Transferring Completed Service Orders to QuickBooks
with WriteItOnce’s Special Commerce Agent (SCA)
SWORD transfers Service Orders to QuickBooks quickly and accurately, recording a detailed audit trail.
SCA Requirements:
| □ | The SCA must me installed on the same computer with QuickBooks. |
| □ | Enter the Path for the SCA in the SWORD setup window. [See sample below] |
Steps for Transferring Service Orders to QuickBooks using the SCA Transfer Module
| 1. | Review all Service Orders for the proper charges and completion dates. |
| 2. | All orders must be promoted to Post to Accounting ~ Level 80 and marked as Ready ~ Yes. [See sample below] |
| 3. | Tag each order that you wish to transfer to QuickBooks via SCA. |
Click in the left most section of the Order No column to place a Check Mark.
Alternately, you can highlight the Order and click on the Tag button.
| 4. | Use the “Prep Tagged Orders” process button to post all tagged orders with ‘Yes’ Ready and with today’s date. [See image below] |
| 5. | Optionally, print a Billing Report for the purpose of creating an audit-trail. Enter a date range for your report. |
[Sample Billing Report]
| 6. | Exporting the XML File is required to transfer the Service Orders via SCA to QuickBoooks. |
| a. | The Export XML File process is very similar to printing a report and the user interface screens look the same as most SWORD reports. |
| b. | The Export XML File option automatically generates a unique file name for the SCA and places in a FOLDER name XMLFILES, within the SWORD folder. |
| c. | Before exporting the file a date range must be entered. |
| d. | The Export XML File first appears in a preview window. |
| 7. | Select the Printer ICON or File > Print from the File menu option. [See image below] |
| 8. | The Export file will be created [See image below] |
| 9. | Startup QuickBooks and open your Company File. |
| 10. | Launch the SCA program by click on the Shopping Cart Assistant button. |
| 11. | Recommendation: In order to prevent duplicate orders and to keep the size of your SCA database to a minimum size, we recommend that you delete all existing or previously transferred orders before importing a new XML file. |
| 12. | Now you are ready to IMPORT or CAPTURE the SWORD XML file. |
| 13. | Capture the Exported file by selecting the TXT XML capture button |
| 14. | Select the appropriate file to Capture. Export files have unique names. [See image below] |
| 15. | The SWORD Orders will appear in the SCA Orders Recap window. [See sample image below] |
| 16. | Select the Tools > Create Data option. |
Optionally you can use the Create Data Icon on the Tool Bar.
| 17. | The Create Data will open. Check the QuickBooks options and click on the Process Button. |
| 18. | Once the process completion window appears, Close the Create Data window and review the process status. [See sample image below] |
| 19. | Orders that have been transferred to QuickBooks will have a ‘No’ in the INCLUDE column. Any order that is not transferred will show ‘Error’. |
| 20. | If an ‘Error’ appears in the INCLUDE colomn, then select the RESULTS tab for more detailed information about the error. [See the sample image below] |
| 21. | Make the appropriate corrections in your SWORD order and, or in QuickBooks settings to retry the transfer to QuickBooks. |
| 22. | Change the INCLUDE column to ‘Yes’ and repeat the CREATE DATA process. [See sample image below] |
| 23. | Once all errors have been cleared and all orders have been transferred to QuickBooks, print your invoices in QuickBooks and complete appropriate comparisons or audit processes. |