Invoicing-QuickBooks Online And Desktop

Black Flag/Rebuild to create the invoice in Quickbooks

1. Once the completed work (WO) order review process is completed and the invoice ready to be created in QuickBooks, in Service/History black flag the respective WOs, then rebuild the completed WO PDF.  IMPORTANT: After black flagging a WO, you must rebuild the PDF. Black flag is the indicator and the rebuild tells the agent it is ready to be invoiced.
2. To rebuild, click the three vertical dots, then click Rebuild.

QuickBooks Online Sync

1. Run the Work Orders/Invoice sync process. In HQ, go to Admin/QuickBooks Sync.
2. At the top, right corner click the [Play] button.
3. Click the box next to Work Orders/Invoices, then click [Run].
4.  For any unsuccessful task, go into the details of the Sync.  Click the three vertical dots, then click [Details]. You will need to find the tasks that were unsuccessful, if any, to determine why the WO / Invoice could not be created in QB (i.e no labor on the work order).  NOTE: Reference article Dispatch Agent Warning/Errors for more information.
5. Once you have the fixes completed, you can re-run the Work Order/Invoice sync process.
6. Once the WO has successfully synced with QuickBooks, in HQ Service/History the collect date and invoice number are auto populated (the invoice is automatically created for you in QuickBooks). If there are additional charges/fees (i.e. misc. charges) that need to be added to the invoice, you must locate the respective invoice number in QuickBooks and add the additional charges/fees. TIP:  If you do not see the Invoice and Collect Date columns you can enable them by clicking the 'Manage Columns' icon at the top, right corner.

QuickBooks Desktop Sync

To invoice, the QuickBooks Next Gen Agent should be installed on anyone’s computer that is involved in invoicing, creating new customer accounts in QuickBooks and/or those who create Parts in QuickBooks. To run the sync follow the below steps:

1. On your desktop, first, ensure that Quickbooks is open on your desktop and that there are no pop ups displaying. Next, locate and double-click the tinnacity_quickbooks agent shortcut.
   
2. Once the WO has successfully synced with QuickBooks, in HQ Service/History the collect date and invoice number are auto populated (the invoice is automatically created for you in QuickBooks). If there are additional charges/fees (i.e. misc. charges) that need to be added to the invoice, you must locate the respective invoice number in QuickBooks and add the additional charges/fees. TIP:  If you do not see the Invoice and Collect Date columns you can enable them by clicking the 'Manage Columns' icon at the top, right corner.

Since the custom fields technically live on the customer record within QuickBooks, if a custom field's data gets changed on an invoice, QuickBooks will prompt the user and ask "Would you like to have this new information appear next time?” If yes is selected, this will update all invoices for this customer with this information and then it overwrites the data for all invoices for that customer. ALWAYS select No after editing an invoice custom field to avoid this.

If after reviewing the invoice that is created in QuickBooks and it is found that the Hour Meter, Serial Number, Make/Model, WO Number or Unit No is not correct: Within QuickBooks:

1. Navigate to your list of Customers and select the customer that is on the Invoice
2. Select the Additional Info tab and within Custom Fields clear any data that may exist & select OK. This will stop future invoices from pulling this information and overriding the correct information from Tinnacity.

Duplicate Invoices For One Work Order

If an invoice in QB was deleted that was not intended, you have 2 options:

1. Remove the invoice number in HQ, rebuild the work order and it will be collected and create a new invoice in QB (if black flagged)
2. If you manually created the invoice in QB, then update the invoice number in HQ to reflect that number. Mark the work order as collected. Do not rebuild. It is important to not Rebuild in this scenario, as rebuilding will tell Tinnacity to try and create another invoice. We match on the invoice number in QB; regardless of what invoice number you have in there...if it has not been collected ...meaning no collect date captured, we are going to create an invoice.

Dispatch - Agent Warnings/Errors

There may be times when a WO cannot sync from HQ to QB. It is highly recommended that you sign up to receive the Dispatch - Agent Warnings/Errors notifications. These notifications include a brief explanation as to why the WO cannot be synced/invoice cannot be created and you will be required to fix the issue before a successful sync will be completed.  

To sign up for these notifications, within HQ click on your name at the top right corner then select My Profile. In the left panel, click Notification Settings. At the bottom of the notification options list, within Other, check the box next to ‘The business system integration has an error or warning’ and select Save.