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[QBI Features] [Requirements]
[Licensing] [How
it works] [Trial]
See below for more information on the features
QBI - QuickBooks interface with AyaNova service management & work
order software.
We encourage you to review the
AyaNova QBI v4
Help which provides detailed information on
all features as well as screenshots and tips on use.
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Also check out the Videos
web page for a video of some of QBI features
Import clients, vendors and items from the QuickBooks company data
file into the AyaNova database
Its an easy drag and drop to import and to link.
You can drag individual QuickBooks items to
AyaNova using QBI, as well as can drag multiple items at a time.
Using the import feature, data is only entered once and ensures that
the AyaNova items match the QuickBooks items to facilitate
converting AyaNova work orders into QuickBooks invoices
automatically.
Import clients, vendors,
rates and parts from the AyaNova database into the
QuickBooks company data file
Its an easy drag and drop to import and to link.
AyaNova QBI can import AyaNova client, rate, parts and vendor
data into QuickBooks. An example is a new client requests service.
Their client information is entered into AyaNova. When it comes time
to invoice in QuickBooks, you can just import that AyaNova client's
information into QuickBooks without the need to manually re-enter
again in QuickBooks.
Link existing AyaNova data with existing QuickBooks data
Its an easy drag and drop to link existing AyaNova
data with existing QuickBooks data.
Or just select the Auto-Link menu option.
Linking is different from importing in that the
original AyaNova record is preserved as-is and is marked internally
with the record in QuickBooks that it matches to.
This is also useful when you have records in AyaNova
that differ from QuickBooks. For example, you may have multiple
clients in AyaNova that represent separate locations for service but
want to link them all to a single QuickBooks client for billing.
This is also useful if you have many pre-existing
items in AyaNova as you can link them to QuickBooks records without
losing their historical data as you would if you started with newly
imported items.
If you have already entered in items (clients,
parts, rates) into AyaNova, if they have the exact same name as in
QuickBooks, they can be auto-linked instead of having to be manually
individually re-linked.
We encourage you to review the
AyaNova QBI v4
Help which provides detailed information on
all features as well as screenshots and tips on use.
Update linked information between the AyaNova database and
QuickBooks company data file
If you have already imported and linked items into
AyaNova via QBI from QuickBooks, and you edit the price information
in QuickBooks (or AyaNova), you can update the price information for
Parts in AyaNova (or QuickBooks) just before invoicing with a easy
selection as QBI notifies you if there is a price discrepancy
Update AyaNova parts price and cost with the linked QuickBooks items
price and cost via one menu option
QBI will automatically update the AyaNova parts
price and cost that are linked to QuickBooks items using the Update
AyaNova prices menu option.
Export data from AyaNova service workorders into QuickBooks invoices
AyaNova QBI can be used to quickly and easily turn
AyaNova work orders into QuickBooks invoices. All billable items in
an AyaNova work order can be exported into an invoice in QuickBooks.
This saves re-entering data manually because the data in the service
workorder is directly converted to a QuickBooks invoice without any
retyping of information.
AyaNova QBI work order export into QuickBooks
invoice has the following features:
 | Auto select work orders for billing based on AyaNova status. |
| Price protection for parts: AyaNova QBI flags part prices
that differ in AyaNova from QuickBooks. You can accept the
difference, or change the AyaNova service workorder, or change
the AyaNova item price, or change the QuickBooks price to match
the AyaNova service workorder - with a click. |
| Apply discounts set to part prices in AyaNova for a specific
workorder to the invoice |
| If a labor item in an AyaNova workorder has been banked via
Banked Service, QBI will invoice the labor item at 0$ amount. This way, if
your client has pre-paid for service, and you have banked the
service charges against their pre-paid amount, the client will
not be re-billed for that service in a QuickBooks invoice. |
| Automatically ensures that work orders contain only items
that are recognized by QuickBooks. If an item has not yet been
linked to QuickBooks you can link it quickly and easily. |
| Set descriptive text to include on invoice for the work
order – such as work order number, Quick Description field from
work order, unit (client equipment) selected within work order,
labor details, etc |
| Via the QBI setup, select the QuickBooks template invoice
you wished used if applicable (depends on the version of
QuickBooks if available) |
| Choice of invoicing out per service workorder, or by default
consolidate service workorder billable information into one
invoice for the same client |
| All data sent to QuickBooks in the process of creating
invoices is automatically verified by QuickBooks for validity.
Unlike older .iif file import / export methods of getting data
into QuickBooks, AyaNova QBI uses the much more robust software
developer interface provided by Intuit for use with QuickBooks.
