QuickBooks Online Integration guide

Field Service Management Integration for
QuickBooks Online
pg. 1
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Table of Contents
Overview ....................................................................................................................................................................................... 5
Audience ................................................................................................................................................................................... 5
Technical Support: ........................................................................................................................................................................ 6
QuickBooks Online Versions Supported ....................................................................................................................................... 6
Synchronization Setup .................................................................................................................................................................. 7
Configuring Synchronization Settings via Settings DashBoard ................................................................................................... 18
General Settings ...................................................................................................................................................................... 19
Customers Settings ................................................................................................................................................................. 21
Items Settings ......................................................................................................................................................................... 23
Invoices Settings ..................................................................................................................................................................... 24
Payment Methods Settings ..................................................................................................................................................... 27
Entities Mapping ......................................................................................................................................................................... 28
Sales Tax Synchronization ....................................................................................................................................................... 28
Sales Tax Mapping Information .......................................................................................................................................... 28
Sales Tax Synchronization Scenarios................................................................................................................................... 29
Price Items Synchronization.................................................................................................................................................... 32
Price Items Mapping Information ....................................................................................................................................... 32
Price Items Synchronization Scenarios ............................................................................................................................... 34
Class Synchronization ............................................................................................................................................................. 37
Prerequisites ....................................................................................................................................................................... 37
Class Mapping Information ................................................................................................................................................. 37
Classes Synchronization Scenarios ...................................................................................................................................... 38
Invoice Synchronization .......................................................................................................................................................... 41
Prerequisites ....................................................................................................................................................................... 41
Invoice Mapping Information ............................................................................................................................................. 41
Depending on the Synchronization Settings (see section ....................................................................................................... 41
pg. 3
Invoice Synchronization Scenarios ...................................................................................................................................... 45
Customer Synchronization ...................................................................................................................................................... 46
Customer Mapping Information ......................................................................................................................................... 46
Customer Synchronization Scenarios ................................................................................................................................. 50
Location Synchronization ........................................................................................................................................................ 52
Location Mapping Information ........................................................................................................................................... 52
Location Synchronization Scenarios ................................................................................................................................... 54
Zero Location Synchronization................................................................................................................................................ 54
Zero Location Mapping Information ................................................................................................................................... 55
Zero Location Identification ................................................................................................................................................ 56
Zero Location Synchronization Scenarios ........................................................................................................................... 56
Payment Synchronization ....................................................................................................................................................... 58
Payment Mapping Information .......................................................................................................................................... 58
Payment Synchronization Scenarios ................................................................................................................................... 60
Recommendations ...................................................................................................................................................................... 61
pg. 4
Field Service Management Integration for
QuickBooks Online
Overview
This guide provides you with information on how to integrate Field Service Management with QuickBooks Online, assists you
in configuring the synchronization settings, and describes the mapping of fields between Field Service Management and
QuickBooks Online.
Audience
Anyone wanting to learn more about the integration between Field Service Management and QuickBooks Online.
pg. 5
Technical Support:
•
•
•
Field Service Management technical support: 1-800-517-2871 (toll-free)
Email: support@corrigo.com
Local Experts for personalized setup assistance, QB file cleanup, and FSM training:
QuickBooks.Corrigo.com/local-experts/
QuickBooks Online Versions Supported
Field Service Management (FSM) integrates with the following QuickBooks Online (QBO) versions:
•
•
•
Simple Start
Essentials
Plus
Depending on the QuickBooks Online version purchased the list of entities to be synchronized differs. The following table
describes the entities supported by each QuickBooks Online version.
Table 1 Entities Supported by QBO Versions
QBO Entity
Simple Start
Essentials
Plus
Account
+
+
+
Class
-
-
+
Customer
+
+
+
Invoice
+
+
+
Item
-
-
+
Payment
+
+
+
Payment Method
+
+
+
Tax Agency
+
+
+
Tax Code
QR
QR
QR
Tax Rate
QR
QR
QR
If a QuickBooks Online version is upgraded, synchronization between Field Service Management and QuickBooks Online for
the newly supported entities will start automatically. No further action is required from you.
Note: Downgrades are not supported by QuickBooks Online.
pg. 6
Synchronization Setup
To integrate Field Service Management with QuickBooks Online you must start by performing the following steps:
1.
2.
3.
Log in to Field Service Management.
Go to Settings -> Company -> Integration.
Under QuickBooks Integration Settings:
a. Select the Online option for the Integrate with QuickBooks field, then click Save.
Figure 1 QuickBooks Integration Settings screen
b.
The Authentication Code fields will appear. Create and enter the Integration Client Authentication Code,
then click Save. The Company Name field is automatically populated with the name of your company.
Figure 2 Entering Integration Client Authentication Code screen
c.
pg. 7
Once you have specified the Authentication Code, the Configure QuickBooks Online Integration button is
enabled. Click the Configure QuickBooks Online Integration button.
Figure 3 Configure QuickBooks Online Integration Button Enabled screen
4.
A new browser window will be opened and you will be redirected to the QuickBooks Online Authorization page.
Figure 4 QuickBooks Online Authorization screen
5.
pg. 8
Click the Sign in with Intuit button.
6.
If you are not logged in to QuickBooks Online you will be redirected to the QBO Sign in screen. Sign in with your
QuickBooks credentials.
If you are already signed in to QuickBooks Online, proceed to the next step.
Figure 5 Intuit Sign in screen
pg. 9
7.
The screen asking you to authorize Intuit to securely share your data to Corrigo Integration App will appear.
Note: Make sure the provided credentials and QuickBooks company correspond to the company you would like to
integrate with Field Service Management.
Clicking the No, Thanks button will log you out from Intuit.
Click the Authorize button to proceed with the integration.
Figure 6 Authorize Intuit to Share Data to Corrigo Integration App screen
pg. 10
8.
The Initial Settings Wizard will appear allowing you to specify the synchronization settings starting from General
Settings.
Figure 7 Initial Settings Wizard - General Settings screen
Select the values for General Settings.
For more information on General Settings please see the General Settings section.
Click the Next button when finished to proceed with the configuration.
Clicking the Back button will return you to the previous screen.
pg. 11
9.
Assuming you clicked the Next button, the Customers (2-way synchronization) settings screen will be displayed.
Figure 8 Initial Settings Wizard - Customers Settings screen
Specify the values for Customers Settings.
For more information on Customers Settings please see the Customers Settings section.
Click the Next button when finished to proceed with the configuration.
Clicking the Back button will return you to the previous configuration screen.
pg. 12
10. Assuming you clicked the Next button, the Price List Items (2-way synchronization with Products and Services)
settings screen will be displayed.
Figure 9 Initial Settings Wizard - Price List Items Settings screen
Select the values for Price List Items Settings.
For more information on Price List Items Settings please see the
Items Settings section.
Click the Next button when finished to proceed with the configuration.
Clicking the Back button will return you to the previous configuration screen.
pg. 13
11. Assuming you clicked the Next button, the Invoices (1-way synchronization to QuickBooks) settings screen will be
displayed.
Figure 10 Initial Settings Wizard - Invoices Settings screen
Specify the values for Invoices Settings.
For more information on Invoices Settings please see the
Invoices Settings section.
Click the Next button when finished.
Clicking the Back button will return you to the previous configuration screen.
pg. 14
12. Assuming you clicked the Next button, the Payment Methods (Mapping) settings screen will be displayed.
Figure 11 Initial Settings Wizard – Payment Methods Settings screen
Map the payment methods by selecting the desired values from the drop-downs.
For more information on Payment Methods Settings please see
Payment Methods Settings section.
