sold for Inventory Value Adjustments to which this item should be associated Keep in mind that when you sync purchase order and or invoices from InventoryControl to QuickBooks the account you selected for these items will be affected by the financial data in those orders Make sure you are certain you have your mappings correct before you begin syncing invoices purchase orders back to QuickBooks If you map an expense account where an income account is indicated or vice versa an error message similar to the follow
33. import errors please refer to the topic Import Errors 34 al Connector for QuickBooks User Manual Importing Customers to InventoryControl You can choose to import all customers or select from a list of customers only customers whose files have been edited since 2000 will be imported included on the selection list The topics discussed in this section are Before and After Import Comparing Data in QuickBooks and InventoryControl How to Import Customers Before and After Import Comparing Data in QuickBooks and InventoryControl When customers are imported to InventoryControl some of the data populates fields that have different names than their QuickBooks counterparts while others populate fields that have the same name e The Customer Name in QuickBooks is stored as Customer Number in InventoryControl Keep in mind that when you sync invoices from InventoryControl back to QuickBooks the Customer Number in InventoryControl will be sent instead of the Customer Name because Customer Number in InventoryControl will match the Customer Name in QuickBooks e The customer Company Name in QuickBooks is stored as Company Name in InventoryControl e The Contact Name in QuickBooks is stored as Customer Name in InventoryControl Examples of imported data Customer Name in QuickBooks becomes Customer Number in InventoryControl Customer Information i Attach Edit Customer More Contacts mer Name Lew Plumbing C Conta
34. in order for the QB Connector to connect to it 2 On the Settings screen click the Connect to QB button in the QuickBooks Company File section Quick Books Company File Company Please open QuickBooks to your company and click Connect to QB button Data File Reset Connection 13 af Connector for QuickBooks User Manual 3 The Wasp Connector will connect to the open QuickBooks file The company name will appear in the Company field and the name and location of the QuickBooks file will appear in the Data File field Quick Books Company File Company Rock Castle Construction Connect to GB Data File CA Users Public Documents Intuit Quick Books Sample Company Files Seer ar Quick Books 2013 sample_product based business gbw Reset Connection Connected to QuickBooks To Reset the Connection Important Note Use this option carefully This option is only available to users set up as Admin in InventoryControl Wasp Connector provides this feature so you can connect to a different Company file if needed however be aware that if you have already imported data synced data from one Company file then connect to another part numbers customer names inventory etc will be impacted If you need to connect to a different company file make sure you back up the original QuickBooks file the new QuickBooks file and InventoryControl first If you need to break the current connection to connect to a different QuickBooks file
35. ing will appear Could not create Non Inventory item Item Placeholder Details There 15 an invalid reference to QuickBooks Account 40000 9332 70341 in the Items QuickBooks error message You cannot associate an Item with Sales Tax Payable Undeposited Funds accounts receivable accounts payable or non posting accounts Usually if you sell the item use an income account if you buy It use an expense account If you receive this screen click OK to close it then remap the item to the correct account You will not be able to save and close the Account Mapping screen until you resolve all incorrect mappings 7 When you are finished mapping accounts click the Save button Customize Line Item Description Format String Line Item Descriptions appear on purchase orders sales receipts and invoices that are exported to QuickBooks from Wasp InventoryControl These descriptions include the Item Number and Item Description You can customize the Line Item Description to contain additional information such as static text serial number lot date code and or pallet Use this screen to define how you want the line item description to be worded Keep in mind that this is a global template that will be applied to all line item descriptions on purchase orders sales receipts and invoices By default the line item description on sales orders and invoices for items imported from QuickBooks is in the following format Item Number Item
36. item Wasp Shipping Item These are placeholders for shipping fees charged on orders in InventoryControl You will need to map an income account to this item Wasp Service Item These are placeholders for all service charges charged on orders in InventoryContol You will need to map an income account to this item Inventory Value Adjustments This represents periodical journal entries created when you adjust the value of an inventory item You can accept the default Journal Memo text or click in the field and type your own memo You will need to map an Inventory Asset Account and Cost of Goods Sold account to this item To map accounts to these items a Highlight the item or adjustment you want to map in the window on the left side of the screen b You can accept the default Item Name for example the Item Name for Wasp Inventory is IC Inventory or type a new name field as shown below Wasp Inventory tem Wasp Non Inventory tem Wasp Shipping Item Wasp Service tem Inventory Value Adjustments f Connector for QuickBooks User Manual Keep in mind that the name you select here will appear on invoices as shown below f le Credit Vendor ae Asca Item Description Item Placeholder CDRW Drive CDRW Drive 24x12x24 c You can accept the default Description or type in a different description by clicking in the Description field d Select an Expense or Income account or Inventory A
