e-manage & Quickbooks

Owned by Stephanie Pepper (e-manage|ONE)
Jun 19, 2020
4 min read

The following will explain the relationship of e-manage and QuickBooks. Even though e-manage is not an accounting system, it does the majority of the booking. We basically built a bookkeeper into e-manage to automate processes such as WIP and to make other things as easy as a click. 

The goal is to make it as easy as possible and we suggest that you do the same when reviewing what you have done in the past. Just because you have always done it one way in the past doesn't mean you need to keep doing it that way, especially when you start using e-manage. 

To enable e-manage to streamline processes and make things easier, there are certain disciplines that need to be followed. We will review these are explain the structure of how things are joined. 

What will you do in e-manage relating to bookkeeping?

  • Create Estimates / Customer Quotes

  • Create Customer Deposit Invoices

  • Enter Customer Deposits

  • Create Purchase Orders

  • Enter Vendor Deposit Invoices

  • Enter Vendor Bills

  • Create Customer Invoices

  • Apply Payments

  • Add Journal Costs related to Projects

  • Create Commissions Payables 

What goes to QuickBooks from e-manage

  • Customer Information if it doesn't exist

  • Project/Job #

  • Invoices (Only Account summaries, not every part)

  • Payments

  • Vendor Information if it doesn't exist

  • Vendor Bills

  • Journal Cost

  • If you use QB Payroll

    • Employees

    • Timesheets

    • Commissions

    • PTO / Sick 

What goes to e-manage from QuickBooks

  • Paid date for vendor bills 

First things first

  • Once e-manage is connected to your QB file the Chart of Accounts are imported and the accounts that are going to be used with e-manage are checked off 

First Join (Product Types)

  • Product Types are located in the administrator under dropdowns.

  • e-manage uses Product Types to group like parts (Furniture, Freight, Labor and so on) They are very similar to chart of accounts in QB. A lot of people create the same product types as chart of accounts in QB but you can use it as a way to separate out detail in e-manage yet keep your accounts in QB to a minimum. The following is an example.

Second Join (Vendor REFs)

  • Vendor REFs are the codes each manufacturer has that is use in specifying software such as 20/20, Project Matrix and CET. As an example Haworth is HAW & Herman Miller is HMI

  • Each Vendor REF is Assigned to a Product Type so when you important parts from a specifying software, e-manage grabs the Vendor REF and assigns the Product Type. 

Third Join (Parts)

  • Every Part in e-manage has to have a Product Type assigned to it.

  • When you create a new part in e-manage or import a part(s) from a specifying software the Product Type is set. The venture REF will apply the Product Type as it is imported.

  • Once the parts are added to the BOM for a customer quote, the parts are already mapped to the product type which is already mapped to the appropriate accounts.

In summary

  • Parts are Mapped to Vendor REFS

  • Vendor REFs are Mapped to Product Types

  • Product Types are mapped to QB Accounts 

If you are not importing parts than the join is as follows

  • Parts are Mapped to Product Types

  • Product Types are mapped to QB Accounts 

Because the parts are mapped at the very beginning of the process in the BOM, it becomes a click of a button to process everything through. 

This is a process going through a complete project

  • Parts are added to the BOM

  • Parts are part of a quote

  • The Quote is Processes as an order

  • The Order is attached to the quote

  • Purchase order are attached to an Order

  • Acknowledgments are attached to Purchase Orders

  • Payable are against Acknowledgements

  • Invoices are attached to orders

  • Payments are attached to invoices 

If you see in the diagram all the QB accounts are attached to the parts and the parts process throughout e-manage with a few clicks with the preassign QB accounts.

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