ArchiOffice-QuickBooks Integration - Send Settings

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Use the ArchiOffice-QuickBooks Integration Settings screen to transfer data from ArchiOffice to QuickBooks database. Using the Send Settings option, you can specify what data will be sent from ArchiOffice to QuickBooks.

 

Click on the Send Settings option to view the list of modules. The screen allows you to restrict the data that is sent from ArchiOffice. You can send data from the following ArchiOffice modules to QuickBooks:

 

  • Employees

  • Clients

  • Projects

  • Job Codes

  • Account Codes

  • Time Entries

  • Invoices

  • Payments

  • Vendors

 

 

With this service you can reduce data entry time and minimize errors. Select the module name in ArchiOffice to view the filter settings for that module. For each module you define what data you want to send to QuickBooks.

 

The filter options on the right would change based on the module selected. For each module, the screen would display:

 

QuickBooks File

This shows your current QuickBooks database that will be used for data synchronization.

 

Browse

Use this button to locate the QuickBooks database for data synchronization. By default, ArchiOffice always connects to the currently open QuickBooks company file. However, if QuickBooks is not running, then ArchiOffice tries to open the file specified in the QuickBooks File field.

Options

Do Not Send . . . Data:

Check this option if you do not want ArchiOffice to send data for the selected module. You can check this option if you do not want to send data for a specific ArchiOffice module to QuickBooks. For example, if you do not want to send employee data from ArchiOffice to QuickBooks, you check the Do not send Employee Data option. Data from other modules is sent to QuickBooks according to their specific filter settings.

 

Ignore Last Sync Date:

When selected, ArchiOffice ignores the date when it had last synced with QuickBooks for the selected table for the integration. The Last Sync On date is displayed below the table list. This date is used for reference when we want ArchiOffice to sync since the last synchronization date. By default, it is unchecked.

 

Active Only:

When selected, only active ArchiOffice data is looked during data transfer (for example, active employees, clients, vendors, etc.).

 

When sending contacts, you can choose to send the selected types of contacts as vendors in QuickBooks. A drop-down on the screen allows you to select the contact types that you want to send as a vendor from ArchiOffice.

 

If the ‘Transfer ‘From retainer’ as invoice line item’ option is selected on the Send Settings > Payments screen, the retainer along with the payment is sent over to QuickBooks as a single line item and a single invoice is created. Else, if the option is unselected, the retainer is sent over to QuickBooks as a separate item and two separate invoices (retainer and payment) are created.

 

Overwrite Rules for Duplicate Records

In this section specify the overwrite rule for the selected table. Choose from Never, Always or Most Recent. For example, both ArchiOffice and QuickBooks have records for employee John Doe.

 

Never

When chosen, neither ArchiOffice nor QuickBooks version of a field data is updated. Thus, you will have two versions of the data. For example, if this employee record has different addresses, these two fields would not be updated and both addresses would exist.

 

Always

When selected, the contents of the QuickBooks field will always overwrite the ArchiOffice field in Get mode. Again, if two different addresses exist, the address in QuickBooks will replace the address in the employee's ArchiOffice profile. However, billed entries will not be modified.

 

Most Recent

When selected, ArchiOffice compares the Last Modified On date-time stamps for the QuickBooks and ArchiOffice fields. The more recent one updates the field in the other database.

 

Filters allow you to restrict the information that is transferred between ArchiOffice and QuickBooks. For example, if you would like to transfer only one group of clients from ArchiOffice to QuickBooks select that Client Group ID in both the From and To drop-down menus of the Client Group ID filter. The filter fields keep on changing depending upon the table selected for the synchronization settings. The intersection of data produced by applying all filters is what will be transferred. Click Save to save your filter settings and overwrite rule for the selected table. These settings will be used when you sync data between ArchiOffice and QuickBooks.

 

Date Filters

Last Modified:

Each record saves a Last Modified On date that is used to determine which record is most recent. This is useful and saves time, if you want to avoid scanning the records every time you use the synchronization option.

 

You can filter the information for sync, based on this date using the From-To options. Filters allow you to restrict the information that is transferred between ArchiOffice and QuickBooks. If you select All in this submenu, then data for all ArchiOffice tables is transferred to/from QuickBooks.

 

Date:

This option is available for time entries only. It allows you to select a From-To date range for getting selective time data from QuickBooks instead of all.

 

Other Filters

In this section you have other filters which you can use to restrict the data sent from ArchiOffice to QuickBooks using relevant fields and From-To settings to specify a range. If you choose All (selected by default) all data is sent.

 

Last Sync on:

This displays the date when ArchiOffice was last synced with QuickBooks for the selected module. This date is used for reference when you want ArchiOffice to sync since the last synchronization date.

 

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