Click the Next button when finished to proceed with the configuration.
Clicking the Back button will return you to the previous configuration screen.
pg. 15
13. Assuming you clicked the Next button, the Settings Complete screen will be displayed informing you that you have
successfully configured the synchronization settings.
The integration process will start and you will be redirected to the Settings DashBoard.
Note: The first synchronization between Field Service Management and QuickBooks Online may take a long time.
Figure 12 Initial Settings Wizard - Settings Complete screen
pg. 16
When the synchronization process between two systems has completed, the Synchronization Status Tab of the
Settings DashBoard will be populated with the list of entities synchronized, including the last synchronization
timestamps.
Note: In case your QuickBooks edition does not support one or several entities, the status for unsupported entities
will be Disconnected.
Figure 13 Synchronization Status screen
pg. 17
Also, synchronization errors (if any) will be presented under the Synchronization Errors Tab.
Figure 14 Synchronization Errors
Configuring Synchronization Settings via Settings DashBoard
Later you are able to modify the settings you configured in the Initial Settings Wizard using the Settings DashBoard. The
DashBoard should be very familiar to you. The only difference is that instead of visiting each settings page in a fixed order
you can now directly visit any of the following settings tabs:
1.
2.
3.
4.
5.
pg. 18
General Settings
Customers Settings
Items Settings
Invoices Settings
Payment Methods
General Settings
Figure 15 General Settings screen
Under General Settings Tab you are able to configure the following parameters:
1.
Select the system that gets higher priority when data modification conflicts happen
By selecting a system from the drop-down you decide how the conflicts should be resolved if updates have been
made to the same item in both systems prior to synchronization.
The available options are:
•
•
2.
Service Management Wins: Field Service Management updates remain unchanged; QuickBooks updates
will be overridden by the synchronization to match Field Service Management.
QuickBooks Wins: QuickBooks updates remain unchanged; Field Service Management updates will be
overridden by the synchronization to match QuickBooks.
Choose the Service Management Tax Code to use against taxable fields
Multiple Sales Tax Codes (Basic and Custom Sales Tax Codes) can be defined in Field Service Management with each
Tax Code being either Taxable or Non-Taxable. In QuickBooks each item is either taxable or non-taxable.
To associate a Service Management Tax Code to taxable QuickBooks tax code, select the desired Tax Code from the
drop-down.
pg. 19
The available options include all taxable codes defined in Field Service Management.
3.
Choose the Service Management Tax Code to use against non-taxable fields.
Select a Tax Code from the drop-down to associate it with the non-taxable sales tax code from QuickBooks.
The available options include all non-taxable codes defined in Field Service Management.
4.
Choose the default Tax Agency used for the Service Management Tax Items exported to QuickBooks.
In QuickBooks sales taxes can be grouped into tax agencies. To specify the Tax Agency that will collect all Tax Items
exported from Field Service Management, select the desired Tax Agency from the drop-down.
The available options include all Tax Agencies configured in QuickBooks and a “Non Tax Agency” option. By
selecting the “Non Tax Agency” option, a new “Non Tax Agency” Tax Agency will be created in QuickBooks to store
the exported Tax Items from Field Service Management.
When you finish with the configuration, click on the Save button to save changes.
pg. 20
Customers Settings
Figure 16 Customers (2-Way Synchronization) Settings screen
Under the Customers Tab you are able to configure the following options when copying a Customer to QuickBooks (from
Service Management):
1.
2.
Check the box to include the Service Management Customer Name in the QuickBooks Company name.
Check the box to include the Service Management Customer Name in the first line of the QuickBooks Billing
Address.
Under the Customers Settings Tab you are able to configure the following options when copying a Customer to Service
Management (from QuickBooks):
1.
Customer Type by selecting the desired value from the drop-down.
The available options include:
•
•
Residential
Commercial
Field Service Management supports two types of customer: Residential and Commercial. Commercial customers in
FSM have a field for “Company”, while Residential customers do not.
pg. 21
QuickBooks does not support customer types. When customers created within QuickBooks are exported into Field
Service Management, their customer type will be determined based on this setting.
2.
Work Zone by selecting the desired value from the drop-down.
The available options include all work zones configured in Field Service Management.
QuickBooks does not use work zones. When customers created within QuickBooks are exported into Field Service
Management, they will be added to the work zone selected here.
3.
Service Package by selecting the desired value from the drop-down.
The available options include all service packages configured in Field Service Management.
QuickBooks does not use service packages. When customers created within QuickBooks are exported into Field
Service Management, they will be assigned the service package you select here.
4.
Number of Customer Levels to synchronize by selecting the desired value from the drop-down.
Customers/Jobs can be grouped in up to five hierarchical levels in QuickBooks. Based on number of levels you
select here Field Service Management will import jobs from QuickBooks to create customer locations inside FSM.
The available options include:
•
•
•
•
All
Only Customers
Customers and first level of jobs
Customers and 2 levels of jobs
When you finish with the configuration, click on the Save button to save changes.
pg. 22
Items Settings
Figure 17 Items Settings screen
Under the Items Tab you are able to configure the following options:
1.
The QuickBooks Income Account for new Products and Services created from Service Management Price List Items
should be.
Select the desired QuickBooks Income Account from the drop-down.
The available options include all Income Accounts configured in QuickBooks.
As a result, each new QuickBooks Product and Service created via synchronization will have the selected Income
Account.
2.
The Service Management Price List category for new Price List Items created from QuickBooks Products and
Services.
Select the desired Price List category from the drop-down.
The available options include all Price List categories defined in Field Service Management.
pg. 23
As a result, each new Field Service Management Price List Item created via synchronization will have the selected
Price List category.
When you finish with the configuration, click on the Save button to save changes.
Invoices Settings
Figure 18 Invoices Settings screen
The synchronization of Invoices is one way from Field Service Management to QuickBooks only.
Under the Invoices Tab you are able to configure the following parameters:
1.
Mail Invoice
Checking the Mail Invoice box will set the Send later checkbox of an Invoice in QuickBooks after the
synchronization is complete.
pg. 24
Note: If you check the Mail Invoice box, your customer contact records must include a valid email address or
invoice synchronization will fail.
2.
Print Invoice
Checking the Print Invoice box will set the Print later checkbox of an Invoice in QuickBooks after the
synchronization is complete.
3.
Include the Customer in the Invoice Billing Address
Checking the Include the Customer in the Invoice Billing Address box will include the Customer name in the billing
address.
4.
Include the Work Done description as a new invoice item
In Field Service Management, the Work Done description from the work order is displayed in the invoice. In order
for this Work Done description to appear in the corresponding QuickBooks invoice, you must check this checkbox
and it will then be copied to a line item in the QuickBooks invoice.
5.
Location of the Work Done description
If the Include the Work Done description as a new invoice item checkbox is checked, you can specify the location
of the Work Done line item in the QuickBooks invoice by selecting it from the drop-down.
The available options are:
•
•
Top,
Bottom.
By selecting the Top option, the Work Done description will appear as the first line item of the Invoice.
By selecting the Bottom option, the Work Done description will appear as the last line item of the Invoice.
6.
When Invoices are copied
Always creating invoices in QuickBooks and using the Field Service Management invoice number can potentially
lead to duplicate invoice numbering if you also do some invoicing in QuickBooks directly. You can avoid that
problem by choosing a numbering scheme that suites your needs from the drop-down.
The options include:
pg. 25
•
Use Service Management sequencing – Select this option if you are only going to use Field Service
Management for creating invoices. All invoices created in QuickBooks by synchronization will have the
Field Service Management invoice number.
