Customer, Service Item, Class, Account and Vendor records can be imported from your QuickBooks accounting package, with those records registered in your Senomix system as Projects, Activities, Tasks, Expense Types and Vendors (Payroll Items are defined separately in a system configuration file, as described below). The steps for performing that import are described later in this section. First, we'll review how your QuickBooks items will appear and act in your Senomix system.
QuickBooks Customers are imported as Senomix projects, Service Items imported as activities and Classes imported as tasks. Items which are noted as being of type "Expense" in your QuickBooks Chart of Accounts are imported as Senomix expense types, and QuickBooks Vendor records are imported as Senomix vendors.
|Chart of Accounts (Expense)||Expense Type|
|Payroll Items||User Record Payroll Item
or Configuration File
(as described below)
If your office does not use QuickBooks Classes, Service Items can also be imported as tasks (as described below under the "QuickBooks Service Items as Tasks" heading).
Your imported activities and tasks will be assigned to a "QuickBooks Template" (which you can review through your Template Administration screen), with all imported projects automatically set to use that template. Only those QuickBooks Inventory Items which are designated as having a type of "Service" (Service Items) will be imported.
The import process will set each of your project, activity and task names to the QuickBooks Customer, Service Item and Class name, with the Senomix project/activity/task code set to match the internal reference number of the QuickBooks record. For project records, the mailing address is also set to correspond with the QuickBooks primary mailing address.
Only those Customer:Job, Service Item, Class, Account and Vendor elements which are noted as being Active in QuickBooks will be imported into your Senomix system. Inactive QuickBooks elements will be ignored, allowing you to archive past QuickBooks data without affecting your Senomix system.
Like project, activity and task records, imported account items (only those of type "Expense" are imported) can be reviewed in your Senomix expense type administration screen, with vendor records also available for review in your vendor administration screen.
Unlike other tasks in your Senomix system, tasks which correspond with QuickBooks Classes are available to all activities in the QuickBooks template (rather than being available to just one activity). This provides the same functionality you are familiar with in QuickBooks, with all Classes available for use with any chosen Service Item.
When examining those imported tasks in your QuickBooks template, you will find all of the QuickBooks Class-Tasks available for review under any of the Senomix activities imported from QuickBooks. These tasks can be edited like any other task in Senomix, with the change made in your task administration screen applying universally to that billing code. For example, if a QuickBooks Class-Task was set to be Inactive under a Senomix activity in the QuickBooks template, it would also be inactivated for all other QuickBooks activities (not just the one activity under which the edit was made).
QuickBooks Service Items as Tasks
To ensure your QuickBooks Classes remain the only Tasks available for selection, your QuickBooks Service Item list should not contain any sub-items. Conversely, if your office does not use QuickBooks Classes, Service Items can be set to have sub-items to provide your office with Tasks for selection. For example, the Analysis Service Item is set here to have two sub-items in QuickBooks:
When imported, the "Client Interviews" and "Interface Review" items show above would be imported as tasks under the Senomix activity "Analysis", rather than being items available for selection in all of the activities imported from QuickBooks.
If your office is using QuickBooks Classes, you will want to leave all Service Items at the Senomix activity level (and so not have any sub-items). Continuing with the example above, rather than use sub-items, you would want to add in the three Analysis items as their own Service Items in your QuickBooks Item List, as follows:
Those Service Items would then be imported as their own Senomix "Analysis" activities, each of which would have tasks from your QuickBooks classes available for use.
Keeping QuickBooks and Senomix in Synch
Since QuickBooks identifies Senomix billing codes by their name when importing timesheet and expense claim data, project, activity, task, expense type and vendor names should not be changed after the data has been imported from QuickBooks. If a name is changed in Senomix, it will be added as a new Customer, Service Item, Class, Account or Vendor within QuickBooks when timesheets or expense claims are next exported into QuickBooks.
As new items are added to your QuickBooks application, they can be imported into your Senomix system. All previously imported items will be ignored during the import process, with only new values imported. New Service Items and Classes which are imported into your Senomix system will be added to the QuickBooks template created for those elements, and so will be automatically deployed to all other projects assigned to use that template.