TABLE OF CONTENTS

• Employees
• Payment Terms
• Classes
• Payroll Items
• Accounts
• Service Items
• Customers
  • From QB to FCX
  • From FCX to QB
• Projects
• Customer Jobs
  • From QB to FCX
  • From FCX to QB
• Sales Rep
• Invoices (CIM Invoices - Customer Invoice Management)
  • From QB to FCX
  • From FCX to QB
• Sales Tax Items
• Vendors
  • From QB to FCX
  • From FCX to QB
• Bills (VIM Invoices - Vendor Invoice Management)
  • From QB to FCX
  • From FCX to QB
  • Credit Card Charge and Checks — VIM Invoices based on COD Purchases
    • Credit Card Charges
    • Checks
  • Inventory Bills
• Bill of Materials (BOM) - Sales Receipts
• Time Keeping Timesheet
• Cost Rates

FieldCLIX System (FCX) is intended for use by several Our Companies, while QuickBooks (QB) account is for one Company. Generally, there is only one "Our Company" in each instance of FCX system. Therefore, in the current version of Quickbooks integration, all objects are company non-specific.

Another feature of the new version is a flow of sync. With the flow we can put objects for syncing in the order. 

At first, sync independent objects: Employees, Payment Terms, Payroll Items, Classes, Accounts.

Then — dependent objects: Service Items, Customers, Customer Jobs, Invoices, Vendors, Bills, Credit Card Charge, Timesheets, Cost Rates.

For example, if we sync Service Items, then Classes and Accounts will be synced firstly.

Here is the table with objects mapping between QuickBooks and FieldCLIX System:

Employees

It’s one-way sync from QB to FCX. 

When — whenever we make changes in the QB objects. 

QB Employee is pushed to FCX based on Account Number. We sync all Employees: active and inactive.

Additional setting in the constant allows customizing Employee fields syncing. In the constant we specify Employee requisites, which are synced from QB and disabled from editing in FCX. 

It is possible to sync additional Employee's contact info to the FCX fields: Work Email and Cell Phone. Special settings in the QB connector are responsible for this. There we define which contacts (Alt Email, Alt Phone, etc.) should be synchronized as Main Email and Main Phone.

QB overrides a Supervisor, Job Title and Department in the Employee card on the FCX side.

It creates a new Job Title and Department if no such records are found in FCX.

A Note on QB Employee Phone/Email Sync

Payment Terms

It’s one-way sync from QB to FCX.

When — whenever we make changes in the QB objects.

Payment Term is pushed to FCX based on Terms field and filtered by type to find possible duplicates. 

Classes

It’s one-way sync from QB to FCX. 

When — whenever we make changes in the QB objects. 

The search is by Class Full Name. All Parent Classes are populated in the Full Name field. We sync Classes of all levels. 

If during synchronization, the Parent Class for a synced Class is not found, thus the Subclass itself cannot be synced. 

Payroll Items

It’s one-way sync from QB to FCX.

Data is pushed to FCX based on Payroll Item Name.

We sync all Payroll Items. If during synching there is a similar payroll item in FCX, then the status is changed to the transmitted value (closed or active). If QB conveys closed items and there is no the same payroll item in FCX, the new reference record will not be created.

Accounts

It’s one-way sync from QB to FCX. 

We sync GL Codes of all Account Types.

Data is pushed to FCX based on Account Number. We sync the tree of Accounts as we do for Classes.

Service Items is a separate object in QB. Previously Service Items got in sync with Sync External Code (tabular part of GL Codes). External Codes were used in CIM Invoices.

Now we have Service Item Reference in FCX System. We sync Service Items from QB to FCX. To read more about Service Items see separate topic below.

Service Items

It is one-way sync from QB to FCX.  Service Items depend on Classes and Accounts.

Data is pushed to FCX based on Service Item Full Name.

We sync all Service Items. If during sync there is a similar service item in FCX, then the status is changed to the transmitted value (closed or active). If QB pulls in closed items and there is not the same service item in FCX, the new reference record will not be created.

