The Quickbooks Desktop Integrator

• FastManager's QuickBooks Integrator is a separate program which is automatically installed at the same time as FastManager
  • If you already have FastMananager installed, look for the QuickBooks Integrator shortcut on your desktop:

• You need to have at least FastManager version 2014.75 installed to integrate with Quickbooks Desktop
• To use the Quickbooks Desktop Integrator, you need to have QuickBooks PRO 2007 or better installed.
• You need to have QuickBooks open and logged into the correct company file while using the Integrator.

Ensure that QuickBooks Desktop is open on the computer where you want to use the integrator, then use the shortcut on your desktop to open the Integrator

Select Quickbooks Desktop Application and click on Connect

• If this is the first time you are connecting, QuickBooks will prompt you for permission if you are logged in as the administrator.
• From the QuickBooks permission screen, select Yes, whenever this QuickBooks company file is open

• QuickBooks will prompt a second time to confirm if you are sure that you want this application to integrate.

• Click on YES
• QuickBooks will show this confirmation screen telling you how to remove the company in future. Click on Done

• The Integrator will connect to the company file that is currently open in QuickBooks. That is why it is important that you have QuickBooks open when trying to integrate.

Once you are connected to Quickbooks, you will be presented with the Preferences and Setup screens, one at a time.

• This will only happen the first time that you run the Integrator. Once the Preferences and Setup have been done, you will no longer be prompted each time you open the Integrator.
• However, if you want to view or edit any of the Preferences or Setup, you can just click on the appropriate button at the top of the Integrator window:

To access the preferences area, you can click on the Preferences button.

The Preferences window has 4 tabs:

• Add company name and contact person to bill to address
  • If this option is selected, then the Integrator will ADD the company name and contact person to the Bill To field on the Invoice in Quickbooks
  • This option is only useful if preference is not already enabled in Quickbooks
• Show this screen before exporting invoices
• Show this screen before exporting payments
• Show this screen before exporting purchase orders
  • If any of these are selected, then this preferences screen will pop up (for review) just before the Invoices/Payments/PO's are exported

Select your preferences when exporting Payments to Quickbooks

• The most commonly selected preferences are indicated in the image above

• Select your preferences when exporting Invoices to Quickbooks
  • The most commonly selected preferences are indicated in the image above

Important Note about Invoice Numbers“ If you make no selection regarding Invoice Numbers, then the Invoice in Quickbooks will have the SAME NUMBER as it had in FastManager.
If you select: Let Quickbooks assign invoice numbers, then Quickbooks will give the Invoice a NEW NUMBER.
Optionally, you may also have the Integrator ADD A PREFIX to the FastManager Order Number (the prefix will show up in front of the Invoice number in Quickbooks)

• Always send invoices amortized
  • By default, all invoice lines are UNamortized when they get exported to Quickbooks. This is to split out the Sales Values for each different line item (such as Apparel / Embroidery / Setup charge / etc…)
  • If you wish, you may keep the total sales value combined on the item line/s (which will leave the services and additional charge lines with ZERO sales value)

• Select your preferences when exporting Purchase Orders to Quickbooks
  • The most commonly selected preferences are indicated in the image above

When you are done setting your Preferences, click on OK

• In order to exchange data with QuickBooks you need to cross match certain data fields in QuickBooks with those in FastManager.
• For example: The sales rep in FastManager might be John Smith and the Sales Rep in QuickBooks could be J Smith.
  • We will link these two reps together on the Sales Reps tab of the Integrator setup screen
• You only need to do the setup once. You only need to come back to the setup screen if you make changes to any of its values in either FastManager or QuickBooks.
• To access the setup area, you can click on the Setup button.
• You will see different tabs from where you can setup different values.
  • On each one, there will be a list of options on the left, which are the values as they appear in FastManager and a corresponding list on the right, of the same types of items as they appear in Quickbooks
  • From the drop-down selection on the right (“Quickbooks items”), select the appropriate value to map to the item listed on the left (the items from FastManager)

• Country – Only required if the country is outside the USA.
• Date Format: Enter: dd-mm-yyyy (Only required if the country selected is something other than USA.)
• Company charges sales tax
  • In Quickbooks, go to Edit -> Preferences -> Sales Tax -> Company Preferences and check if Do you charge sales tax? is set to Yes or No

• If it is set to Yes - check the box in the Integrator Setup
  • Leave the box unchecked if the setting in Quickbooks is No

Every SALES GROUP in FastManager will link to a corresponding LINE ITEM CODE in Quickbooks.
On the left you will see a list of the existing Sales Groups in FastManager.

• From the drop-down selector on the right, under This item code in Quickbooks, select the appropriate Quickbooks item code to link with the correpsonding Sales Group from FastManager

You may need to create new Line Items in Quickbooks.

• If necessary, in Quickbooks, go to Lists -> Item List and then Items -> New Item to create a new Line Item.
• The new line item must NOT be of the type: Inventory Part
  • If this is a physical item, such as an item that will correspond with the Sales Group called: Apparel, then the best item type to use will be Non-inventory Part or Other Charge.
  • If this is a Service item, such as an item that will correspond with an embellishment like Screen Printing, then the best item type to use will be Service or Other Charge.
  • If this is going to be the Discount item, then the only item to choose will be the type: Discount

The Sales Tax tab is seperated into 2 sections: Tax Codes and Tax Items

• Tax Codes should never need to be changed
  • These refer to each line item on an Invoice and indicates if the line item is (T)axable or (N)on-taxable
• Tax Items
  • Refers to the tax item percentages in each program.

On the right hand side, select the Sales Rep from Quickbooks to correspond with the Sales Rep from FastManager.

• If the option: Send Sales Reps, on the General tab, is not checked, then this tab is unused

On the right hand side, select the “Customer Terms” from Quickbooks to correspond with the same from FastManager.

• If the option: Send Customer Terms, on the General tab is not checked, then this tab is unused

In the center column, select the Payment Method from Quickbooks to correspond with the same from FastManager.

On the right hand side, select the Customer Type from Quickbooks to correspond with the Customer Group from FastManager.

• If the option: Send Customer Groups, on the General tab, is not checked, then this tab is unused

When you are done with the setup on each tab, click on Apply

That is all there is to setting up the integrator.
You only need to revisit this section if you make any changes in QuickBooks or FastManager that will effect the associated values.

It is a good idea to first EXPORT any existing customers from FastManager to Quickbooks

• In the Integrator, click on Export → Customers
  • The Integrator will build a list of all the customers in FastManager

• You can uncheck the box next to any customer/s that you do NOT want to export to Quickbooks at this time
• Then click on Run to begin the export

!!! note If the customer already exists in Quickbooks you will be prompted with the option to link the customer or cancel the export

You should also IMPORT any existing customers from Quickbooks to FastManager:

• In the Integrator, click on Import → Customers
  • The Integrator will build a list of all the customers in Quickbooks

• You can uncheck any customers in the list that you do not want to import into FastManager at this time
• Click on Run to begin the import
  • you will be prompted with the option to also import any balances that the customer/s have in Quickbooks

In the future, as new customers are added to FastManager, you can export them to Quickbooks in the same way.

Click on Export → Invoices

• Select the invoices that you want to send.
• Click on the Run button to start exporting Invoices

See Troubleshooting - Quickbooks Integrator