37. l cccceeceseeeeeeeseeeeeees 35 HOW em aq eJ01 10070 6 11 gt OE NE NE ENE EEE RENE Er 37 Importing Vendors to INVENtOry ConfOlsuenevamnde tiene annens 40 Before and After Import Comparing Data in QuickBooks and InventoryControl rrnnrrnnrrrnrevnnrvnnrnnnnnnnre 41 AY RNA 42 IMD ON EOS dasiestsaseuesecruseenuaesiecesxevuirsicenssuisvialainiensianianuitinsilunbalonsneunlsild svisudisisiastinesidasiciiiediiedeindiitiasmadeeaacuawasdes 46 Chapter 4 Syncing Purchase Orders Pick Orders to QUICKBOOKS c cccccccceeceeeceeeseeeeeececeeeseeeeeeeeeeseeeaeees 47 Syncing Purchase Orders Pick Orders to QUICKBOOKS ccccceeecceceeseceeceeeceeseeeceeceeeeceeeeeeeeeseeeeeeesaeeeeeeeas 47 Before and After Sync Comparing Data in QuickBooks and InventoryControl cccccceseeeeeeeeeeeeneeeaees 47 How to Sync Purchase Orders Pick Orders to QUICKBOOKS cccccceecceeeceeeeeeceeeseeeaeeseeeeeeceeseeeaeeeeeenees 51 Chapter 5 Inventory Value Tab rrrrnnonnnnnnnnnernnnernnnernnnrnnnennanennanennnnennasennnnennnsennnennnsenanennasennanennnnennnsennanennnnene 55 Inventory Value Tab rrrnnnnnnnnnrnnnrnnnnnnrnnnrnannnarnnnnnernnnennnnnernnnennnnnernnnennnnnnrnnenneennsnnnannennnennennnennnnnnsnnenurnnennssne 55 ME 57 e Connector for QuickBooks User Manual Welcome to the Wasp Connector for QuickBooks Wasp Barcode Technologies has combined the accounting capabilities of QuickBook
38. ms 2 55 39 PM Retrieving sales tax items from Quick Books Please wait 2 55 40 PM sales tax item s retrieved 2 55 40 PM Creating sales tax item Bayshore Tax 2 55 41 PM Creating sales tax item Out of State 2 55 41 PM Creating sales tax item San Tomas Tax 2 55 41 PM Creating sales tax item Zero Tax 2 55 41 PM All sales tax items processed corectly 2 55 42 PM Preparing Wasp Inventory for sales tax codes 2 55 44 PM Retrieving sales tax codes fram QuickBooks Please wait 2 55 44 PM 3 sales tax code s retrieved 2 55 44 PM Processing 3 sales tax code s 2 55 44 PM Creating sales tax code Tax 2 55 44 PM Creating sales tax code ADJ 2 55 44 PM Creating sales tax code Non 2 55 44 PM All sales tax codes processed corectly 2 55 45 PM Preparing Wasp Inventory for price levels 2 55 46 PM Retrieving price levels from QuickBooks Please wait 2755 46 PM 0 price level s retrieved ee FM 33 Connector for QuickBooks User Manual 6 When the import is completed a message will display in the Current Sync Progress tab 2 55 46 PM Preparing Wasp Inventory for items 2 55 47 PM Retrieving items from QuickBooks Please watt 2 55 47 PM 39 item s retrieved 2 55 47 FM Processing items 1 5 2 55 47 PM Processing items 6 10 2 55 47 PM Processing items 11 15 2 55 50 PM Processing items 16 20 2 55 50 PM Processing items 21 25 2 55 53 FM Processing items 26 3
39. ne gele QuickBooks Edit Notes Company Name Lew Plumbing To Dos InventoryControl In QuickBooks you can create multiple jobs under the same customer When this jobs data is imported into InventoryControl each job is brought over as a Separate customer and the job name is joined to the customer number Examples imported jobs data If Joe s Construction as two jobs Room 1 and Room 2 in QuickBooks it would be set up as follows Joe s Construction Room 1 Room 2 In InventoryControl each job would be a separate customer with the job name added to the customer name as follows Joe s Construction Room 1 Joe s Construction Room 2 Be aware that you are limited to 30 characters for your customer names in InventoryControl so a joined customer job name may exceed this maximum If this happens you will receive an error message during the import You can edit the customer name or job name in QuickBooks to make it fit the 30 character maximum then continue the import process 36 al Connector for QuickBooks User Manual How to Import Customers 1 Onthe Import tab select the Customer checkbox 8 Import All 7 Partial Import 2 You have two options for importing customers e Import All Select this option to import all of your customers from QuickBooks Only those customers who have had their file edited in QuickBooks since 2000 will be included in the import e Partial Import When t
40. ng you to backup your InventoryControl and QuickBooks databases before you begin the import process It highly recommended that you backup your InventoryControl and amp QuickBooks databases prior to importing Click OK to proceed if you have already backed up the databases Cancel If you have not yet created backups for the databases click Cancel on the Warning screen and perform a backup of your InventoryControl database and your QuickBooks database If you have already backed up your databases click OK to proceed with the import 43 se Connector for QuickBooks User Manual The Sync Progress tab at the bottom of the Import tab will display the progress of the import Sync History Curent Sync Progress 9 02 43 AM Creating sales tax item Out of State 59 02 43 AM Creating sales tax item San Tomas Tax 9 02 43 AM Creating sales tax item Zero Tax 9 02 43 AM All sales tax items processed corectly 9 02 44 AM Preparing Wasp Inventory for sales tax codes 9 02 47 AM Retrieving sales tax codes from QuickBooks Please wait 9 02 47 AM 3 sales tax code s retrieved 9 02 47 AM Processing 3 sales tax code s 9 02 47 AM Creating sales tax code Tax 9 02 47 AM Creating sales tax code AD 9 02 47 AM Creating sales tax code Non 9 07 46 AM All sales tax codes processed correctly 9 02 46 AM Preparing Wasp Inventory for price levels 9 02 50 AM Retrieving price levels from QuickBooks Pleas
