TracManager integrates with several types of software in order to create fluidity and eliminate duplication of data entry within your organization.
Note: If also implementing QuickBooks software, the data imported into TracManager may be shared to QuickBooks company file to reduce/eliminate data entry. Your Implementation Specialist may assist you in this process.
The level of detail for integration is configurable using this wizard. Before proceeding it is important the you make a backup of your QuickBooks company file.
Be sure that you understand the way TracManager will relate to QuickBooks customers and jobs. The “Job” is a subordinate of the customer. The job name begins with the JobCode followed by a space followed by the description. For example: “12345 McKenzie Kitchens” where 12345 is the JobCode and McKenzie Kitchens is the job description.
TracManager Activities map to QuickBooks Service Items
Be sure that you understand the way TracManager will relate to QuickBooks service items (if shared). The service item name begins with the ActCode followed by a space followed by the description. For example: “100 Purchasing” where 100 is the ActCode and Purchasing is the job description.
** It is VERY IMPORTANT to make a backup of your QuickBooks file before you begin. **
A connection will need to be established between TracManager and the QuickBooks company file.
Selecting integration rules determines which types of information TracManager will share with QuickBooks.
Customer and Jobs
Activities and Service Items
These settings will determine how QuickBooks translates Activities and Service Items received from TracManager as associated with Jobs and Employees.
**** NOTE: It is recommended that you discuss the account settings with bookkeeper or accountant in order to establish proper expense/income accounts. ****
For example: The Activities: Excavation and Demo may fall under a parent named Site Work. (These will be categorized as Service type items in QB Item List)
These settings determine how QuickBooks processes transactions associated with purchases. During Implementation discussion, a parts strategy would have been discussed which would play a role in determining these settings.
Preferred integration method is to track Inventory in TracManager and treat all Inventory Type items as Non-Inventory items in QuickBooks. See Alternative Configuration below.
Allows TracManager to send timesheet data to QuickBooks timesheets and determines which types of information is transmitted.
Purchase Order menu will only be available if Vendors/Materials & Inventory have been shared with QuickBooks.
Send Sales Orders to QuickBooks to enable easy creation of customer invoices.
*** ONLY applies if TracManager Sales Order Management option is present.
The Alternative Configuration allows treatment of TracManager Inventory items as QuickBooks Non-Inventory items.
***** Prior to using the Alternative Configuration the company Administrator and/or Owner should meet with a Tractivity Integration Specialist and Accountant to discuss potential issues associated with QuickBooks accounting. *****
*** Make a backup of Company QuickBooks file ***
If current items in QuickBooks are listed in Categories (Sub-item of…), these would need to be deleted or made inactive before importing to Non-Inventory or duplication errors will occur.
*** Note: QuickBooks will only allow items with no transactions associated to be deleted. Any others will have to be marked as Inactive. ***
A manual Journal Entry will need to be created to correct the dollar amounts associated with accounts when from converting Inventory to Non-Inventory.
*** An accountant should be consulted regarding the AJE posting. ***
*** TracManager will continue to track inventory levels and all of the items with the same name that are actually listed as non-inventory in QuickBooks for Job Costing and Inventory Management purposes. ***