Customers

Customers, Customers Jobs is one object in QB. First level is Customer, second — Customer Job. Customers Object is Organizations reference in FCX, and Customers Jobs are Customers Jobs in FCX respectively. It’s available to sync either Customers or Customers + Customer Jobs.

Customers and Vendors are one Organizations reference in FCX. Organization Type requisite is a distinguish between Customer and Vendor.

It is two-way sync:

• Customers created in QB are synced to FCX.
• Customers created in FCX are synced to QB.

Customers depend on Payment Terms. 

Data is pushed to FCX based on Customer Name. First Customers get in sync, then Customers Jobs.

You should fill out Customer Abbreviation in Organization Card to make Customer record approved.

From QB to FCX

From FCX to QB

If you use two-way sync by creating Customers in FCX, note that QB overwrites Customer requisites when you sync Customers back to FCX.

Projects

The match is Customer Job Types (QB) – Projects (FCX).

Data is pushed to FCX based on Name. We sync all records: active and closed (inactive). 

The flow depends on Customer and Customer Jobs.

It is two-way sync:

1. Customer Job Type created in QB are synced to FCX.
2. Projects created in FCX are synced to QB.

Customer Jobs

FSM Customers Jobs is a reference in FCX, which related with Build Plans.

It is two-way sync:

1. Customer Jobs created in QB are synced to FCX.
2. Customer Jobs created in FCX are synced to QB.

From QB to FCX

Depend on Customer and Classes.

We sync Customer Jobs, if record status is active (checkbox “Is Inactive” is not set).

From FCX to QB

Customer Job creation inside FCX is controlled by the system setting (constant “CreateCustomersJobsForBuildPlans”). We turn on (true value) this setting to automatically create a Customer Job. The system creates a Customer Job on Build Plan generation if we do not specify a Customer Job manually in the appropriate field of GBP Wizard.

In this case, Customer Job Name is equal to Build Plan Name.

We can also specify a Class in the Customer Job. If the Customer Job has the Class in the FCX we will sync the Class along with other Customer Jobs Card fields. Some versions/configurations of QuickBooks don't support adding a Class in the Customer Job, that way we turn off the system constant in the FCX which is responsible for synchronization Classes in Customer Jobs.

Sales Rep

The match is Sales Rep List (QB) – Sale Rep (FCX). It is one-way sync: QB → FCX.

Data is pushed to FCX based on Name. We sync all records: active and closed (inactive). 

The flow depends on Customer and Customer Jobs.

Invoices (CIM Invoices - Customer Invoice Management)

It’s two-way sync. Source — FCX. This object depends on Customers, Classes, Customer Jobs (from/to QB), Payment Terms, Service Items.

From QB to FCX

At first, we sync all Invoices to FCX previously sent to QB and paid there.

All synchronized Invoices without transactions and received payment will be “Rejected” on FCX side.

If there are transactions, payment is received and the paid amount is equal to the invoice amount, then invoices are marked as "Paid" in FCX. The paid date is equal to  the minimum transaction date.

From FCX to QB

When we sync. When Invoice Status is changed to “Submitted to Client” and Invoice Record is active.

We take Service Items from CIM Invoice Allocation Table.

One of the custom setting of QB synchronization enables to sync Customer Jobs with other Invoice details. If this setting is turned on, but there is no a Customer Job for the Invoice, then we sync a Customer instead of the Customer Job.

Sales Tax Items

It is one-way sync from QB to FCX. Source — Item List in QB. Data is pushed to FCX based on Item Name. 

We sync all Sales Tax Items. If during synching there is a similar sales tax item in FCX, then the status is changed to the transmitted value (closed or active). If QB conveys closed items and there is no the same sales tax item in FCX, the new reference record will not be created.

Vendors

It is two-way sync:

• Vendors created in QB are synced to FCX.
• Vendors created in FCX are synced to QB.

Data is pushed to FCX/QB based on Vendor Name.

We sync all Vendors whatever status.

From QB to FCX

From FCX to QB

Generally, we use one-way sync for Vendors. However, if you use two-way sync by creating Vendors in FCX, note that QB overwrites Vendor requisites when you sync Vendors back to FCX.