41. nsulting er 2 9187 ns Net 15 Map Directions QuickBooks InventoryControl Name in QuickBooks becomes Company Name in InventoryControl Vendor Information i Attach Edit Vendor lame Daigle Consulting Contact Pam Daigle General Additional Custom Texts Custom Numbers and Dates Type 1099 contractor Phone 415 555 7769 sy Name Daigle Consulting Alt Phone Supplier Code Daigle Consulting iress PO Box 5903 a Middlefield CA 94482 Email info samplename com Name Daigle Consulting er 2 9187 Terms Net 15 Address Map Directions QuickBooks InventoryControl Contact in QuickBooks becomes Contact Name in InventoryControl Vendor Information Edit Vendor Name Daigle Consulting Contac 3e 1099 contractor Phone 415 555 7769 Nu ll I Goorin sme Daigle Consulting ltehone Me ss PO Box 5903 Fax 415 555 7770 Contact Person Information Account Number 2 9187 s Net 15 Contact Phone Map Directions QuickBooks InventoryControl 41 f Connector for QuickBooks User Manual How to Import Vendors 1 Select the Vendor checkbox on the Import tab Import Al O Partial Import 2 You have two options for importing Vendors e Import All Select this option to import all vendors who have had their file edited in QuickBooks since 2000 e Partial Import When this option is selected a list of vendors in your QuickBooks file appears Please select the vendors that you
42. of measure selected on the PO This enables QuickBooks to properly display track bys The line item is broken into eaches whether you use track bys or not Cost will remain the same but will be displayed per each Example Item 1 Unit of Measure selected on PO is case There are 5 eaches in each case The cost per case is 120 The item is tracked by LOT PO 0001 contains an order for 4 cases at a cost of 4 120 480 When the PO is received it is marked as LOT 10 2 cases LOT 20 1 case and LOT 30 1 case When this information is synced to QuickBooks the information will be broken down as follows Item 1 LOT 10 qty 10 cost 24 10 240 Item 1 LOT 20 qty 5 cost 24 5 120 Item 1 LOT 30 qty 5 cost 24 5 120 53 is Connector for QuickBooks User Manual Chapter 5 Inventory Value Tab Inventory Value Tab The Inventory Value tab allows you create periodic journal adjustments to sync the InventoryControl inventory totals with the QuickBooks inventory totals How to Adjust Inventory Value 1 Make sure the Inventory Value tab is open Create a joumal entry in Quick Books to adjust the value of the inventory represented in InventoryControl By default the journal amount is the difference between inventory values needed to synchronize the totals You may optionally choose a different amount or memo that will be recorded with the transaction Click the Sync button to create a joumal entry that
43. of the data imported Initial Import 202013 2 56 PM Type Initial Import Date 3 20 2013 2 56 04 PM Summary Details 2 55 36 PM Starting synchronization process 2 55 37 PM Preparing Wasp Inventory for sales tax items 2 55 39 PM Retrieving sales tax items from QuickBooks Please wait 2755 40 PM sales tax item s retrieved 2755 40 PM Creating sales tax item Bayshore Tax 2 55 41 PM Creating sales tax item Out of State 2 55 47 PM Creating sales tax item San Tomas Tax 2 55 41 PM Creating sales tax item ero Tax You can now go to InventoryControl and view your new data If there are errors during the sync they will appear in the sync progress After the sync you can go through each error to correct the problem then re import the items For more information on resolving import errors please refer to the topic Import Errors 45 af Connector for QuickBooks User Manual Import Errors If Wasp Connector encounters errors while syncing data a message will appear in the Current Sync Progress screen You can use the information in this message to correct the error in the data then perform the sync again For example the screen below displays two errors one at the 10 10 43 AM mark and one at the 10 10 45 AM mark encountered when importing vendors Sync History Current Sync Progress 10 10 35 AM Preparing Wasp Inventory for price levels 10 10 36 AM Retrieving price levels from QuickBook
44. on invoices sales slips etc along with the description of that particular item You will need to map an income and expense account to this item e Wasp Non Inventory Item These are placeholders created by InventoryControl to take the place of your non inventory items in QuickBooks Once you import your inventory from QuickBooks to InventoryControl you will no longer be maintaining or tracking your inventory in QuickBooks Your inventory entries in QuickBooks will be replaced with this placeholder The placeholder is what will appear on invoices sales slips etc along with the description of that particular item You will need to map an income and expense account to this item e Wasp Shipping Item These are placeholders for shipping fees charged on orders in InventoryControl You will need to map an income account to this item e Wasp Service Item These are placeholders for all service charges charged on orders in InventoryContol You will need to map an income account to this item e Inventory Value Adjustments This represents periodical journal entries created when you adjust the value of an inventory item You can accept the default Journal Memo text or click in the field and type your own memo You will need to map an Inventory Asset Account and Cost of Goods Sold account to this item 3 Highlight the item or adjustment you want to map in the window on the left side of the screen 18 oe Connector for Qu
