EDI to QB for Sales Invoices

From UG

Revision as of 10:33, 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 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 daily 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. See on Figure 1.

• 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.

See on Figure 1.

Columns Definitions

• Date

• Date of batch as Datatypes#CT2 date
• Table of batches should be sorted by this column in descending order
• Example: 03-Sep-2010.

• Filename

• Name of downloadable IIF-file. At the same time it is also a link to downloading.
• Define type of documents that included to file and also its creation date. Format string containing:

• the document's ID - SI for Sales Invoice, CN for Credit Note.
• creation date - 6 digits in format "yyMMdd".
• underscore sign as a separator between ID and date.

• Example: SI_100903.

• Description with range of included documents

• Shows count of documents in batch and range:

• number of the first document for the reporting day - number of the last document for the reporting day

• Example: Count: 17, Range: US265 - US281.

• Imported

• Status of batch: new or imported
• Shown as a checkbox:
  • "checked" state of checkbox means imported status of batch,
  • "unchecked" state of checkbox means new batch which not imported yet into QB.
• Should be set to "checked" by user manually after the successfull import of batch into QB.

Figures

Figure 1. QB dashboard panel