Integration Overview *
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.
QuickBooks Integration *
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.
Customer / Job Format *
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.
Service Item Format *
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. **
Establish QuickBooks Connection *
A connection will need to be established between TracManager and the QuickBooks company file.
- Login to QuickBooks as Administrator in Single User mode
- Login to Tractivity as Administrator
- In TracManager, navigate to Administrate>Set Up Wizard>Integration>QuickBooks
- Click <Connect> button to establish a connection between TracManager and the desired QuickBooks company file.
- In QuickBooks, Authorize TracManager to make changes to the QuickBooks company file.
- Choose the “Prompt” or “Allow…automatically” selection.
- The Integration Wizard will display a message “Successfully connected to QuickBooks”, just above the Company File path.
- Click on the <Rules> button at top of Integration Wizard window.
Set Up QuickBooks Integration Rules *
Selecting integration rules determines which types of information TracManager will share with QuickBooks.
- Click on the Rules button at top of the Integration Wizard screen
- Select the green button beside each of the Rules Categories to configure settings.
Customer and Jobs
- Select the information to be shared from TracManger to QuickBooks.
- Be sure to select the One way: TracManager>QuickBooks checkbox.
- Select Share Customer if desired (Inactive Customers will be ignored).
- Determine and select types of Jobs/Sub-Jobs to be shared and detail levels.
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. ****
- Select the One way: TracManager>QuickBooks checkbox
- Choose whether or not to organize a Service in QuickBooks under a Parent name. (QB Parent =TM Category)
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)
- Be sure to set Income and Expense Accounts to which QuickBooks can associate the Service Item/Activity.
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.
- Select Share Vendors and Share Inventory Items. This will need to be selected in order to share Purchase Orders.
- Select One Way TracManager>QuickBooks.
- Indicate how Inventory/Assembly Items should be organized in QuickBooks. (Category: such as Hardware).
- Choose the appropriate QuickBooks Accounts to which Inventory transaction dollars should post. (If sending as Inventory type to QuickBooks)
- Indicate how Non-Inventory Items should be organized in QuickBooks.
- Select QuickBooks Accounts to which Non-Inventory Items should be posted. (i.e. Materials COGS).
- Select the Employee Types to share with QuickBooks.
Allows TracManager to send timesheet data to QuickBooks timesheets and determines which types of information is transmitted.
- Select Send Tractivity timesheets to QuickBooks timesheets.
- Determine the types of Activity/Job/Customer details that should be transferred to QuickBooks timesheets by selecting the checkboxes which correspond.
- Employee Prefix should be selected by default.
- Make sure the Payroll Item selection box is checked.
Purchase Order menu will only be available if Vendors/Materials & Inventory have been shared with QuickBooks.
- Choose whether Purchase Orders created in TracManager are sent to QuickBooks.
- Select Share Purchase Orders.
- Select a start date from which to begin sharing P.O.s
- Enter specific QuickBooks account to which Purchase Order transactions should be posted or leave blank to post to Default (non-posting) QuickBooks account.
Send Sales Orders to QuickBooks to enable easy creation of customer invoices.
*** ONLY applies if TracManager Sales Order Management option is present.
Alternative Configuration *
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. ***
- Be sure to select the Treat TM Inventory as QuickBooks Non-Inventory option from the Integration Setup.
- Make sure that Purchase Orders are marked to Share with QuickBooks.
- Purchase Orders and Receivers will be sent to QuickBooks from TracManager.
- QuickBooks Non-Inventory items will be charged to Job, visible under Billable Items.
- When creating an Invoice for a Customer/Job in QuickBooks select the Billable Time & Costs from pop up window to view details.
*** 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. ***