45. onnector is not able to connect the following screen will appear Failed to connect to service Please make sure that you have entered a v valid user name and password your service address is correct and the Service is running Click OK on this screen to close it 12 m Connector for QuickBooks User Manual The Wasp InventoryControl Service Access Information section will appear as follows Wasp Inventorytontrol Service Access Information Service URL vmWinSent64bsd 10005 Connect to Service Login User ID Admin Password Failed to connect to service Please make sure that you have entered a valid user name and password your service address is correct and the service is running Check the URL and your User ID and Password to make sure they are correct The default User ID and password for connecting to the Wasp InventoryControl service is User ID Admin Password Blank After you have edited any needed information click Connect to Service You should now be connected to the Wasp InventoryControl Service Select a QuickBooks Company File After you have connected the Wasp Connector to your InventoryControl Service you need to select and open a QuickBooks Company file The file must be open on your computer in order for the Wasp Connector to connect to it To Connect to a QuickBooks Company File 1 Open the desired QuickBooks Company File The file MUST be open and running in the background
46. ontrol to Quick Books Sync Data From 23 2013 al 2 Enter the date in the Sync Data From field from which you want to start the sync The default date is the current date All purchase orders and pick orders closed on or after this date will be included in the sync You can select the calendar icon to pick your date from a calendar 51 f Connector for QuickBooks User Manual Sync Data From f 1 2013 February 2013 d Sun Mon Tue Wed Thu Fri Sat 7 28 9 3 nf 2 3 4 5 6 7 8 9 10 11 12 13 14 15 1 17 18 19 DNH 2 3 24 25 26 27 28 1 2 3 4 5 G T 9 Today 3 21 2013 3 After you have selected a date click the Sync button The Current Sync Progress tab at the bottom of the Import tab will display the progress of the import Sync History Current Syne Progress 1 22 38 PM Starting synchronization process 1 22 39 PM Preparing Quick Books for bill expenses 1 22 39 PM Selecting bill axenses Please wait 1 22 40 PM Processing 1 bill expense s 1 22 40 PM Creating expense for purchase order 00002 to vendor Holly Electronics 1 22 40 PM Found item IC Inventory 1 22 41 PM Done creating expense 000 for vendor Holly Electronics total amount 560 00 1 22 41 PM All billxpenses processed corectly 4 When the import is completed a message will display in the Current Sync Progress tab Sync History Curent Sync Progress PM Starting synchronization process PM Preparing Quick Books f
47. or bill expenses M Selecting billexpenses Please wait PM Processing 1 bill expense s M Creating expense for purchase order 00002 to vendor Holly Hectronics PM Found item IC Inventory PM Done creating expense 00007 for vendor Holly Electronics total amount 560 00 FM All billexpenses processed corectly PM Preparing Quick Books for invoices PM Selecting invoices from Wasp Inventory Please wait PM Dinvoicels retrieved r H 1 22 42 PM SYNC COMPLETE 52 a Connector for QuickBooks User Manual 5 The Sync History tab will display the date and time of the import as well as a summary of the data synced Sync History Curent Syne Progress Operation Date Time Description Data Sync 22 2013 9 03 AM 3 21 2013 1 22 PM 212013 1 21 PM a2 1 2013 12 13 PM Type Data Sync Date 3 22 2013 9 03 51 AM Summary Details 9 03 44 AM Starting synchronization process A 9 03 44 AM Preparing Quick Books for bill expenses 9 03 45 AM Selecting bill expenses Please wait 9 03 45 AM Processing 1 billexpense s 9 03 45 AM Creating expense for purchase order 0004 to vendor Holly Electronics 9 03 45 AM Found item IC Inventory 9 03 46 AM Done creating expense 0004 for vendor Holly Electronics total amount 1 400 00 9 03 46 AM All bill xpenses processed corectly Note The Wasp Connector will break each line item to the eaches unit of measure regardless of the unit
48. orectly 9 02 46 AM Preparing Wasp Inventory for price levels 25 02 50 AM Retieving price levels from QuickBooks Please wait 9 02 50 AM 0 price level s retrieved 9 02 50 AM 9 02 51 AM Preparing Wasp Inventory for customers 25 02 52 AM Retrieving customers from QuickBooks Please wait 9 02 52 AM 26 customer s retrieved 9 02 52 AM Processing customers 1 5 9 02 53 AM Processing customers 6 10 6 When the import is completed a message will display in the Current Sync Progress tab Sync History Current Sync Progress 9 02 47 AM Processing 3 sales tax code s 9 02 47 AM Creating sales tax code Tax 9 02 47 AM Creating sales tax code ADJ 9 02 47 AM Creating sales tax code Non 9 02 48 AM All sales tax codes processed corectly 9 02 48 AM Preparing Wasp Inventory for price levels 9 02 50 AM Retieving price levels from QuickBooks Please wait 9 02 50 AM 0 price level s retrieved 9 02 50 AM 9 02 51 AM Preparing Wasp Inventory for customers 9 02 52 AM Retrieving customers from QuickBooks Please wait 9 02 52 AM 26 customer s retrieved 9 02 52 AM Processing customers 1 5 9 02 53 AM Processing customers 6 10 9 03 04 AM Processing customers 11 15 9 03 04 AM Processing customers 16 20 9 03 14 AM Processing customers 21 25 9 03 14 AM Processing customers 26 26 9 03 18 AM All customers processed corectly 9 03 18 AM SYNC COMPLETE 39 se Connec
49. rcssersarsaceeservareaevaceesensatsarsateeseasereaneas 1 TET GENE 2 MENN ee A E A T A E E E ee ee ee 10 EEE se 8 E EEE E isc NE 10 NENNE NE ENN 10 Wasp InventoryControl Service Access Information rrrrnnrrrnnnrrnnnrvnnnrrnnnrrnnnrnnnernnnennnnennnnennnnennnrennnennnsennnene 12 Select a QuickBooks Company File ccceccessessececcessesseceeceeceecseservacseceeceesarsaeseceesarsausaeeaevaceeversansaseasensereaees 13 To Connect to a QuickBooks Company File c cccccccccsccessessessecescessersersersecseceesusaesarseceesersarsaseesersertereanss 13 Tr MENN 14 ee ea AE eo 0 NN ON ON NT NE RE die texunauanamanas 15 Customize Line Item Description Format String cccccccceeccceeeeceeeeceeeeseeeseeeseceseeeseeeseeeeseeeeseeeeseeeeaeeesaaees 20 Chapter 3 Importing Information to InventoryControl ccccecceeecseeeceeeseeeeeeeeaeeseeeeseeeseeeseeeseueeseeeseeeseeeseeeeaeess 25 KE T BONN 25 importing tems to Inventor YO ONTO sicccacesansndcendcacecewenedaesd wee edacs aSaneipindatsndeiesicndasansasendeeinnetiveniedacdelgeasdueeduaedsdugeasivees 27 Before and After Import Comparing Data in QuickBooks and InventoryControl cccesceseeeseeeeeeeeeees 28 OM Ke aa DONE INGUIN SN EE EN RR EN 31 Importing Customers to INVENtOryCOntrOl ccccccceeccseeccececeeeceueceueeaueceueesceceeecuecsueesueesaeeceuessueegeessueeseesseeens 35 Before and After Import Comparing Data in QuickBooks and InventoryContro
