QuickBooks Integration: Working with Customers


Now that you've completed the wizard, the integration will mostly take care of itself. Remember to always have the ESC Accounting Server open and connected. Below you will find more information on how the integration functions and how Customer information is transferred.

Entering Customers
Any new customers that are to be entered into your company database are entered into ESC first. ESC will transfer the information to QuickBooks as soon as the customer information is saved in ESC. The fields in QuickBooks that are filled in by ESC are the following:

Customer ID: This field is filled in by the customer’s last name, followed by a comma and the customer’s first name, with the customer number in ESC added to the end, to a maximum of 20 characters. If there is no First Name entered in ESC, then the name appears with the Company Name followed by the customer number (e.g. Johnson, Tara 000000, or City Copies 0000004).
Name: The First Name from ESC followed by the Last Name, or just the Company Name.
Contact: The information entered in the Contact field for location 00001 for the customer.
Address: The information from the Address fields in ESC. The main address of the customer appears in the Bill To Address area of the customer record in QuickBooks, and the Address information in location 00001 goes to the Ship To Address 1 field.
City, State, Zip: The information from the City, State, and Zip from ESC, in the same manner as the Address fields.
Sales Tax: The Sales Tax Code from location 00001.
Telephone 1: The telephone number in the first phone number field, unless it is labeled Fax in ESC.
Telephone 2: The telephone number in the second phone number field in ESC, unless it is labeled Fax.
Fax: Any phone number that has the label Fax in ESC.
Terms: From the Terms field for the customer in ESC.  Note: Terms are only passed over to QuickBooks the first time the customer is added.  Updating Terms in ESC later will not update the Terms for this customer in QuickBooks.  Both will need to be done manually.

Modifying Customers
Like adding a new customer, customer changes are entered into ESC and then sent to QuickBooks when the change is saved. Only changes to the fields listed above will appear in QuickBooks. Changes to any of the above listed fields made in QuickBooks will be overwritten by ESC the next time the customer is saved or invoice is posted. Changes made in QuickBooks do not affect the record in ESC. Adding a Location to a customer in ESC will not change the record in QuickBooks in any way; ESC tracks the location information, while QuickBooks lists the billing address information.

Deleting Customers
We generally recommend against deleting a customer record. Instead, it is safer to make the customer inactive. However, if the situation arises that a record needs to be deleted, the records in each of the programs must be deleted separately. Thus, you would delete the customer record from ESC, and then access QuickBooks to delete the customer record created there as well. QuickBooks will not let you delete a customer record once it has any kind of journal activity (invoice, payment, etc.) associated to it.

Resynchronizing Customers
If, for some reason, ESC is not connected for a period of time to QuickBooks and several customers are entered into ESC that do not transfer to QuickBooks, you have three options once the programs are reconnected. The first is to allow those customer records move over on their own as invoices for the customers get posted; ESC will make sure the customer is created in QuickBooks before allowing any invoices for the customer to post. The second option is to pull up those customers that were entered while the programs were disconnected one by one and re-save them all. The third option is to use the QuickBooks Connection Wizard, which will allow you to add any customers not already in QuickBooks to the accounting package.

If you create a customer in QuickBooks instead of ESC, then you will need to use the QuickBooks Connection Wizard to pull those customer records from QuickBooks into ESC. In addition, if for any reason the link between the customer records in ESC and QuickBooks is broken, the QuickBooks Connection Wizard will allow you to match the customer records between the two programs.

QuickBooks Integration: Invoices & Accounts Receivable

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