•
Use QuickBooks Online sequencing – Select this option if you also use QuickBooks to create some
invoices. This will pick the last invoice number in QuickBooks and will increment the numbering for all the
invoices exported from Field Service Management. The Field Service Management invoice number will be
added to the memo field of the QuickBooks invoice for cross-referencing.
7.
Set the Invoice Account Receivable
To specify the account under which the Invoice(s) will be exported to QuickBooks, select an account from the dropdown.
The available options include all Accounts Receivable (A/R) configured in QuickBooks and the QuickBooks Default
Account option.
8.
Convert the Service Management Line Item categories to QuickBooks categories as follows
Apart from Price List item category the following Field Service Management Line Item categories must be mapped
to the desired categories in QuickBooks:
•
•
•
Labor Item
Part Item
Miscellaneous Item
Select the appropriate QuickBooks item from the drop-down for each Field Service Management Line Item
category.
When you finish with the configuration, click on the Save button to save changes.
pg. 26
Payment Methods Settings
Figure 19 Payment Methods Settings screen
Under the Payment Methods Tab you are able to associate Field Service Management payment methods with QuickBooks
payment methods.
Under Service Management payment methods all payment methods configured in Field Service Management are presented.
The QuickBooks payment method drop-downs contain all the payment methods configured in QuickBooks.
Select the desired QuickBooks payment method from the drop-down for each Field Service Management payment method.
When you finish with the configuration, click on the Save button to save changes.
pg. 27
Entities Mapping
The synchronization between Field Service Management and QuickBooks Online includes synchronization between the
following entities:
•
•
•
•
•
•
•
•
Sales Tax (Sales Tax Items and Sales Tax Groups)
Price Items
Classes
Invoices
Customer
Location
Zero Location
Payment
Sales Tax Synchronization
The Sales Tax Synchronization is accomplished in both directions:
•
•
from FSM to QuickBooks
from QuickBooks to FSM
Sales Tax Mapping Information
The following table contains the mapping between Sales Tax Items in FSM and QuickBooks.
Note: In the Supported Mapping Direction column the arrows have the following meanings:
•
•
•
•
•
pg. 28
The left right arrow refers to fields that can be synchronized in both directions: from FSM to QuickBooks,
as well as from QuickBooks to FSM.
The rightwards arrow refers to fields that can be synchronized from FSM to QuickBooks only.
The leftwards arrow refers to fields that can be synchronized from QuickBooks to FSM only.
The line refers to fields that do not exist in one system, but are required in the other system. Such fields are
populated with the values defined in the Synchronization Settings.
X refers to fields that are not synchronized.
Table 2 Sales Tax Mapping Table
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Sales Tax Items
Sales Tax Items
Item Name
Tax Rate Name
Notes
The maximum length of the Item Name field in FSM is 31
characters.
A colon character (:) is not allowed in the Tax Rate Name
field in QuickBooks.
Description
N/A
The Description field exists but is not accessible from the
QuickBooks User Interface; the field value will be
transmitted during synchronization from FSM to
QuickBooks but will remain invisible in QuickBooks.
From QuickBooks to FSM the fixed description “Sales
Tax” will be transmitted.
N/A
Agency Name
The Agency Name field does not exist in FSM. Therefore,
the default value configured in Sync settings (please see
section General Settings) will be used when
synchronization is performed from FSM to QuickBooks.
Tax Rate %
Tax Rate
In FSM the Tax Rate cannot exceed 999.99999%.
In QuickBooks the Tax Rate cannot exceed 100%.
IMPORTANT: Only new Sales Tax Items can be synchronized from FSM to QuickBooks. Neither update, nor deletion
operations are supported from FSM to QuickBooks due to a QuickBooks limitation.
However, new, updated, and deleted Sales Tax Items can be synchronized from QuickBooks to FSM.
Sales Tax Synchronization Scenarios
The following table describes the various scenarios for Sales Tax synchronization.
Table 3 Sales Taxes Synchronization Scenarios
Area
If
then
an Item Name field in FSM contains a colon (:),
the Sales Tax Item will be skipped; an error log
will be generated.
a Tax Rate Name in QuickBooks contains more
than 31 characters
the Sales Tax Item will be skipped; an error log
will be generated.
Sales Tax Items
pg. 29
Area
If
then
a Sales Tax item is created in QuickBooks
It will be created in FSM during the
synchronization process.
a Sales Tax item is updated in QuickBooks
It will be updated in FSM during the
synchronization process.
a Sales Tax item is deactivated in QuickBooks
It will be deleted from FSM during the
synchronization process.
a Sales Tax item is created in FSM
It will be created in QuickBooks during the
synchronization process.
a Sales Tax item is updated in FSM
the Sales Tax Item will be skipped; an error log
will be generated. The user should manually
update the corresponding Sales Tax Item in
QBO.
a Sales Tax item is deleted from FSM
the Sales Tax Item will be skipped; an error log
will be generated. The user should manually
delete the corresponding Sales Tax Item from
QBO.
a Sales Tax item is updated in both FSM and
QuickBooks
if FSM is master then both updates will be
skipped. If QuickBooks is master then the
update will be copied from QuickBooks to
FSM.
IMPORTANT: All error logs can be consulted via Synchronization Errors Tab of the Settings DashBoard.
The following table contains the mapping information for the Sales Tax Group fields in FSM and QuickBooks.
Table 4 Sales Tax Group Mapping Table
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Notes
Sales Tax Groups
Combined Sales Tax Rate
Group Name
Combined Tax Rate
Name
The maximum length of the Group Name field in FSM is
31 characters.
A colon character (:) is not allowed in the Combined Tax
Rate Name field in QuickBooks.
pg. 30
Field Service Management
(FSM)
Description
Supported
Mapping
Direction
QuickBooks
N/A
Notes
The Description field exists but is not accessible from the
QuickBooks User Interface; the field value will be
transmitted during synchronization from FSM to
QuickBooks but will remain invisible.
From QuickBooks to FSM the Combined Tax Rate Name
will be transmitted as the Description.
Tax Rate %
Total Rate
The Total Rate, representing a sum of the associated Tax
Rate(s), is calculated automatically in QuickBooks.
Total Rate is copied to Tax Rate during synchronization
from QuickBooks to FSM.
IMPORTANT: Only new Sales Tax Groups can be synchronized from FSM to QuickBooks. Neither update, nor deletion
operations are supported due to a QuickBooks limitation.
However, new, updated, and deleted Sales Tax Group items can be synchronized from QuickBooks to FSM.
The following table describes the scenarios for the Sales Tax Group synchronization.
Table 5 Sales Tax Group Synchronization Scenarios
Area
If
then
Sales Tax Groups
pg. 31
a Sales Tax Group is created in FSM
a Combined Sales Tax Rate is created in
QuickBooks.
a Sales Tax Group is updated in FSM
the Sales Tax Group will be skipped; an error
log will be generated. The user should
manually update the corresponding Sales Tax
Group in QBO.
a Sales Tax Group is removed from FSM
the Sales Tax Group will be skipped; an error
log will be generated. The user should
manually delete the corresponding Sales Tax
Group from QBO.
a Combined Sales Tax Rate is created in
QuickBooks
a Sales Tax Group is created in FSM.
a Combined Sales Tax Rate is updated in
QuickBooks
the corresponding Sales Tax Group is updated
in FSM.