50. rol help for detailed instructions The topics discussed in this section are Before and After Import Comparing Data in QuickBooks and InventoryControl How to Import Vendors 40 a Connector for QuickBooks User Manual Before and After Import Comparing Data in QuickBooks and InventoryControl When vendors are imported to InventoryControl some of the data populates fields that have different names than their QuickBooks counterparts while others populate fields that have the same name e The Vendor Name in QuickBooks is stored as Supplier Number in InventoryControl Keep in mind that when you sync invoices from InventoryControl back to QuickBooks the Supplier Number in InventoryControl will be sent instead of the Name because Supplier Number in InventoryControl will match the Vendor Name in QuickBooks e The vendor Name in QuickBooks is stored as Company Name in InventoryControl e The Contact in QuickBooks is stored as the Contact Name in InventoryControl Examples of imported data Vendor Name in QuickBooks becomes Vendor Number in InventoryControl Vendor Information i Attach Edit Vendor endor Name Contact Pam Daigle endor Type 1099 contractor 555 7769 ompany Name Daigle Consulting Alt Phone ddress PO Box 5903 Fax 415 555 7770 Supplier Code Daigle Consulting General Additional Custom Texts Custom Numbers and Dates Middlefield CA 94482 Email info samplename com Daigle Co
51. rom Wasp InventorControl is worded Current format of line item description is item Number item Description Customize Others List Sales Tax as Line ltem on Invoice _ Update customer and vendor data in QuickBooks while syncing purchase orders and pick orders Help 15 f Connector for QuickBooks User Manual The Account Mappings screen appears next Wasp Non Inventor tem Wasp Shipping tem IC Inventory Wasp Service tem Inventory Value Adjustments tem Name Description Non Inventory item created by Wasp InventoryControl Quick Books connector in QuickBooks This item is the placeholder for all inventory items in Inventorytontrol This is where you will map your non inventory items to the appropriate expense or income accounts It is very important to map each item type Shipping Service etc to the correct account so InventoryControl can properly import and export those items correctly The Expense Account and Income Account drop down lists on the Account Mappings screen display the accounts displayed in QuickBooks If you do not currently have the Use Account Number option turned on in QuickBooks we recommend you enable it now If this option is not enabled the accounts in these drop down lists will appear by Account Name only Since Account Names are not unique but Account Numbers are you may have duplicate account names in the lists making it harder to select the correct account The
52. rom the default format string by highlighting a listing such as Item Number then clicking the Delete button You can rearrange the elements in the default format string by highlighting a listing then clicking the Move Up or Move Down button 3 To add anew element to the format string select a listing in the Type drop down menu 21 f Connector for QuickBooks User Manual Options are Item Number This option adds the Item Number to the format string Type tem Number hy Add Item Description This option adds the Item Description to the format string Type tem Description w Add Line Number This option adds the Line Number to the format string The Line Number represents the actual line number of the sales order or invoice Type Line Number n Add Text This option adds text or numeric data into the format string If you select Text a text field appears allowing you to enter the text you want to appear in the format string Type Text Text Add and are not allowed in the string Serial Number This option adds a serial number in the format string You can append a prefix or a suffix to the serial number using the Prefix Text Subfix Text fields Type Prefix Text Subfic Ted Serial Number w Add and are not allowed in the string Lot This option adds a lot code in the format string You can append a prefix or a suffix to the lot code using the Prefix Text Subfix Text fields
53. s Help 10 ep Connector for QuickBooks User Manual The Settings screen is divided into 5 sections Wasp InventoryControl Service Access Information Upon connecting to Wasp Connector this section will populate with your URL of your InventoryControl service your username and password if they have not been changed from the default QuickBooks Company File Use this section to connect to your open QuickBooks company file Account Mapping This section allows you to link QuickBooks accounts to your Wasp Items inventory placeholders in QuickBooks Wasp Service Items and Fees Line Item Description Format String Use this section to customize how line item descriptions appear on your sales orders and invoices Others This section contains two options List Sales Tax as Line Item on Invoice When this checkbox is selected sales tax will appear as a line item on the invoice rather than as a summary total at the bottom of the invoice Examples With checkbox selected Date Invoice invoice 03 23 2013 g 00004 ma mg Glen Lew Lew Plumbing 271 Old Bayshore Rd Bayshore CA 94326 P O Number Due Date Le ae Date sn EGGE B en vovznes mR Ite Description Saas Class Pfa Fres mm Invoiced Price Each Amount KC I EE dlr ENE 0 3 86 99 260 97 Tax BEAN Customer Message 11 at Connector for QuickBooks User Manual Update Customer and vendor data in QuickBooks while syncin
