Import QuickBooks Customers into EmbTrak

·         From the EmbTrak Home Screen,  go to System --> Import à QuickBooks --> QuickBooks 2006 – 2014 Customer Import

• After the Import program completes, a dialog box displays, noting the total number of Customers that have been imported.  Only Active QuickBooks customers will be imported into EmbTrak.

When the Customer exists in QuickBooks, but not in EmbTrak

• The Import program will set the EmbTrak fields as follows: 

The Contact Name, Phone, Email and Shipping Address will be blank in EmbTrak.

• Notes: 
  • If the Account # is blank in QuickBooks, an account number will be generated and set during the import process.  QuickBooks Account # will remain blank until this customer or a Sales Order for this customer is exported from EmbTrak to QuickBooks.
  • If the Company Name is blank in QuickBooks, Customer in EmbTrak will be only the Account Number.  The Company Name in EmbTrak will be blank.
  • If you update the Company Name in QuickBooks AFTER you've already sent it to EmbTrak, you must run the Customer Import program again to update EmbTrak.

When the Customer exists in both QuickBooks and EmbTrak prior to Import

• The Import will look for a match on Account Number between the EmbTrak and QuickBooks customer.  If a match is not found, a new EmbTrak Customer will be created.
• If a match is found, QuickBooks Company Name, Billing Address, or Shipping Addresses will import into EmbTrak along with current QuickBooks Full Name in Attention field.
• If QuickBooks Company Name is changed, the EmbTrak Customer Name will update, but the EmbTrak Company Name will not update.
• If a QuickBooks First/Last Name has changed, no update will occur in EmbTrak.

Import QuickBooks Sales Taxes into EmbTrak

·         From the EmbTrak Home Screen,  go to System à Import à QuickBooks à QuickBooks 2006 – 2014 Sales Tax Import

• After the Import program completes, a dialog box displays, noting the total number of Sales Taxes that have been imported.  Only Active QuickBooks Sales Tax Items will be imported into EmbTrak.

• Close and reopen EmbTrak.
  

Accessing Sales Tax settings in EmbTrak

• From the EmbTrak Home Screen,  go to System à Administration à Edit List Tables à List Data Editor

• Click on Sales Taxes to access the current Sales Tax settings.
  • Type = Single for Tax Codes that represent one tax.
  • Type = Group for Tax Codes that represent a combination of 2 or more taxes.
  • Ex.  Haywood COunty 7% = NC Sales Tax (4.75%) + Haywood County Tax (2.25%)
• Change Type to "Group" where necessary. 
  
• Click Save.

When the Sales Tax exists in QuickBooks, but not in EmbTrak

• The Import program will set the EmbTrak fields as follows:

           QuickBooks

                    EmbTrak

• Note: 
  • If QuickBooks Description, Tax Rate, or Tax Agency are blank, they will remain blank in EmbTrak.

When the Sales Tax exists in both QuickBooks and EmbTrak prior to Import

• Updates will occur when a QuickBooks Sales Tax has a different Sales Tax Name, Description, Tax Rate, or Tax Agency.
• If a Sales Tax exists on a prior EmbTrak Sales Transaction, the sales tax label will need to be reset  on each transaction.
• If an item is marked inactive in QuickBooks, it is not imported and therefore remains unchanged in EmbTrak.

When Implementing a New Sales Tax for your Business

• First, add the Sales Tax Item into QuickBooks.
• Then, run QuickBooks Sales Tax Import to import it into EmbTrak.

Export EmbTrak Customers to QuickBooks

·         From the EmbTrak Home Screen,  go to System à Export à QuickBooks à QuickBooks 2006 – 2014 Customer Export

• As the Export program begins, a pop-list of available customers will display.  Inactive Embtrak customers are not eligible for export.
  • Select which customers to export by clicking in the box to the left of the Account Number.
  • To select more than one account, hold the CTRL key down while making selections.
  • Once all customers to export are highlighted, click the OK button.

• Use the Filter field to narrow down the customer selection list.
  • Key in a number or letters to use as the filter (ex. "7002" or "GOLF" or "Laverne")
  • Only customers where the Account, Name, or Contact contains that combination will show on the selection list.
  • In this example, the Filter is looking for customers containing the word MAN.

• After the Export program completes, a dialog box displays, noting the total number of customers that have been exported. 

When the Customer exists in EmbTrak but not in QuickBooks

The Export program will set the QuickBooks fields as follows:

• Note: EmbTrak's Contact, Phone, Email, and any Address records beyond the First Billing and First Shipping do not carry over to QuickBooks

When the Customer exists in both QuickBooks and EmbTrak prior to Export

• Updates will occur when EmbTrak has a different Name (updates QuickBooks Company Name, but not Customer Name).  
• If 1st Billing Address or 1st Shipping Address is different, they will be updated in QuickBooks.
• If the Export program finds a duplicate account number in QuickBooks, it will create another account in QuickBooks with the same Account Number.  It is best to avoid using duplicate account numbers.
• If the Export program finds a duplicate Company Name in QuickBooks, but a different account number, the Export Customer program will return with an error.  EmbTrak allows duplicate Company Names.  QuickBooks does not.  Must Modify EmbTrak's Company Name so that it's unique.