Area
If
then
a Combined Sales Tax Rate is deactivated in
QuickBooks
the corresponding Sales Tax Group will be
removed from FSM.
a Sales Tax Group Name or the associated
Sales Tax Item Name(s) in FSM contains a
colon (:),
the Sales Tax Group will be skipped; an error
log will be generated.
a Combined Sales Tax Rate Name or the
associated Tax Rate Name(s) in QuickBooks
contains more than 31 characters
the Combined Sales Tax will be skipped; an
error log will be generated.
IMPORTANT: All error logs can be consulted via Synchronization Errors Tab of the Settings DashBoard.
Price Items Synchronization
The Price Items Synchronization is accomplished in both directions:
•
•
from FSM to QuickBooks,
from QuickBooks to FSM.
In FSM price items are grouped into categories.
In QuickBooks price items can be categorized by up to 5 hierarchical levels. Moreover, price items are grouped in Income
Accounts.
Price Items Mapping Information
The following table describes the mapping between Price List Items in FSM and Product and Services Items in QuickBooks.
Note: Not all fields in Price Items can be synchronized. The following table describes the mapping between Price List Items in
FSM and Product and Services Items in QuickBooks.
Table 6 Price Items Mapping Table
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Notes
Price List –Category – Price List item
Product and Services Item
Name
Name
The Name field in FSM is a non-hierarchical field.
At the same time, the price item in QuickBooks can be
hierarchical. During the synchronization of hierarchical
items from QuickBooks to FSM the Price List Item Name
in FSM will look like: [Parent1 Name]:[Parent2
Name]:...[Name]
pg. 32
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Notes
Description
Description (on
sales forms)
No notes.
Price
Price/Rate
No notes.
Tax Code
Is Taxable
FSM supports multiple Tax Codes (both Basic and
Custom Tax Codes) with each Tax Code being either
Taxable or Non-Taxable.
In QuickBooks Product and Services items are either
taxable or not.
During the synchronization from FSM to QuickBooks:
•
•
•
all taxable Tax Codes (regardless of whether
they are Basic or Custom) will be converted to
taxable items in QuickBooks;
all non-taxable Tax Codes will be converted to
non-taxable items in QuickBooks;
all empty Tax Codes will be converted to nontaxable values.
During the synchronization from QuickBooks to FSM:
1.
When synchronizing new price items, the tax
code will be assigned according to the Tax Code
settings configured in Sync settings (see section
General Settings).
2. When synchronizing updated price items:
o if the price item taxability is not changed,
the tax code will not be changed;
o if the price item taxability is changed, the
tax code will be converted according to the
Tax Code settings configured in Sync
settings (see section General Settings);
o empty FSM Item tax codes will remain
intact.
N/A
pg. 33
Income Account
The Income Account field does not exist in FSM.
Therefore, the default value configured in Sync settings
(see section Items Settings) will be used when
synchronization is performed from FSM to QuickBooks.
Field Service Management
(FSM)
Supported
Mapping
Direction
Price List Category
QuickBooks
N/A
Notes
The Price List Category field does not exist in
QuickBooks. Therefore, the default value configured in
Sync settings (see section Items Settings) will be used
when synchronization is performed from QuickBooks to
FSM.
IMPORTANT: A maximum of five (5) hierarchical levels are supported in QuickBooks.
Price Items Synchronization Scenarios
Scenarios
The following table describes the scenarios for Price Items synchronization.
Table 7 Price Items Synchronization Scenarios
Area
If
then
Price Items
pg. 34
a product/service with Name A (not a subproduct/service of anything) is created in
QuickBooks.
a corresponding Price List Item with Name A is
created in FSM.
a product/service with Name B is created in
QuickBooks which is a sub-product/service of
A.
a corresponding Price list Item with Name A:B
is created in FSM.
Area
If
a product/service A in QuickBooks is updated
to A1 and has sub-products/services B and C
below it.
then
the Price List Items in FSM corresponding to
the updated product/service and all subproducts/services are updated:
Before Update
FSM
QBO
A
A
A:B
B
A:B:C
C
After Update
FSM
QBO
A
A1
A:B
B
A:B:C
C
After Synchronization
FSM
QBO
A1
A1
A1:B
B
A1:B:C
C
A Product and Services Item A is deleted from
QuickBooks along with sub-products/services
B and C.
All corresponding Price List items are deleted
from FSM (e.g. A, A:B and A:B:C are all
deleted).
Before Update
FSM
QBO
A
A
A:B
B
A:B:C
C
After Update
FSM
QBO
A
A
A:B
B
A:B:C
C
After Synchronization
FSM
QBO
A
A:B
A:B:C
pg. 35
Area
If
then
a Price List Item with Name A:B:C is created in
FSM with Price $22 (Price List Items A and A:B
do not exist in FSM or QuickBooks)
the complete product/services hierarchy A:B:C
is created in QuickBooks with C having a Price
of $22 and A and B with $0. A and B then
automatically synchronize back to FSM
creating new Price List Items A and A:B there.
Before Synchronization
FSM
A:B:C($22)
QBO
After Synchronization
FSM
A($0)
A:B($0)
A:B:C($22)
QBO
A($0)
B($0)
C($0)
Matching complete hierarchies in both FSM
and QBO are created.
a Price List Item is updated in FSM
The corresponding Product/Service is updated
in QuickBooks.
Before Update
FSM
QBO
X1
X1
X1:Y1
Y1
After Update
FSM
QBO
X2
X1
X1:X1
Y1
After Synchronization
FSM
QBO
X2
X2
X2:Y1
Y1
Matching complete hierarchies between FSM
and QBO are maintained.
pg. 36
Area
If
a Price List Item is deleted from FSM
then
the corresponding product/service and all subproducts/services will be deleted from
QuickBooks and any sub-Price List Items
deleted from FSM.
Before Update
FSM
QBO
X1
X1
X1:Y1
Y1
After Update
FSM
QBO
X1
X1
X1:X1
Y1
After Synchronization
FSM
QBO
X1
X1:X1
Y1
a price item with the same parent-child names
is created in FSM (e.g. A:A)
The synchronization for this item will fail, the
item will be skipped; an error log will be
generated.
a Price List Item with more than five (5)
hierarchical levels is created in FSM (e.g.
A:B:C:D:E:F)
The synchronization for this item will fail, the
item will be skipped; an error log will be
generated.
IMPORTANT: All error logs can be consulted via Synchronization Errors Tab of the Settings DashBoard.
Class Synchronization
Classes are used for categorizing transactions. Classes can be hierarchical and can include up to five (5) hierarchical levels.
Prerequisites
In QuickBooks, as well as in FSM, in order to use classes, class tracking should be turned on. For more information on how to
turn on class tracking, please see the QuickBooks and FSM User Guides.
When class tracking is enabled you are able to select a class for your invoices and time cards. During synchronization
between FSM and QuickBooks invoices will be exported to QuickBooks along with their class information.
If the class tracking is turned off in QuickBooks and in FSM, synchronization of classes will still occur. But invoices exported
to QuickBooks will not contain class information.
Class Mapping Information
The following table contains the mapping of Class fields between FSM and QuickBooks.
pg. 37
Table 8 Classes Mapping Table
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Class
Class
Name
Name
Notes
Classes in QuickBooks can be hierarchical.
To support the hierarchical structure in FSM the colon (:)
is used as a hierarchical level separator.
The Class Name in QuickBooks cannot contain a colon (:).
During synchronization of hierarchical classes from
QuickBooks to FSM the FSM Class Name field will be:
[Parent1 Name]:[Parent2 Name]:...[Name]
IMPORTANT: A maximum of five (5) hierarchical levels are supported for Classes in QuickBooks. However, class deletions in
FSM are not synchronized back to QBO due to a QuickBooks limitation.
