EDI to QB for Sales Invoices
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This panel is designed for transmission of accounting information from CT2 to the QuickBooks accounting system in IIF-format. | 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. | 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. | + | QB panel should represent list of all available IIF-files. See on [[#Figure 1. QB dashboard panel | 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. | * 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. | * Documents for upload to batch file '''at now''' are [[Sales Invoice]] and [[Credit Note]] only for New York office. | ||
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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. | 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. QB dashboard panel | Figure 1]]. |
=== Columns Definitions === | === Columns Definitions === | ||
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:** "unchecked" state of checkbox means ''new'' batch which not imported yet into QB. | :** "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. | :* Should be set to "checked" by user manually after the successfull import of batch into QB. | ||
| + | |||
| + | === Figures === | ||
| + | ==== Figure 1. QB dashboard panel ==== | ||
| + | [[File:QB_dashboard_panel.gif]] | ||
Revision as of 10:28, 7 September 2010
Contents |
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. 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