54. s Please wait 10 10 37 AM 0 price level s retrieved 10 10 37 AM 10 10 37 AM Preparing Wasp Inventory for vendors 10 10 38 AM Retrieving vendors from Quick Books Please wait 10 10 38 AM 29 vendoris retrieved 10 10 38 AM Processing vendors 1 5 10 10 38 AM Processing vendors 6 10 10 10 41 AM Processing vendors 11 15 10 10 41 AM Processing vendors 16 20 10 10 43 AM Eror create update vendor Details Vendor Graham Monitors Cables and Supplies The Vendor Name in Buick Books is too long to fit in the Vendor Number field in Inventorytontrol Please edit the Vendor Name in QuickBooks to a maximum of 30 characters 10 10 44 AM Processing vendors 21 25 10 10 44 AM Processing vendors 26 29 10 10 45 AM Eror create update vendor Details Vendor McCarthy amp McCarthy Attomeys at Law The Vendor Name in QuickBooks is too long to fit in the Vendor Number field in Inventorytontrol Please edit the Vendor Name in QuickBooks to a m dmum of 30 characters 10 10 45 AM 2 of 29 vendors had errors and were not processed Please corect the errors and try again 10 10 45 AM 10 10 45 AM ERROR DURING SYNC the synchronization did not complete property Please re run the synchronization This message indicates that the vendor name was too long to fit in the Vendor Supplier Number field in InventoryControl You will need to edit this vendor in QuickBooks then re import it Keep in mind that you only wan
55. s with the comprehensive inventory tracking capabilities of Wasp InventoryControl The frustration of accurately keeping track of inventory in QuickBooks is eliminated QuickBooks remains as the accounting software Wasp InventoryControl becomes the software to manage your inventory And sales order software such as QuoteWerks becomes the quoting and sales ordering piece Combined this solution enables your business to operate more efficiently and accurately The Wasp Connector for QuickBooks is the conduit through which you will transfer information between QuickBooks and Wasp InventoryControl simply install the InventoryControl Connector for QuickBooks on the same machine where you have QuickBooks installed InventoryControl does not need to be installed on the same machine but should be accessible via a network connection View the Getting Started information to begin setting up your Wasp Connector for QuickBooks aah Connector for QuickBooks User Manual Chapter 1 Getting Started The first time you use Wasp Connector for QuickBooks gt the system will guide you through setting up the software You will need to follow the steps outlined below to enable Wasp Connector to communicate with QuickBooks and transfer data properly Reminder Wasp Connector for QuickBooks should be installed on the same machine on which your QuickBooks company file resides in order to connect to tt 1 Open your Company File Make sure your
56. sset Cost of Goods Sold for Inventory Value Adjustments to which this item should be associated Keep in mind that when you sync purchase order and or invoices from InventoryControl to QuickBooks the account you selected for these items will be affected by the financial data in those orders Make sure you are certain you have your mappings correct before you begin syncing invoices purchase orders back to QuickBooks If you map an expense account where an income account Is indicated or vice versa an error message similar to the following will appear Could not create Non Inventory item Item Placeholder Details There is an invalid reference to QuickBooks Account 40000 933270541 in the Items QuickBooks error message You cannot associate an item with Sales Tax Payable Undeposited Funds accounts receivable accounts payable or non posting accounts Usually if you sell the item use an income account if you buy it use an expense account er Connector for QuickBooks User Manual If you receive this screen click OK to close it then remap the item to the correct account You will not be able to save and close the Account Mapping screen until you resolve all incorrect mappings When you are finished mapping accounts click the Save button Now that you have finished your preliminary setup the Wasp Connector for QuickBooks main screen appears Settings Help Inventory Value You can optionally import inventory items c
57. t only m3 Desktop View Default B CLASS iM Finance Charge amp ae Use class tracking for transactions ee nera so k Promptto assign classes General Click OK to close the Preferences screen and save your changes ona Connector for QuickBooks User Manual There are four non inventory items and one adjustment entry for which you need to map accounts These are Wasp Inventory Item These are placeholders created by InventoryControl to take the place of your inventory items in QuickBooks Once you import your inventory from QuickBooks to InventoryControl you will no longer be maintaining or tracking your inventory in QuickBooks Your inventory entries in QuickBooks will be replaced with this placeholder The placeholder is what will appear on invoices sales slips etc along with the description of that particular item You will need to map an income and expense account to this item Wasp Non Inventory Item These are placeholders created by InventoryControl to take the place of your non inventory items in QuickBooks Once you import your inventory from QuickBooks to InventoryControl you will no longer be maintaining or tracking your inventory in QuickBooks Your inventory entries in QuickBooks will be replaced with this placeholder The placeholder is what will appear on invoices sales slips etc along with the description of that particular item You will need to map an income and expense account to this
