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

• Create Customer Invoices / Enter Customer Deposits

• Create Purchase Orders

• Enter / Process Vendor Deposit Invoices

• Enter Vendor Bills

• WIP

• Accrued Liabilities (Un-billed Cost)

• Backlog

• Create Customer Invoices

• Sales Tax

• Candian GST / PST Tax Templates

• Discretionary Tax Rates

• Statements

• Aging Report

• Apply Payments to Invoices

• Create Sales Credits

• Add Journal Costs related to Projects Commissionable or not (i.e. Travel, parking, related project expenses)

• Commission Plans

• Create Commissions Payables for Payroll Processing

• Time Clock Tracking and Job Costing

• Enter Inventory Costs

• Employee HR Records

What goes to QuickBooks from e-manage?

• Customer Information if it doesn't exist

• Customer Project Name and Number / Job #

• Invoices (Only Account summaries, not every part)

• Sales Tax by Zip Code (State, City, County, Special District)

• Sales Credits

• Payments

• Vendor Information if it doesn't exist

• Vendor Deposits

• Vendor Bills

• Journal Cost

• Inventory Costs

• WIP

• Accrued Liabilities

• If you use QB Payroll

  • Employees HR Information

  • 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.

  Open

  

   

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.

  Open

  

   

• 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.