EDI to QB for Sales Invoices

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Revision as of 09:12, 7 September 2010

Parent Mantis

http://mantis.jaguarfreight.com/mantis/view.php?id=2338

Intro

Core requirement: To eliminate double entry of Sales Invoices into 2 systems at Jaguar:

CT2 transportation system
QuickBooks accounting system

Example

See Figures below.

Figure 1 CT2

Invoice as it is entered in CT2.

Figure 2 QB

Invoice as it is entered in Quickbooks.

Requirements

Forward in batches

All sales invoices/credit notes entered in CT2 would be forwarded to QB in batches (bundles).

Frequency

Initially once a day at the end of the day.

Review process

Before batch is populated into QB accounting operators should have a chance for "30 sec review".

Gaps in invoice numbers

First inv# in new batch should be next number after last one in previous.

QB fields and Mapping

QB	CT2
Bill To	Bill To
Date	Date
Inv#	Invoice No
PO number	CT#
Ship	today date
Item code	lookup based on CC#
Amount	Amount
Total	Total invoice

QB dashboard panel

Summary

QB dashboard panel is a part of CT2 dashboard that located on the homepage of CT2 Internal Application.

This panel is designed for transmission of accounting information from CT2 to the QuickBooks accounting system in IIF-format.

Intuit Interchange Format (IIF) files are text files that QuickBooks uses to import and export data.

QB panel should represent list of all available IIF-files.

Each IIF-file is a batch file and should contain an information about all account documents that were created in CT2 per one day.
Documents for upload to batch file at now are Sales Invoice and Credit Note only for New York office.

NOTE: Unapproved Credit Notes should not be part of the upload.

Each IIF-file can be downloaded from QB panel on user's computer for its further transmission into QuickBooks.
A daily time of creating of the batch is 6 p.m. (NY Time Zone = EDT).

NOTE: It would be desirable to be able to set this value in the Admin's part of CT2.

Systems Design

List of IIF files represented in standard CT2 table with sorting and paging features. Each row corresponds to one date for one type of document.

Columns Definitions

Date
- Date of batch
- Sortable column in descending order
Filename
- Define type of documents that included to file
- Is also a link to a downloadable file
Description with range of included documents
- Count of documents in batch
- Range: number of the first document for the reporting day - number of the last document for the reporting day
Imported
- Status of batch: new or imported

@@ Line 76: / Line 76: @@
 This panel is designed for transmission of accounting information from CT2 to the QuickBooks accounting system in IIF-format.
   Intuit Interchange Format (IIF) files are text files that QuickBooks uses to import and export data.
-QB panel should represent list of all available IIF-files. Each IIF-file contains information about all account documents that were created in CT2 per one day.
+QB panel should represent list of all available IIF-files.
-: NOTE: At now it is Sales Invoice and Credit Note only for New York office.
+* Each IIF-file is a batch file and should contain an information about all account documents that were created in CT2 per one day.
+* Documents for upload to batch file '''at now''' are [[Sales Invoice]] and [[Credit Note]] only for New York office.
+: NOTE: ''Unapproved Credit Notes should not be part of the upload.''
+* Each IIF-file can be downloaded from QB panel on user's computer for its further transmission into QuickBooks.
+* A daily time of creating of the batch is 6 p.m. (NY Time Zone = EDT).
+: NOTE: ''It would be desirable to be able to set this value in the Admin's part of CT2.''
 === Systems Design ===