Classes Synchronization Scenarios
The following table describes the various scenarios for the Classes synchronization.
Table 9 Classes Synchronization Scenarios
Area
If
then
Classes
a class A is created in QuickBooks.
a class A is created in FSM.
a class B is created in QuickBooks, which is a
sub-class of A.
a class A:B is created in FSM.
Before Update
FSM
QBO
A
A
After Update
FSM
QBO
A
A
B
After Synchronization
FSM
QBO
A
A
A:B
B
pg. 38
Area
If
a class A is updated in QuickBooks
then
Before Update
FSM
QBO
A
A
A:B
B
After Update
FSM
QBO
A
A1
A:B
B
a class and all sub-classes are deleted from
QuickBooks
After Synchronization
FSM
QBO
A1
A1
A1:B
B
the corresponding classes are deleted from
FSM
Before Update
FSM
QBO
A
A
A:B
B
A:B:C
C
After Update
FSM
QBO
A
A
A:B
B
A:B:C
C
After Synchronization
FSM
QBO
A
A
A:B
A:B:C
pg. 39
Area
If
then
a Class with Name A:B:C is created in FSM (for
this example we’ll assume Classes A and A:B
don’t exist in FSM)
the complete Class hierarchy A:B:C is created
in QuickBooks and then newly created Classes
A and B automatically synchronize back to FSM
creating new classes A and A:B there.
Before Synchronization
FSM
A:B:C
QBO
After Synchronization
FSM
A
A:B
A:B:C
QBO
A
B
C
Matching complete hierarchies in both FSM
and QBO are created.
a class is updated in FSM
the corresponding Class is updated in
QuickBooks and then the hierarchy in FSM is
also updated.
Before Update
FSM
QBO
A
A
A:B
B
A:B:C
C
After Update
FSM
QBO
A
A
A:B1
B
A:B:C
C
After Synchronization
FSM
QBO
A
A
A:B1
B1
A:B1:C
C
Matching hierarchies between FSM and QBO
are maintained.
pg. 40
Area
If
then
a class is deleted from FSM
the synchronization for this item will fail, the
hierarchical class will be skipped; an error log
will be generated. The user should manually
delete the corresponding class from QBO.
a class with more than five (5) hierarchical
levels is created in FSM
the hierarchical class will be skipped; an error
log will be generated.
a class with the same parent-child names is
created in FSM
the synchronization for this class will fail, the
hierarchical class will be skipped; an error log
will be generated.
IMPORTANT: All error logs can be consulted via Synchronization Errors Tab of the Settings DashBoard.
Invoice Synchronization
Invoice synchronization is performed only from FSM to QuickBooks (there is no backward synchronization) and only at the
times when an invoice status is changed to “Approved”.
Prerequisites
Invoices are only created/updated in QuickBooks at that instant when the corresponding FSM Invoice status is changed to
“Approved”.
The Class Tracking setting value must be the same in both QuickBooks and FSM, otherwise Invoice synchronization will fail.
Invoice Mapping Information
The following table contains the mapping of Invoice fields between FSM and QuickBooks.
Table 10 Invoices Mapping Table
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Notes
Invoice
Invoice
Invoice Date
Date
No notes.
Work Order Number
No
Depending on the Synchronization Settings
(see section
Invoices Settings) the QuickBooks invoice number will
either be automatically generated by QBO or be set to
the FSM Work Order Number.
Customer
pg. 41
Customer
No notes.
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Notes
Billing Address
Billing Address
If the Billing address is not specified in FSM, and a
default Customer Billing Address is specified in
QuickBooks for this customer, this default Billing
Address will be used by QuickBooks.
Zero Location
Shipping Address
If the Shipping Address is not specified in FSM, and a
default Customer Shipping Address is specified in
QuickBooks for this customer, this default Shipping
Address will be used by QuickBooks.
N/A
Due date
The date when the invoice is synchronized for the first
time will be set as the “Due date”.
N/A
Status
Invoices exported without an accompanying payment
will have the “Open” status in QuickBooks.
Invoices exported with an accompanying payment will
have the “Paid” status in QuickBooks.
Class
Class
No notes.
Work Done Description
N/A
The Work Done Description is defined during work
order completion in FSM and is present in the FSM
invoice.
A corresponding Work Done Description field does not
exist in the QuickBooks Invoice and so the Sync settings
optionally support adding the Work Done Description
as either the first or last invoice item (see section
Invoices Settings for more details).
N/A
Send later checkbox
The Send later option is not present in FSM.
By enabling the “Invoices to be mailed” option in the
Sync settings (see section
Invoices Settings for more details), all invoices exported
to QuickBooks will have their “Send later” box checked.
In the case where the “Invoices to be mailed” option is
enabled in Sync settings, make sure the Email address is
specified in the Primary Contact section of the
Customer Profile in QuickBooks.
pg. 42
Field Service Management
(FSM)
N/A
Supported
Mapping
Direction
QuickBooks
Print later checkbox
Notes
The Print later option is not present in FSM.
By enabling the “Invoices to be printed” option in Sync
settings (see section
Invoices Settings for more details), all invoices exported
to QuickBooks will have their “Print later” box checked.
N/A
Account Reference
In QuickBooks there can be several Accounts receivable
in the Chart of Accounts. FSM does not allow the user
to specify the Accounts receivable for a given invoice.
You are able to specify under which Accounts
receivable the Invoice(s) will be exported to in
QuickBooks by selecting the “Set the Invoice Account
Receivable to” option in Sync settings (see section
Invoices Settings for more details).
Price Item Related Fields
Category
N/A
In FSM there are 4 categories of line items that can be
added to an invoice:
•
•
•
•
Labor
Parts
Miscellaneous
Price List
The items from Price List are transferred to Products
And Services root catalog in QuickBooks. For the
remaining Labor, Parts, and Miscellaneous categories,
select the desired Products and Services in QuickBooks
from Sync settings (see section
Invoices Settings for more details).
Item
Product/Service
No notes.
Description
Description
No notes.
pg. 43
Field Service Management
(FSM)
Supported
Mapping
Direction
Qty
QuickBooks
Qty
Notes
In FSM the quantity for items from Labor category is
measured in hours and minutes worked.
In QuickBooks the worked time will be presented as a
decimal value.
For example, 5 hours 15 minutes in FSM will be
converted to 5.25 in QBO.
Rate
Rate
For items from Labor category, the Rate represents an
hourly rate.
In QuickBooks, the Rate value is not transferred from
FSM, but calculated from the transferred fields:
Rate=Amount/Quantity.
Amount $
(Rate*Quantity)
Amount
No notes.
Sales Tax Code
Is Taxable
In QuickBooks the item can only be Taxable or Not.
Sub Total
Subtotal
No note.
Calculate Tax: Before/After
Discount
Apply Tax:
Before/After
Discount
If Calculate Tax Before Discount is selected in FSM,
when the Invoice is synchronized to QBO the Sales Tax
will be calculated first and then the Discount will be
applied.
Sub Total and Total Related Fields
If Calculate Tax After Discount is selected in FSM, when
the Invoice is synchronized to QBO the Discount will be
subtracted first and then the Sales Tax will be
calculated.
Sales Tax
pg. 44
Sales Tax Rate
No note.
Field Service Management
(FSM)
Supported
Mapping
Direction
Tax Amount
QuickBooks
Tax Amount
Notes
When Tax is applied after discount to an FSM invoice
with some line items discounted and others not there is
a potential discrepancy between the FSM and
QuickBooks tax amounts. In such a case, the tax value
equal to the FSM tax will be transferred during
synchronization.
