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Export EmbTrak Customers to QuickBooks

·         From the EmbTrak Home Screen,  go to System à Export à QuickBooks à QuickBooks 2006 – 2014 Customer Export

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  • As the Export program begins, a pop-list of available customers will display.  Inactive Embtrak customers are not eligible for export.
    • Select which customers to export by clicking in the box to the left of the Account Number.
    • To select more than one account, hold the CTRL key down while making selections.
    • Once all customers to export are highlighted, click the OK button.

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  • Use the Filter field to narrow down the customer selection list.
    • Key in a number or letters to use as the filter (ex. "7002" or "GOLF" or "Laverne")
    • Only customers where the Account, Name, or Contact contains that combination will show on the selection list.
    • In this example, the Filter is looking for customers containing the word MAN.

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  • After the Export program completes, a dialog box displays, noting the total number of customers that have been exported. 

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When the Customer exists in EmbTrak but not in QuickBooks

The Export program will set the QuickBooks fields as follows:

 
Company Name = EmbTrak Name
Customer Name = EmbTrak Name
Invoice/Bill To = First EmbTrak Billing Address
Ship To 1 = First EmbTrak Shipping Address
Account # = EmbTrak Account #
Sales Tax Item = QuickBooks Most Common Sales Tax (set in Company Preferences)
Tax Code = "Tax"

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  • Note: EmbTrak's Contact, Phone, Email, and any Address records beyond the First Billing and First Shipping do not carry over to QuickBooks


When the Customer exists in both QuickBooks and EmbTrak prior to Export

  • Updates will occur when EmbTrak has a different Name (updates QuickBooks Company Name, but not Customer Name).  
  • If 1st Billing Address or 1st Shipping Address is different, they will be updated in QuickBooks.
  • If the Export program finds a duplicate account number in QuickBooks, it will create another account in QuickBooks with the same Account Number.  It is best to avoid using duplicate account numbers.
  • If the Export program finds a duplicate Company Name in QuickBooks, but a different account number, the Export Customer program will return with an error.  EmbTrak allows duplicate Company Names.  QuickBooks does not.  Must Modify EmbTrak's Company Name so that it's unique.