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We encourage you to review the
AyaNova QBI
v4 Help which provides detailed information on
all features as well as screenshots and tips on use.
Set descriptive text from the AyaNova service workorder to display
on the QuickBooks invoice
Although we encourage that your customer receives a AyaNova
service workorder report that details all service information, you
do have the option to have descriptive text from the AyaNova service
workorder display on the QuickBooks invoice.
This includes many different fields from the AyaNova service
workorder from the workorder number to the labor details.
Consolidate multiple AyaNova service workorders into one QuickBooks
invoice
Easily consolidate billable service workorders for the same
QuickBooks client, or simply select to invoice out each service
workorder individually.
Preset
AyaNova and QuickBooks settings to use
AyaNova QBI settings can be changed at any time.
Set the billable workorder status service workorders are that are
ready for billing to distinguish from those not yet to be billed.
Set the workorder status the service workorder is changed to to
distinguish it from service workorders not yet invoiced.
If you use Classes in QuickBooks you can select one of your
existing QuickBooks classes as a default for all invoices created
through AyaNova QBI.
If you use invoice templates, you can select one of your invoice
templates to use as a default for invoices created.
Set invoices created by AyaNova QBI to "Ready
to print" status in QuickBooks. This means that you can print all
the invoices at once from QuickBooks.
Set the QuickBooks Memo Field to identify who
ran QBI to create the invoice for record keeping.
We encourage you to review the
AyaNova QBI v4
Help which provides detailed information on
all features as well as screenshots and tips on use.
How it works
The QBI program acts as a "bridge" between your QuickBooks company
data file and the AyaNova database.
The QBI program does not itself maintain any data. All
settings are maintained in the AyaNova database.
QBI queries the QuickBooks company data file that is running
for its customers, vendors and items; and queries the AyaNova
database for its clients, rates, parts and vendors and billable
service workorders.
Use QBI to easily drag and drop AyaNova and QuickBooks
objects for linking and importing.
When an AyaNova service workorder meets the requirements that
indicate it is ready for being invoiced, that service workorder
will display in QBI where you select to invoice it - at which
time it updates the AyaNova service workorder that it has been
invoiced and creates the invoice in QuickBooks.
Detailed information on installation, configuration, features and
use can be found in the
AyaNova QBI v3 Manual
QBI v4 Requirements
| The latest version of AyaNova v4 installed and operational |
| MS Windows 2000, XP, 2003, Vista (with all applicable
service packs and/or patches) |
| QBFC 5.0 (QuickBooks Foundation Class - refer to
QBI v3
Help requirements) |
Compatible with the following versions of QuickBooks
| U.S. QuickBooks Enterprise, Pro and Premier Editions 2003, 2004,
2005, 2006, 2007, 2008 |
| Canadian QuickBooks Pro and Premier Editions
2003, 2004, 2005, 2006, 2007, 2008 |
| UK QuickBooks Pro and Accountant Editions 2003, 2004, 2005,
2006, 2007, 2008 |
Licensing
| Only one AyaNova optional add-on QBI v4 license is needed
per database regardless of the number of users that will run QBI |
| Do note that it is recommended that only one person at a
time run QBI to ensure no double-invoicing. |
| Pricing information for QBI v4 can be found on our Pricing page
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| Purchase QBI v4 via the link on our
Purchase page |
If you have any questions, do post on the
AyaNova Support Forum or
contact us
directly.
Trial
We would be happy to send you a temporary keycode for AyaNova
and QBI.
A. If you are already licensed for AyaNova
scheduled users, send the following information via direct email
to support@ayanova.com
or via
our online request form:
| Specify that you want to try out QBI with your existing
licenses |
| Log into your AyaNova as the Administrator, select menu
Help -> License, and copy all information and paste into the
email to us |
B. If you have not yet purchased AyaNova
scheduled user licenses, send the following information via
direct email to support@ayanova.com or via
our
online request form:
| Your name |
| Your company name |
| Your company contact information |
| Your company web site (if you have one) |
| The number of schedulable users you would like to trial
AyaNova with (see How many licenses do I
require? question on our
FAQ Answers web
page) |
| And that you would like a 30 day full trial for AyaNova
and QBI |
| Also identify if you want trial license for
WBI and/or
PTI and/or MBI
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[QBI Features] [Requirements]
[Licensing] [How
it works] [Trial]
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Copyright © 1999, 2008
Ground Zero Tech-Works Inc.
AyaNova® is either a registered trademark or trademark of Ground
Zero Tech-Works Inc. in the United States and/or other countries.
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