The discrepancy arises from the fact that in QuickBooks
a discount is always applied evenly across all line items
while in FSM that same total discount is applied evenly
across only the discounted line items. This can lead to
differences in the calculated tax amount.
Discount Percent/Amount
Discount
Percent/Value
In FSM a discount can be applied to selected line items
while in QuickBooks the discount is always applied to all
line items. Therefore, if the FSM discount is a percent
value and is applied to only some of the invoice items,
the discount in QuickBooks will be converted from a
Discount percent to a Discount Value matching the
equivalent FSM discount value.
Discount Amount
Discount line
No note.
Total
Total
The total amount is not synchronized but calculated
based on QuickBooks business logic; any supplied value
is overwritten by QuickBooks.
Invoice Synchronization Scenarios
The following table describes the various scenarios for Invoice synchronization.
Table 11 Invoice Synchronization Scenarios
Area
If
then
Invoice
st
the 1 time the status of the Invoice is set to
“Approved” in FSM
a copy of the invoice is created in QuickBooks.
Once this invoice has been successfully created
the status of the corresponding invoice in FSM
is set to “Exported”.
pg. 45
Area
If
then
you wish to modify an FSM Invoice that has
been already exported to QuickBooks
change the invoice status in FSM to
“Prepared”, and then make your desired
changes.
When the status of the modified Invoice is set
to “Approved” again, your changes will be
copied to the corresponding QuickBooks
Invoice.
Customer Synchronization
The synchronization of Customers is accomplished in both directions:
•
•
from FSM to QuickBooks,
from QuickBooks to FSM.
In QuickBooks Customers can be grouped into up to 5 hierarchical levels. During synchronization from QuickBooks to FSM all
QuickBooks Customer Sub-customers are converted into FSM Customer Service Locations.
Customer Mapping Information
The following table contains the mapping of Customer fields between FSM and QuickBooks.
Table 12 Customer Mapping Table
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Notes
Customer
Customer
(Primary Contact) First
Name
First Name
The maximum allowed length in FSM is 64 characters
and in QuickBooks is 25 characters.
(Primary Contact) Last
Name
Last Name
The maximum allowed length in FSM is 64 characters
and in QuickBooks is 25 characters.
Display Customer As
Company
If the “Include the Service Management Customer Name
in the QuickBooks Company Name” is checked in Sync
settings (see section Customers Settings for more
details), the Company field in QuickBooks will be
populated with the “Display As” value from FSM.
The maximum allowed length in QuickBooks for the
Company is 50 characters and the Display As in FSM is
255 characters.
pg. 46
Field Service Management
(FSM)
Supported
Mapping
Direction
Display As
QuickBooks
Display name as
Notes
In QuickBooks this must be unique across all other
customers, employees, vendors, and other names.
The maximum allowed length in QuickBooks is 100
characters and in FSM is 255 characters.
N/A
X
Primary Phone
Print on check as
This field is not present in FSM and is not synchronized.
Phone
The maximum allowed length in both QuickBooks and
FSM is 100 characters.
Alternate Phone
X
N/A
This field is not present in QuickBooks and is not
synchronized.
N/A
X
Mobile
This field is not present in FSM and not synchronized.
Fax
Fax
No note.
Email
Email
Email validation is present in both FSM and QuickBooks.
It is possible there are minor variations between the two
validation routines that may result in synchronization
failures.
The maximum allowed length in QuickBooks is 100
characters and in FSM is 512 characters.
N/A
Tax Code
X
Website
This field is not present in FSM and not synchronized.
This Customer Is
Taxable
The QuickBooks customer record only defines whether
the customer is taxable or not. The FSM customer on the
other hand is associated with 1 of N Tax Codes and each
Tax Code has a setting to indicate whether it is taxable
or not.
The Sync settings “Chose the Service Management Tax
Code to use against taxable fields” and “Chose the
Service Management Tax Code to use against nontaxable fields” determine which Tax Code the FSM
Customer gets when synchronized from QuickBooks.
Tax
Default tax code
Billing Address
Billing Address
No note.
For more information on Billing Address mapping fields,
please consult Table 13 Address Mapping Fields for
Customer Entity.
pg. 47
Field Service Management
(FSM)
Supported
Mapping
Direction
Zero Location
QuickBooks
Shipping Address
Notes
Zero Location represents one of the FSM customer
locations.
When we export a customer from QuickBooks to FSM –
a new location is created which is used as a Zero
Location. The Zero Location name is equal to the first
line (Street) of the Shipping Address or to the Customer
name (if the Street field from Shipping Address is
empty).
When customer update is performed from both systems
– the proper location is found by its name - the same as
customer name or first line from QuickBooks customer
shipping address.
For more information on Zero location, please consult
the Zero Location Synchronization section on page 54.
N/A
X
Location
Notes
This field is not present in FSM and not synchronized.
Sub-customer
If sub-customer is true in QuickBooks, then this subcustomer maps to a Location in FSM. If false then this
customer in QuickBooks maps to a customer in FSM.
N/A
X
Bill with parent
This field is not present in FSM and not synchronized.
N/A
X
Terms
This field is not present in FSM and not synchronized.
N/A
X
Preferred payment
method
This field is not present in FSM and not synchronized.
N/A
X
Opening balance
This field is not present in FSM and not synchronized.
N/A
X
Opening balance
date
This field is not present in FSM and not synchronized.
N/A
X
Balance With Subcustomers
This field is not present in FSM and not synchronized.
N/A
X
This customer pays
me with
The field is not present in FSM and not synchronized.
N/A
X
Preferred delivery
method
This field is not present in FSM and not synchronized.
N/A
X
Resale Number
This field is not present in FSM and not synchronized.
pg. 48
Field Service Management
(FSM)
Supported
Mapping
Direction
Type
QuickBooks
N/A
Notes
In FSM there are 2 types of Customers: Residential and
Commercial.
When synchronizing customers from QuickBooks to FSM
you are able to specify the type for all customers to be
synchronized via the Customers setting “When copying a
customer to Service Management (from QuickBooks),
the Customer Type should be” in the Sync settings (see
Customers Settings section for more details).
Notes
X
Work Zone
N/A
This field is not present in QuickBooks and not
synchronized.
N/A
In FSM several Work Zones can be created. A Work Zone
is a primary area in which your company works.
Using Sync settings (see section Customers Settings for
more details) you are able to specify the default Work
Zone for customers to be exported from QuickBooks to
FSM.
The following table contains the mapping information for Billing/Shipping Address fields of the Customer.
Table 13 Address Mapping Fields for Customer Entity
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Notes
Site Details
Address
Address 1
Street (Line1)
No note.
Address 2
Street (Line2)
No note.
N/A
X
Street (Line3)
This field is not present in FSM and not synchronized.
N/A
X
Street (Line4)
This field is not present in FSM and not synchronized.
N/A
X
Street (Line5)
The field is not present in FSM and not synchronized.
City/Town
No note.
City
pg. 49
Field Service Management
(FSM)
Supported
Mapping
Direction
Country
QuickBooks
Country
Notes
During synchronization from QuickBooks to FSM, the
Country value (regardless of its length) will be
overwritten to “US”.
The maximum allowed length in QuickBooks is 255
characters.
Note: The Country name field is not visible on the FSM
User Interface.
State/Province
State (for USA)
No note.
Province (for
Canada)
Zip/Postal Code
Postal Code
No note.
N/A
X
Note
This field is not present in FSM and not synchronized.
N/A
X
Lat
This field is not present in FSM and not synchronized.
N/A
X
Long
This field is not present in FSM and not synchronized.
Customer Synchronization Scenarios
The following table describes the various scenarios for Customer synchronization.
