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Invoices»Exporting to QuickBooks
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Last modified on 4/15/2016 11:12 AM by User.

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Exporting to QuickBooks

 

Note: Versions of QuickBooks that have been tested and are supported are as follows:

  • QuickBooks Pro 2016
  • QuickBooks Pro 2013
  • QuickBooks Pro 2012
  • QuickBooks Pro 2011

Requires OASIS 32 bit install, 64 bit not supported.

OASIS allows resell invoices (vendor and customer) to be exported from OASIS into the QuickBooks Desktop application (see versions table above for more information). To export an invoice from OASIS into QuickBooks, open the resell invoice (either the dual-customer/vendor screen or the customer invoice screen). The feature in question is under Tools > Export to QuickBooks.

NOTE: You will need to be logged in with administrator privileges to the QuickBooks database in order to accept the application requests and make changes. Additionally, you must not be in the "multi-user" mode, as this does not grant the privileges required to make these types of requests.

When exporting, a gold screen resell invoice, OASIS will ask which side of the transaction you wish to export (customer or vendor).

OASIS will confirm that you wish to export the selected invoice.

After hitting "Yes," you will need to confirm OASIS's connection to the QuickBooks desktop application. A window will pop up in QuickBooks asking for authorization. You may choose to allow access for OASIS for this session only, or for all subsequent sessions when QuickBooks is running.

Once you have allowed OASIS to connect to QuickBooks, OASIS will prepare the necessary fields for it to connect with QuickBooks. It will do a check for the customer to confirm that it exists in QuickBooks. If not, you will get a message similar to the following:

You may let OASIS create the customer automatically, search for the customer in QuickBooks, or you have the option of creating the customer yourself. If you search for the customer, you will get a dialog with a search box. Enter your search query in the box, and then click the "Search" button to view the results. Once you find the customer you need, you can click on the customer and use the "Use Selected" button to add the transaction to the customer.

Once you have the customer in your system, OASIS will confirm that the transmission of the invoice was successful. The Transaction ID provided on this screen is the unique identifier that QuickBooks creates and is not the same as the invoice number.

You can then view the invoice in QuickBooks by clicking on either the "Customers" button, or by going to "Customers" > "Customer Center." Once there, find the customer the invoice was created for and you can view the transactions for them on the right (with the OASIS invoice number listed).

NOTE: OASIS will attempt to find the related customer entry in QuickBooks by searching the name field of the customer. If not appropriate match returns, OASIS will create a customer entry in QuickBooks. 

You can open the invoice by double-clicking on it from the listing. Here you can view the details of the transaction as exported from OASIS. 

Notice that the "Item" column is not the part number. OASIS creates a series of item codes to link Parts and LOT lines to items in QuickBooks. Material lines consist of either parts, LOT, or overage/profit lines, and come over separately than TAX or Freight lines. 

Exporting Product Types

You can alter the default behavior of exporting line types to instead export the product type. To do so, you must log in as an OASIS admin user and go to "Configuration" > "Software", then click on "Settings" under the "Global Preferences" heading.

From here, click on the "Invoices/Payments" tab, then the "Exports" subtab. Check the box to "Export manufacturer product types as QB Item".

Exporting Part Numbers

NOTE: Exporting part numbers requires manual configuration of the parts list in QuickBooks. Only check this option if you are prepared to enter the part number as it is on the order into the QuickBooks application.

To export part numbers, you must log in as an OASIS admin user and go to "Configuration" > "Software", then click on "Settings" under the "Global Preferences" heading.

From here, click on the "Invoices/Payments" tab, then the "Exports" subtab. Check the box to "Use catalog number as QB Item". Note that you may get errors preventing you from exporting if you do not have the part number in a manufacturer parts list inside of QuickBooks at the time of exporting.