QuickBooks / Connections Overview
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 and 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.
Once the parts are added to the BOM for a customer quote the parts are already mapped to the product type which is mapped to the appropriate accounts.
Every part is also connected to a Parts Category which determines if a line item should be taxable or non-taxable
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, 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.