Note: the term Customer refers to the Root Customer.
Table 14 Customer Synchronization Scenarios
Area
If
then
Customer
pg. 50
a Customer is created in QuickBooks,
the corresponding customer is created in FSM.
a Customer is updated in QuickBooks,
the corresponding customer is updated in
FSM.
the Shipping Address is deleted from a
Customer in QuickBooks,
the corresponding Zero Location will not be
deleted but the address fields in the Zero
Location will be made empty. The name of the
Zero location will be unchanged.
Area
If
then
a Sub-customer is made inactive in
QuickBooks,
the corresponding Location is deleted from the
Customer in FSM.
An existing QuickBooks Customer “A” becomes
a sub-customer of Customer “B”
Customer A will be deleted in FSM and a new
Location, corresponding to Customer A, will be
created below Customer B.
in QuickBooks a Customer “A” becomes a subcustomer of Customer “B” and before
synchronization can occur the corresponding
FSM Customer “A” is modified (i.e. a
synchronization conflict arises),
The resulting synchronization behavior
depends on which system is the master (as
determined by the Sync setting “Select the
system that gets higher priority when a data
modification conflict occurs”).
If FSM is master then the QuickBooks
Customer “A” will not be linked to Customer
“B”;
If QuickBooks is master then new locations will
be created in FSM for Customer “B”,
corresponding to Customer A , and Customer A
in FSM will be deleted
pg. 51
in QuickBooks sub-customer “A” is
disassociated from its parent customer “B”
(i.e. sub-customer “A” becomes a Customer),
In FSM all locations for Customer B
corresponding to sub-customer A will be
deleted and a new customer A will be created.
in QuickBooks the parent of a sub-customer is
changed,
In FSM all locations corresponding to that subcustomer will be moved from the old parent
customer to the new.
a Customer is made inactive in QuickBooks
(along with any sub-customers),
the corresponding Customer will be deleted
from FSM. This deletion will then result in
“(deleted)” being appended to the inactivated
Customers in QuickBooks.
a Customer is created in FSM,
the corresponding customer is created in
QuickBooks.
a Customer is updated in FSM,
the corresponding customer is updated in
QuickBooks.
the Zero Location is deleted from a Customer
in FSM,
the Shipping Address is deleted from the
corresponding Customer in QuickBooks.
a Location (not Zero Location) is deleted from
a Customer in FSM,
the corresponding sub-customer is made
inactive in QuickBooks and “(deleted)” is
appended to the customer name.
Area
If
then
a Customer is deleted from FSM,
the corresponding Customer, as well as all
associated sub-customers (if any), are made
inactive in QuickBooks. Also “(deleted)” is
appended to the inactivated customer names.
Location Synchronization
A Location in FSM represents a site where service will be provided to the customer. Each customer can have several
locations in FSM. Each location (except the special Zero Location) will correspond to a sub-customer in QuickBooks.
The synchronization of Locations is accomplished in both directions:
•
•
from FSM to QuickBooks,
from QuickBooks to FSM.
Location Mapping Information
The following table contains the mapping of Location fields between FSM and QuickBooks.
Note: Not all the Location fields can be synchronized. The following table lists only those fields which are synchronized.
Table 15 Location Mapping Table
Field Service Management
(FSM)
Location
pg. 52
Supported
Mapping
Direction
QuickBooks
Sub-customer
Notes
Field Service Management
(FSM)
Service Location Name
Supported
Mapping
Direction
QuickBooks
Display name as
Notes
The maximum allowed length in QuickBooks is 100
characters and cannot contain a colon (:).
The Location/Sub-customer name should be unique
within a parent.
Customers in QuickBooks can be hierarchical and can
contain up to 5 (five) levels of hierarchy, where the first
level represents a customer and all others represent subcustomers in QuickBooks and Service Locations in FSM.
To support the hierarchical structure in FSM the colon (:)
is used as a hierarchical level separator.
During the synchronization of hierarchical Subcustomers from QuickBooks to FSM the Service Location
Name field will look like:
[Sub-customer Level1 Name]:[Sub-customer Level2
Name]:[Sub-customer Level3 Name]:[Sub-customer
Level4 Name].
City
Shipping address
City/Town
The maximum allowed length in FSM is 40 characters
and 255 characters in QuickBooks.
State/Province
Shipping address
State (for USA) or
The maximum allowed length in FSM is 2 characters and
QuickBooks is 21 characters.
Province (for
Canada)
Zip/Postal Code
Shipping address
Postal Code
The maximum allowed length in FSM is 10 characters
and QuickBooks is 31 characters.
Country
Shipping address
Country
During synchronization from QuickBooks to FSM, the
Country value (regardless of its length) will be
overwritten to “US”.
The maximum allowed length in QuickBooks is 255
characters.
Note: The Country name field is not visible on the FSM
User Interface
Address 1
pg. 53
Shipping address
Street (Line 1)
The maximum allowed length in FSM is 128 characters
and QuickBooks is 500 characters.
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Notes
Address 2
Shipping address
Street (Line 2)
The maximum allowed length in FSM is 128 characters
and QuickBooks is 500 characters.
Tax Code
This Customer Is
Taxable
No note.
Tax
Default tax code
No note.
IMPORTANT: A maximum of five (5) hierarchical levels are supported for Customers in QuickBooks.
Location Synchronization Scenarios
The following table describes the various scenarios for Location synchronization.
Table 16 Location Synchronization Scenarios
Area
If
then
Location
a Service Location is created in FSM,
a corresponding Sub-customer is created in
QuickBooks.
a Service Location is updated in FSM,
the corresponding Sub-customer is updated in
QuickBooks.
a Service Location (not Zero Location) is
deleted in FSM,
the corresponding Sub-customer is made
inactive in QuickBooks.
a Sub-customer is created in QuickBooks,
a corresponding Service Location is created in
FSM.
a Sub-customer is updated in FSM,
the corresponding Service Location is updated
in FSM.
a Sub-customer is made inactive in
QuickBooks,
the corresponding Service Location is deleted
in FSM.
Zero Location Synchronization
The Zero Location is a special location in FSM. Only one Zero Location can be defined for a Customer and it is synchronized
with the corresponding Customer Shipping Address in QuickBooks.
The synchronization of the Zero Location for a Customer is accomplished in both directions:
pg. 54
•
•
from FSM to QuickBooks,
from QuickBooks to FSM.
Zero Location Mapping Information
The following table contains the mapping of Zero Location fields between FSM and QuickBooks.
Note: Not all the Zero Location fields can be synchronized. The following table lists only those fields which are synchronized.
Table 17 Zero Location Mapping Table
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Notes
Zero Location
Customer Shipping Address
Service Location Name
Shipping address
Street (Line 1)
or
Customer name if
the Street (Line 1)
of the Shipping
address is empty
The Zero Location in FSM does not support the
hierarchical structure. Therefore, the Zero Location
name cannot contain a colon (:).
The Zero Location name should be unique among all
location names for that Customer
During synchronization from QuickBooks to FSM the
Zero Location name field will be populated with:
•
•
Shipping address Street (Line 1);
Customer name if the Street (Line 1) of the
Shipping address is empty.
Address 1
Shipping address
Street (Line 1)
The maximum allowed length in FSM is 128 characters
and 500 characters in QuickBooks.
Address 2
Shipping address
Street (Line 2)
The maximum allowed length in FSM is 128 characters
and 500 characters in QuickBooks.
City
Shipping address
City/Town
The maximum allowed length in FSM is 40 characters
and 255 characters in QuickBooks.
