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Export EmbTrak Sales Orders to QuickBooks

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

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  • As the Export program begins, a list of all available salesorders will display.  
    • Use the search filters at the top of the screen to narrow down the order list.
      • Search by:
        • Last Exported Date Range
        • Order Date Range
        • Required Date Range
        • Specific Customer
        • Specific Order (as you type in the number, you will see any order that has number anywhere in the order number field)
        • Due Step (order is currently at this Due Step)
        • Exported: Solid Blue box does not consider Exported status, Checked box pulls orders that have been exported before, Blank box pulls orders that have not been exported before.
    • Click on the order line to select it to be exported
    • To select all orders on the list, click in the small box to the left of the Last Exported column header.

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    • To select one or more sales orders, hold the CTRL key down while making selections or hold SHFT to select a range of orders
    • Once all sales orders to export are highlighted, click the OK button.

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

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When the Sales Order exists in EmbTrak but not in QuickBooks

  •  The Export program will create a new Sales Order in QuickBooks.  
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  • Notes:
    • Header Notes on the EmbTrak Sales Order will show in QuickBooks Sales Order Memo.
    • If the customer on a Sales Order does not exist in QuickBooks, a new customer record will be written.  See the documentation for Export EmbTrak Customers to QuickBooks for how the fields will be populated.
    • If a discount on a Sales Order does not exist in QuickBooks, a new Discount Item record will be written as follows:
Item Name/Number = EmbTrak Discount Code
Description = EmbTrak Discount Description
Amount or % = EmbTrak Discount Percentage
Tax Code = "Tax"
Account = Default from Utilities setup
    • If a VAS Code on a Sales Order does not exist in QuickBooks as a Service Item, a new Service Item record will be written as follows:
Item Name/Number = EmbTrak VAS Short Code
Description = EmbTrak VAS Description
Tax Code = "Tax" 
Account = Default from Utilities setup
    • If a product on a Sales Order does not exist in QuickBooks, an new Inventory Item record will be written as follows:
Item Name/Number   = EmbTrak Product Number
Description on Sales Transaction = EmbTrak Description
Tax Code =

"Tax"

Income Account = Default from Utilities setup
Asset Account = Default from Utilities setup
    • You can modify a Sales Order once it's arrived in QuickBooks.  However, if you re-export that Sales Order from QuickBooks, you will receive a message asking if you want overwrite the order in QuickBooks with the one from EmbTrak.  Click Yes to overwrite.  Click no to leave the QuickBooks order as is.


When a Sales Order has already been exported into QuickBooks

  • The Export program updates the QuickBooks order for the following modifications:
    • Changed Sales Tax, PO#, Shipping Address, Quantities, Prices, Decoration Price, Decoration Position
    • Added or changed Discount
    • Added or changed VAS Codes
    • Added, deleted or changed Item
  • If a new Sales Tax is on the EmbTrak order (and Sales Tax does not exist in QuickBooks), a Sales Tax Item will be created in QuickBooks and will show on the Sales order as 0% and $0.  Also, the EmbTrak's Sales Tax will reset to 0%.  To avoid this situation when implementing a new Sales Tax, add it first to QuickBooks.  Then from EmbTrak, run QuickBooks Import Sales Taxes.