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We suggest you perform the following in the following order from installation, configuration, initial mapping before attempting to use QBI for invoicing AyaNova completed service workorders into QuickBooks invoices.
| 1. | Perform the Installation & Configuration to install and configure QBI for use with your QuickBooks company data file and the AyaNova database. |
| 2. | Perform the mapping of existing data between the two databases. |
| i. | Link existing clients in both AyaNova and QuickBooks (either manually and/or via Auto-Link) |
| ii. | Import non-linked clients from AyaNova to QuickBooks |
| iii. | Import non-linked clients from QuickBooks to AyaNova |
| i. | Link existing vendors in both AyaNova and QuickBooks (either manually and/or via Auto-Link) |
| ii. | Import non-linked vendors from AyaNova to QuickBooks |
| iii. | Import non-linked vendors from QuickBooks to AyaNova (based on type of vendor) |
| 1. | (please note - if Wholesalers are not yet linked before importing QuickBooks Items into AyaNova, you will not be able to select those parts in AyaNova in purchase orders) |
| i. | Link existing AyaNova Service Rates with QuickBooks (either manually and/or via Auto-Link) |
| ii. | Import non-linked Service Rates from QuickBooks to AyaNova |
| i. | Link existing AyaNova Travel Rates with QuickBooks (either manually and/or via Auto-Link) |
| ii. | Import non-linked Travel Rates from QuickBooks to AyaNova |
| i. | Link existing parts in both AyaNova and QuickBooks (either manually and/or via Auto-Link) |
| ii. | Import non-linked parts from QuickBooks to AyaNova |
| 3. | Edit descriptive text to use on QuickBooks invoices |
| a. | If you print out from AyaNova a detailed completed report for each workorder to accompany the invoice, you might just reference the workorder number(s) on the invoice |
| b. | If you do not print out from AyaNova a detailed completed report for each workorder to accompany the invoice, you might have descriptive text include aspects of the data from the workorder(s) to display right on the invoice - such as workorder number(s), schedulable user(s) that performed the service, start and stop Labor times, workorder item summaries, details from each Labor item |
| 4. | Use QBI to invoice AyaNova service workorders into QuickBooks |
| a. | Fix unlinked data or price differences between linked AyaNova and QuickBooks parts |
| b. | Invoice single or multiple service workorders via QBI into QuickBooks. |
| c. | Confirm in QuickBooks that the service workorder information was invoiced out correctly. |
| d. | Confirm in AyaNova that the invoice number for the corresponding service workorder(s) was entered in Invoice #: field, service workorder set to closed, status set to that entered in preferences - and if set to fix differing information. |
NOTE - QBI only obtains QuickBooks and AyaNova information when QBI first loads - so if you enter new information into either QuickBooks or AyaNova with QBI running - QBI will not be aware of it. You will need to close QBI and restart it.
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