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.