Bills (VIM Invoices - Vendor Invoice Management)

It’s two-way sync. Data Source is both FCX and QB. Bills depend on Vendors, Payment Terms, Accounts.

From QB to FCX

We sync all invoices in “Paid” and "Partially Paid" statuses.

If a VIM Invoice has some transactions, during synchronization FCX compares the VIM Invoice's amount due with the amount paid:

• if the amount paid is less than the amount due → sets “partially paid”
• if the amount paid is equal or more → marks the invoice as paid.

VIM Invoices without any transactions in QB (void invoices) are synced to FCX as canceled invoices.

If during synchronization there is a similar paid invoice in FCX, then we will do nothing. Otherwise, we will mark as paid the existing invoice.

Bill has one payment transaction in QB:

Bill has more than one transaction in QB:

From FCX to QB

From FCX we sync all VIM Invoices in “Approved” Stage and with Active Record State. 

When we sync. Once, when Invoice Status is changed to “Approved”.

The type of allocation we use in the VIM invoice depends on the "Use Service Item Distribution" setting. Read more about the VIM Invoice Expense table here.

Credit Card Charge and Checks — VIM Invoices based on COD Purchases

COD Purchases can be transformed to VIM Invoice. It is managed in the Purchase Category of COD. In addition to it, we can sync these invoices to QB as Credit Card Charges or Checks. To do this, check the box "Sync as Credit Card Charges" or  "Sync as Check" in the Card Type (use "Card and Account Types" Reference). 

Once a VIM Invoice has been transformed from the COD and approved, it will be synced to QB and mark as paid in FCX.

Credit Card Charge/Check sync is carried out in 1 step:

• send Invoice to QB
• change Invoice Stage to “Paid” in FCX
• fill in Amount Paid = Amount Due, Paid Date = Date of sync, Paid by = Credit Card Charge or Debit Card Charge (according to the Card Type).

Credit Card Charges

Checks

Inventory Bills

Inventory Bills are Bills related to Inventory Transaction Journal. To sync Inventory Bills to QB, we turn on the QB sync configuration setting — Use Inventory Item for Bills.

Inventory Bills are synced like regular Bills: when a Bill moves to the  “Approved” Stage.

Inventory Bills do not imply financial distribution. Use correct invoice category without VIM PO allocation and FD creation.

Bill of Materials (BOM) - Sales Receipts

It’s one-way sync from FCX to QB. 

Data source — Bill of Materials (BOM). 

When — BOM is kitted.

We sync all kitted BOMs which kitted date more than the date specified in the QB sync setting. It is configurable part.

Find more about adjus inventory balance in QB.

Time Keeping Timesheet

It’s one-way sync, from FCX to QB. Data source — Time Card Payroll Allocation.

We sync all Payroll Checks at one go.

Before pushing data, the FCX system cleans up all payroll check details, pulled in during previous sync or changed manually in QB.

If errors occur during synchronization, we do not roll back the changes and do not mark the payroll check as synchronized. Payroll Check is marked as synchronized, if there are no errors and all payroll check data was successfully pulled into QB.

One session is enough to complete synchronization.

We sync the following Payroll Checks:

• With mark “Ready to Sync to Payroll”

Upon successful sync the FCX system changes requisite “Ready to Sync to Payroll ” to “No” and “Synced to Payroll” to “Yes” properly.

We sync all payroll check details, that is data values from payroll allocation in Time Cards those Employees, whose already synced.

Customer Job and Service Item synchronization to QB Timesheets is controlled by QB connector settings. It is configurable.

*We group data by all Payroll Allocation Items to calculate Total Hours.

Cost Rates

It’s one-way sync from QB to FCX. 

Data source — QuickBooks Payroll Summary Report.

When — Payroll Check is paid in QB.

If Employee Category requires sync Cost Rates from QB (corresponding checkbox in Employee Category Card is active) we search for paychecks in QuickBooks on the check date of the FCX payroll check, then sync appropriate Cost Rates from QB Payroll Summary Report.