State/Province
Shipping address
State (for USA) or
The maximum allowed length in FSM is 2 characters and
21 characters in QuickBooks.
Province (for
Canada)
Zip/Postal Code
pg. 55
Shipping address
Postal Code
The maximum allowed length in FSM is 10 characters
and 31 characters in QuickBooks.
Field Service Management
(FSM)
Country
Supported
Mapping
Direction
QuickBooks
Shipping address
Country
Notes
During synchronization from QuickBooks to FSM, the
Country value (regardless of its length) will be
overwritten to “US”.
The maximum allowed length in QuickBooks is 255
characters.
Note: The Country name field is not visible on the FSM
User Interface
Zero Location Identification
Identification
When exporting a newly created customer from QuickBooks to FSM, a Zero Location will always be created in FSM
synchronized to the Shipping Address in QuickBooks.
When a customer is added to or updated in FSM, the following steps are used to identify Zero Location in QuickBooks during
synchronization (the priority is from 1 to 5):
1)
2)
3)
4)
5)
Saved location ID in mappings;
By matching customer name with location name;
By matching with QuickBooks customer Shipping address line1;
Comparing QuickBooks customer Id with internal Location Number;
If no matches found - the location with minimal ID that is not synchronized with Sub-customer will be
used.
Zero Location Synchronization Scenarios
The following table describes the various scenarios for Zero Location synchronization.
Table 18 Zero Location Synchronization Scenarios
Area
If
then
Zero Location
pg. 56
a Zero Location is created in FSM,
a Shipping address is created for the
corresponding Customer in QuickBooks.
the first Location created for a Customer in
FSM has a Service Location Name containing a
“:” character.
an error will be shown: “Zero location name
can’t contain a colon (:)”.
Area
If
then
a Location in FSM has a hierarchical structure
(for example, [parent name]:[child name]),
where [parent name] matches the Zero
Location name,
an error will be shown: “Parent location is
used as a shipping address. Please specify
another parent name.”
a Zero Location is updated in FSM,
the Shipping address for the corresponding
Customer is updated in QuickBooks.
you try to delete the Zero Location from a
Customer in FSM and this is the only location
for this Customer,
this Zero Location will not be deleted in FSM,
and the following error message will be
displayed:
You cannot delete this Service Location because of the
following reason(s):
•
You try to delete the Zero Location for a
Customer in FSM and this Customer has
several Locations,
This is the only Service Location for this
Customer.
this Zero Location will be deleted from FSM
and the Shipping address for the
corresponding Customer in QuickBooks will be
deleted.
One of the remaining Locations will become
the new Zero Location in FSM. The address of
this new Zero Location, if any, will populate
the Shipping address fields of the
corresponding Customer in QuickBooks.
pg. 57
a new location (non-hierarchical or
hierarchical) is added to FSM
and
there is no Zero Location,
this new location will be taken as a Zero
Location in FSM.
Zero Location was removed from FSM
and
the hierarchical locations are added to FSM:
[parent] and [parent]:[child],
the [parent] location becomes a zero location.
During synchronization of [child] location the
error will be shown: “Parent location is used as
a shipping address. Please specify another
parent name.”
a Shipping address is created for a Customer in
QuickBooks and there is no Zero Location in
FSM,
the Zero Location is created for the Customer
in question in FSM.
Area
If
then
a sub-customer is added to QuickBooks with
the same name as the zero Location name in
FSM
the Location is not created, the error is shown:
“Such location name was already used”.
a Shipping address is updated in QuickBooks,
the corresponding Zero Location is updated in
FSM.
a Shipping address is deleted from a Customer
in QuickBooks,
the Zero Location will not be deleted from
FSM, but all its fields will be cleaned up.
IMPORTANT: All error logs can be consulted via Synchronization Errors Tab of the Settings DashBoard.
Payment Synchronization
The synchronization of Payments is performed only from FSM to QuickBooks (there is no backward synchronization).
Payment Mapping Information
The following table contains the mapping of Payment fields between FSM and QuickBooks.
Note: Not all Payment fields can be synchronized. The following table contains the mapping information of the Payment in
FSM and Sub-customers in QuickBooks to be synchronized.
Table 19 Payment Mapping Table
Field Service Management
(FSM)
Supported
Mapping
Direction
QuickBooks
Notes
Payment
Payment
Payment Date
Payment date
If the date is not supplied, the current date
on the server is used.
Memo
Memo
No note.
Amount
Amount
Rounded to 2 decimals during
synchronization.
N/A
Account Reference
For more information on Account Reference
field please see Table 10 Invoices Mapping
Table.
Payment Method
Payment method
The complete mapping between payment
methods in FSM and QuickBooks is defined
in the Sync settings (see section
Payment Methods Settings for more details).
pg. 58
Field Service Management
(FSM)
Check number (for check
payment method)
Supported
Mapping
Direction
QuickBooks
Reference no.
Notes
For example:
•
Reference # (for cash and
credit card payment methods)
•
or
Invoice Reference Number
If a payment reference number is not
provided, the Invoice Reference Number will
be used.
or
Work Order Number
Number
If check payment method was used,
the check number is used.
If cash or credit card payment
method was used, then the
reference # is used.
If an Invoice Reference Number is not
provided, the Work Order Number will be
used as a payment reference number.
Credit card number
Is used for Credit card payment method
only.
This field represents the Credit Card account
number, as printed on the card.
It must not have whitespace or formatting
characters.
Name on card
Name on card
Is used for Credit card payment method
only.
This field represents the account holder
name, as printed on the card.
Expiration date: Month
Expiration date: Month
Is used for Credit card payment method
only.
This field represents the expiration month
on card, expressed as a number: 1 = January,
2= February, etc.
Expiration date: Year
Expiration date: Year
Is used for Credit card payment method
only.
This field represents the expiration year on
card, expressed as a 4 digit number 2016,
2017, etc.
pg. 59
Field Service Management
(FSM)
Supported
Mapping
Direction
Street
QuickBooks
Notes
Street Address
Is used for Credit card payment method
only.
Credit card holder billing address of record:
the street address to which credit card
statements are sent.
Zip
Postal Code
Is used for Credit card payment method
only.
This field represents the credit card holder
billing postal code (five digits in the USA).
Is Swipe
Swipe Card
Credit card transaction mode used in Credit
Card payment transactions.
Valid values are: CardNotPresent (default) or
CardPresent.
CardPresent when Swipe card is enabled.
X
N/A
Credit Card Payment Amount
Process Payment checkbox
The Process Payment checkbox for all
exported payments from FSM to QuickBooks
will be unchecked.
Credit Card Payment
Amount
Amount for credit card transaction.
Payment
Payment Synchronization Scenarios
The following table describes the various scenarios for Payment synchronization.
Table 20 Payment Synchronization Scenarios
Area
If
then
Payment
a Payment is created for the Invoice in FSM,
pg. 60
this payment is created for the corresponding
Invoice in QuickBooks after this Invoice is
transferred to the “Approved” status in FSM
and exported to QuickBooks.
Area
If
a paid invoice has been updated and the
additional payment is received for it in
QuickBooks and afterwards, this paid Invoice
has been updated in FSM and transferred to
the status “Approved”,
then
this invoice, as well as its payment will be
overwritten in QuickBooks with values from
FSM during synchronization.
Note: In FSM payments can be received for an
invoice only once.
Recommendations
Sales Tax Item names should contain no more than 31 characters and cannot contain a colon (:).
Class names cannot contain a colon (:).
Customer First Names should contain no more than 25 characters.
Customer Last Names should contain no more than 25 characters.
pg. 61

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