58. t to re import data that had errors so in this case you would use the Partial Import feature to select just these two vendors to re import 46 ee Connector for QuickBooks User Manual Chapter 4 Syncing Purchase Orders Pick Orders to QuickBooks Syncing Purchase Orders Pick Orders to QuickBooks After you receive inventory and mark a purchase order as closed in InventoryControl it is ready to be synced back to QuickBooks Note Before syncing purchase orders and pick orders you should create a dummy vendor in QuickBookse for 0 sales tax This will appear on the Sales Tax Liability and Sales Tax Summary reports Before and After Sync Comparing Data in QuickBooks and InventoryControl How to Sync Purchase Orders Pick Orders to QuickBooks Before and After Sync Comparing Data in QuickBooks and InventoryControl Only purchase orders and pick orders that have been fully received picked and marked as closed will be imported to QuickBooks Pick Order Data All pick orders marked as closed since the sync date will be sent to QuickBooks Pick Order Information Pick Date CELIH F22 203 00002 Notes Lew Plumbing C Glen Lew 3 22 2013 8 47 51 AM GH gt INVENTORY CDRW Drive On Save Print Packing Slip Copies Email Packing Slip Quick Scan Ent Print Invoice Copies C Email Invoice Create Backorder Upon Closing PO EE Help OK Cancel 47 Wasp Connector for QuickBooks User
59. tor for QuickBooks User Manual The Sync History tab will display the date and time of the import as well as a Summary of the data imported Operation Date Time Description Type Initial Import Date 3 20 2013 2 56 04 PM Summary Details 2 55 36 PM Starting synchronization process A 2 55 37 PM Preparing Wasp Inventory for sales tax items 2 55 39 PM Retrieving sales tax items from QuickBooks Please wait 2 55 40 PM sales tax item s retrieved 2 55 40 PM Creating sales tax item Bayshore Tax 2 55 41 PM Creating sales tax item Out of State 2 55 41 PM Creating sales tax tem San Tomas Tax 2 55 41 PM Creating sales tax item Zero Tax You can now go to InventoryControl and view your new data If there are errors during the sync they will appear in the sync progress After the sync you can go through each error to correct the problem then re import the items For more information on resolving import errors please refer to the topic Import Errors Importing Vendors to InventoryControl You can choose to import all vendors or select from a list of vendors only vendors whose files have been edited since 2000 will be imported included on the selection list Note Vendors are referred to as Suppliers in InventoryControl If you want to change the term Suppliers to Vendors in InventoryControl you can do so using the Customize Fields function Please refer to the Custom Names topic in the InventoryCont
60. uickBooks Accessing the Settings Screen This screen can be accessed at any time by selecting Settings from the main Wasp Connector screen Help GB Import Syne _ Inventory Value i You can optionally import inventory tems customers and or vendori options are selected for import Deselect any options you do not Connect to Service Login User ID Admin Connected to service Quick Books Company File Company Rock Castle Construction Data File CA Users Public Documents vIntuit Quick Books Sample Company Pr Files GuickBooks 2013 sample_product based business qbw Reset Connection Connected to QuickBooks Connect to QB Accounts Mapping Wasp Connector for Quick Books will create four noninventory items in the Quick Books company file These noninventory items will be included on bills and or invoices that are exported to Quick Books from Wasp InventoryControl Click Define to customize how these noninventory items are displayed as well as set up comesponding accounts Line tem Description Format String You can customize how description of each line items of bills invoices that are exported to QuickBooks from Wasp InventoryControl is worded Current format of line item description is item Number item Description fr BRER Others C List Sales Tax as Line Item on Invoice C Update customer and vendor data in Quick Books while syncing purchase orders and pick order
61. ustomers and or vendors from QuickBooks to Wasp InventoryControl Please select any options that you will like to import C ttems Only import Inventory Part Non Inventory Part and Service items Select an item cost method to be applied to Quick Books items imported to Wasp Inventory Control Cost Method Moving Average v Customers Import All Partial Import Vendors Import gt Import Al Partial Import Sync History Current Sync Progress Operation Date Time Description Type Summary Details User Name Admin QuickBooks Company Note At this point you can begin the process of importing your QuickBooks data to InventoryControl or you can go to the Settings screen to customize the appearance of the Line Item Description that will appear on invoices and purchase orders Keep in mind that you can customize the Line Item Description at any time unlike the Login information and Account Mapping this does not need to be done before importing your data Import your Data You are now ready to import your data from QuickBooks to InventoryControl For detailed instructions on how to import data please refer to the topic Importing Information from QuickBooks gt af Connector for QuickBooks User Manual Chapter 2 Settings Settings Screen The Settings screen provides access to all of the connection settings and one time initial set up functions needed to get started using Wasp Connector for Q
62. ventorytontrol This is where you will map your non inventory items to the appropriate expense or income accounts It is very important to map each item type Shipping Service etc to the correct account So InventoryControl can properly import and export those items correctly The Expense Account and Income Account drop down lists on the Account Mappings screen display the accounts displayed in QuickBooks If you do not currently have the Use Account Number option turned on in QuickBooks we recommend you enable it now If this option is not enabled the aah Connector for QuickBooks User Manual accounts in these drop down lists will appear by Account Name only Since Account Names are not unique but Account Numbers are you may have duplicate account names in the lists making it harder to select the correct account The Use Account Number option is not enabled by default How to enable Use Account Numbers in QuickBooks C In QuickBooks select Edit gt Preferences File 30008 View Lists Favorites Company Customers Vendor Use Register Cirl R Purchas Use Calculator Orders Find Search Preferences igi Fy e9 Calendar The Preferences screen appears On the Preferences screen select Accounting gt Company Preferences tab then make sure Use Account Numbers is selected Preferences My Preferences Company Preferences a i ACCOUNTS ae Cancel Help Checking Show lowest subaccoun