Export EmbTrak Sales Orders to QuickBooks

·         From the EmbTrak Home Screen,  go to System à Export à QuickBooks à QuickBooks 2006 – 2014 Salesorder Export

• As the Export program begins, a list of all available salesorders will display.  
  • Use the search filters at the top of the screen to narrow down the order list.
    • Search by:
      • Last Exported Date Range
      • Order Date Range
      • Required Date Range
      • Specific Customer
      • Specific Order (as you type in the number, you will see any order that has number anywhere in the order number field)
      • Due Step (order is currently at this Due Step)
      • Exported: Solid Blue box does not consider Exported status, Checked box pulls orders that have been exported before, Blank box pulls orders that have not been exported before.
  • Click on the order line to select it to be exported
  • To select all orders on the list, click in the small box to the left of the Last Exported column header.

                                      .

• • To select one or more sales orders, hold the CTRL key down while making selections or hold SHFT to select a range of orders
  • Once all sales orders to export are highlighted, click the OK button.

• After the Export program completes, a dialog box displays, noting the total number of Sales Orders that have been exported.  

When the Sales Order exists in EmbTrak but not in QuickBooks

•  The Export program will create a new Sales Order in QuickBooks.  

• Notes:
  • Header Notes on the EmbTrak Sales Order will show in QuickBooks Sales Order Memo.
  • If the customer on a Sales Order does not exist in QuickBooks, a new customer record will be written.  See the documentation for Export EmbTrak Customers to QuickBooks for how the fields will be populated.
  • If a discount on a Sales Order does not exist in QuickBooks, a new Discount Item record will be written as follows:

• • If a VAS Code on a Sales Order does not exist in QuickBooks as a Service Item, a new Service Item record will be written as follows:

• • If a product on a Sales Order does not exist in QuickBooks, an new Inventory Item record will be written as follows:

• • You can modify a Sales Order once it's arrived in QuickBooks.  However, if you re-export that Sales Order from QuickBooks, you will receive a message asking if you want overwrite the order in QuickBooks with the one from EmbTrak.  Click Yes to overwrite.  Click no to leave the QuickBooks order as is.
    

When a Sales Order has already been exported into QuickBooks

• The Export program updates the QuickBooks order for the following modifications:
  • Changed Sales Tax, PO#, Shipping Address, Quantities, Prices, Decoration Price, Decoration Position
  • Added or changed Discount
  • Added or changed VAS Codes
  • Added, deleted or changed Item
• If a new Sales Tax is on the EmbTrak order (and Sales Tax does not exist in QuickBooks), a Sales Tax Item will be created in QuickBooks and will show on the Sales order as 0% and $0.  Also, the EmbTrak's Sales Tax will reset to 0%.  To avoid this situation when implementing a new Sales Tax, add it first to QuickBooks.  Then from EmbTrak, run QuickBooks Import Sales Taxes.

Import QuickBooks Products into EmbTrak

·         From the EmbTrak Home Screen,  go to System à Import à QuickBooks à QuickBooks 2006 – 2014 Product Import

• As the Import program runs, a pop-up list displays the items that are being imported.  Inactive items are not eligible to be imported into EmbTrak.
  • Set Product Type and Size Type for items that have not been previously imported by clicking on the down arrow and picking the appropriate option.
  • If the Product Type is blank when the import program runs, an eror message will display that an item is missing a Product Type, giving a recommendation to fill in the missing information and retry the Import.
    • Click OK to continue.
    • The program will finish and not import the problem items.
    • To import the items, rerun the import program and complete the Product Type field
  • If the Size Type is blank when the import program runs, the item will import into EmbTrak with a blank for SizeType

• Once all items have a Product Type and Size Type, Click Continue.
• After the Import program completes, a dialog box displays, noting the total number of Products that were imported.  
                    

When the Product exists in QuickBooks, but not in EmbTrak

• The Import program will set the EmbTrak fields as follows: 

• Notes: 
  • If the Description on Sales Transaction is blank in QuickBooks, the Description in EmbTrak will remain blank.  
  • Product Syles and Product Pricing will not not be set up with the Import program.

When the Product exists in both QuickBooks and EmbTrak prior to Import

• Updates will occur when a product has a different QuickBooks Description.  The new description will carry over to EmbTrak.  
  • If this item exists on a Quote or Sales Order, the line item description will also be updated.