Rootstock Accounting System Export Processes
Sales Invoice Export
This process uses the ‘Sales Invoice Export In Use’ field’ on System Default Record’ to prevent duplicate parallel runs. When the export process starts if this checkbox is checked, a message is presented to the user, and the process will not continue. If it is not checked, the process will mark it, and then will uncheck it when the process completes. This process first performs the Sync Customers and Add Customers process below, then performs the Export Sales Invoices.
NOTE The results of this export process will show up in Rootstock Process Logs (processlog__c object) with the name ‘QuickBooks Sales Order Invoice Export’.
Sync Customers (socust__c)
Customers in Rootstock that do not have a Financial System Customer ID are looked up in QuickBooks to find a match. If a match is found the reference number is assigned to the Rootstock Customer ‘Financial System Customer ID’.
Results After Completion
Rootstock: Matching Customers will have reference number in ‘Financial System Customer ID’
QuickBooks: No change.
Add Customers (socust__c)
All remaining Customers that have an empty ‘Financial System Customer ID’ will be added to QuickBooks and the new resulting QuickBooks reference number assigned to Rootstock (in the Customer ‘Financial System Customer ID’ field).
Results After Completion
Rootstock: New Customers will have the appropriate QuickBooks reference value in the ‘Financial System Customer ID’ field.
QuickBooks: New Customers that did not exist in QuickBooks before will now exist.
Export Sales Invoice (soinv__c)
Invoices for the users ‘Current Sales Division’, where the invoice is marked as ‘Approved’, but not marked as ‘Transferred’, will be exported.
Results After Completion
An email will be received with information on Customers ‘synced’ and Customers added. Error information will be included if any exceptions occurred. The System Default ‘Sales Invoice Export In Use’ field will be unchecked.
Rootstock: The invoice(s) will be marked as ‘Transferred’. Date transferred will be set with the date the invoice was transferred. The field Invoice Number (Accting Pckg) will have the QuickBooks reference number.
QuickBooks: The invoice will now exist.
Payable Invoice Export
This process uses the ‘Payables Invoice Export In Use’ field’ on System Default Record’ to prevent duplicate parallel runs. When the export process starts if this checkbox is checked, a message is presented to the user, and the process will not continue. If it is not checked, the process will mark it, and then will uncheck it when the process completes. This process first performs the Sync Vendors and Add Vendors process below, then performs the Export Payables Invoices.
NOTE The results of this export process will show up in Rootstock Process Logs (processlog__c object) with the name ‘QuickBooks Payable Invoice Export’.
Sync Vendors (povend__c)
Vendors in Rootstock that do not have a Financial System Customer ID are looked up in QuickBooks to find a match. If a match is found the reference number is assigned to the Rootstock Vendor ‘Financial System Customer ID’.
Results After Completion
Rootstock: Matching Vendors will now have a reference number in ‘Financial System Vendor ID’.
QuickBooks: No Change.
Add Vendors (povend__c)
All remaining Vendors that have an empty ‘Financial System Customer ID’ will be added to QuickBooks and the new resulting QuickBooks reference number assigned to Rootstock (in the Vendor ‘Financial System Customer ID’ field).
Results After Completion
Rootstock: New Vendors will have the appropriate QuickBooks reference value in the ‘Financial System Vendor ID’ field.
QuickBooks: New Vendors that did not exist in QuickBooks before will now exist.
Export PO-AP Match Invoices (ttaphdr__c)
Payable Invoices (Bills) in Rootstock where the ‘Export Needed’ field is marked, will be exported to QuickBooks.
Results After Completion
An email will be received with information on Vendors ‘synced’ and Vendors added. Error information will be included if any exceptions occurred. The System Default ‘Payables Invoice Export In Use’ field will be unchecked.
Rootstock: The checkbox for the ‘Export Needed’ field will be unchecked. The QuickBooks reference number will be assigned to the Financial System Payables Invoice field.
QuickBooks: The payable invoice (Bill) will exist.
Journal Export (Cost Transactions)
The results of this export process will show up in Rootstock Process Logs (processlog__c object) with the name ‘Cost Transaction Exporter’.
Journal Export (gljeh__c)
Rootstock Journals where ‘Posted to GL’ checkbox is not marked will be exported to QuickBooks.
Results After Completion
Rootstock: The ‘Posted to GL’ checkbox will be checked for the Cost Transactions exported. The ‘External Journal Number’ field will have the QuickBooks reference number.
An email will be received if any errors are encountered.
QuickBooks: Journals will exist in QuickBooks. A good way to find journals in QuickBooks is to run the report 'Recent Transactions' and click on the journal name.
SEE ALSO
QuickBooks Online Interface Setup
Quickbooks Features (Online)