63. verview After you have connected your QuickBooks company file created your Non Inventory Items and customized the line item description format string optional you are ready to import information from QuickBooks to InventoryControl Importing only needs to be performed once for items After you import your items to InventoryControl you will maintain them in that application Vendors and Customers should be maintained in QuickBooks so if you add new vendors or update existing customers for example you can re import them to update InventoryControl After you import your inventory from QuickBooks to InventoryControl you should continue to maintain your inventory in InventoryControl rather than QuickBooks To Import Information from QuickBooks to InventoryControl Note These steps should be performed after you have connected to your Wasp InventoryControl service and have connected to your QuickBooks Company file Upon successfully connecting to the QuickBooks Connector the Wasp Barcode QuickBooks Sync screen appears Make sure the QB Import tab is showing QB Import Sync Inventory Value You can optionally import inventory items customers and or vendors from QuickBooks to Wasp InventoryControl Please select any options that you will like to import tems Only import Inventory Part Non Inventory Part and Service items Select an item cost method to be applied to Quick Books items imported to Wasp Inventory
64. would like to import from QuickBooks to Wasp InventoryControl You cannot deselect previously imported vendors which are greyed out Vendor Bayshore Water Cal Gas Hectic Cal Telephone CalOil Company L Chancey Jason L City of East Bayshore C Daigle Consulting Davis Business Associates EDD DI amp SIT EDD UISETT EFTP5 540 EFTPS 941 Express Delivery Service Graham Monitors Cables and Supplies C Great Statewide Bank Hall Brad Hamby Distributors C Holly Electronics Jones Distributors Keswick Office Supply Larson Peripherals Lew Plumbing Lucchini Computers Flaa ET lt Select Al Unselect Al Note This screen appears automatically when you select the Partial Import radio button If you want to return to this screen at a later time press the icon next to this button Import All C Partial Import Deal 42 al Connector for QuickBooks User Manual You can select all customers using the Select All button at the bottom of the screen or scroll through the list and select only those customers you wish to import The list only displays customer records that have been edited in some way since 2000 Make your selections then click OK on the Customers screen 3 On the Import tab click the Import button Customers pe Partial Import Vendors cian Fatal impor 4 A warning screen will appear remindi
65. y Cable Installation _ CDRW Drive Computer Case S Consulting Trai CPU 4 0ghz TT Service Inventory DVD Player en fae Laptop on Consi k Monitor 15 K Monitor 17 Montor 19 Motherboard Power Supply a KE RAM 1GB RAM 2GB RAM 3GB po ee ee i TSA meree aT T N E E T E T CDRW Dive 24 O00 i 0m 5600 Conger Con TG i N 4 0 Gigahertz pro a y SE RI S SA ET URNES ER 8 0 Gigahertz pro Recor M 4 Joa gt Mi 29 sn Connector for QuickBooks User Manual Now let s take a look at an individual item Here is an item in QuickBooks prior to importing Type Inventory Part BD Use for goods you purchase track as inventory and resell Item Name Number _ Subitem of Manufacturer s Part Number CDRW Drive Purchase Information Sales Information Description on Purchase Transactions Description on Sales Transactions CDRW Drive 24 12x24 CDRW Drive 24 12x24 Cost 56 00 Sales Price 86 99 COGS Account Cost of Goods Sold s Tax Code Tax Preferred Vendor Mendoza Software y Income Account Sales Merchandise w Inventory Information Average Asset Account Reorder Point On Hand cost On P O On Sales Order Inventory Asset w 10 155 36 00 0 8 Here is how that item information appears in InventoryControl after being imported Note that price level information was not included in the import but sales tax
66. ync Progress This tab displays information about a sync currently in progress Syne History Curent Sync Progress 2 55 36 PM Starting synchronization process 2 55 37 PM Preparing Wasp Inventory for sales tax items 2 55 39 PM Retrieving sales tax items from QuickBooks Please wait 2 55 40 PM sales tax items retrieved 2 55 40 PM Creating sales tax item Bayshore Tax 2 55 41 PM Creating sales tax item Out of State 2 55 41 PM Creating sales tax item San Tomas Tax 2 55 41 PM Creating sales tax item Zero Tax 2 55 41 PM All sales tax items processed comectly 2 55 42 PM Preparing Wasp Inventory for sales tax codes 2 55 44 PM Retrieving sales tax codes from QuickBooks Please watt 2 55 44 PM 3 sales tax code s retrieved 2 55 44 PM Processing 3 sales tax code s 2 55 44 PM Creating sales tax code Tax 2 55 44 PM Creating sales tax code ADJ 2 55 44 PM Creating sales tax code Non 2755 44 PM All sales tax codes processed corectly 2 55 45 PM Preparing Wasp Inventory for price levels 2 55 46 PM Retrieving price levels from QuickBooks Please wait 2 55 46 PM 0 price level s retrieved DE PM Note These two tabs are visible from the Import Sync and Inventory Value tabs Importing Items to InventoryControl When importing Items there are several things to keep in mind e Importing Items only imports Inventory Parts Non Inventory Parts and Service Items Be aware t

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Wasp Connector for QuickBooks® User Manual