Linking existing data is when you have the object already entered in both AyaNova and QuickBooks, and you wish to link the two objects together so that you can use the invoice feature of QBI.
If the clients are not linked, QBI will not know which QuickBooks customer is to be invoiced for the AyaNova service workorder; or which QuickBooks items are to be invoiced out for the AyaNova parts and rates on the service workorder.
If the QuickBooks vendors are not linked to AyaNova vendors, imported or linked parts will not have the corresponding linked QuickBooks vendor to the AyaNova wholesaler.
If the QuickBooks parts are not linked to AyaNova parts, QBI will not know what QuickBooks Item to invoice out for the part on the AyaNova service workorder.
If the QuickBooks rates are not linked to AyaNova rates, QBI will not know what QuickBooks Item to invoice out for the rate on the AyaNova service workorder.
Examples of situations when you would use the manual link feature of QBI is:
| 1. | Existing clients in AyaNova are actually billed to a head office that is entered in QuickBooks |
| • | So you would want multiple AyaNova clients linked to one QuickBooks customer (which is the one office that all these AyaNova clients get their invoices sent to). |
| 2. | You have manually entered some data in AyaNova that may not have the exact same name as the name in QuickBooks |
| • | So the automatic link Auto-Link feature would not work |
| 3. | You want full control over what existing AyaNova data is linked to what existing data in QuickBooks |
| • | So you want to manually link each QuickBooks object to each AyaNova object |
Do note that you can first manually link some objects, and than automatically link whatever objects are not yet linked. You are not forced to do only one or the other.
Do note that manually linking objects does not update information from one object to the other - it links the two objects only.
To manually link an AyaNova object to a QuickBooks object by selecting and dragging the AyaNova object to the specific QuickBooks object:
| 1. | If not already viewing the Map & Import screen select the menu Tools -. Map & Import |
| 2. | Select what type of object you wish to map & import by selecting the menu Object <In the following screenshot we have selected to map & import Clients> |
| 3. | Find on the AyaNova side the AyaNova object you want to link, and find on the QuickBooks side the QuickBooks object you want to link. <in this example its the AyaNova client Lawyers R Us and the QuickBooks customer Kim, Glen> |
| 4. | Click and hold down on the indicator (the square to the left of the AyaNova object's name) <you will note that the object indicator now shows an arrow within it> |
| 5. | Now drag it to the QuickBooks object and release overtop of the QuickBooks object <you will note your cursor changes to a  while dragging it> |
| 6. | QBI will pop up a window to confirm this is the QuickBooks object you wish to link this AyaNova object with |
7. Now the two objects will show the linked symbol
8. You can also select multiple AyaNova objects at one time by holding down the CTRL key on your keyboard and than select the object indicator of each item, and than dragging all at the same time to the QuickBooks object you want them all to link to.
9. You can also select multiple AyaNova object at one time by holding down the SHIFT key on your keyboard, select the first listed object, and the last listed object, and all will be selected so you can than drag all to manually link at the same time to the QuickBooks object.
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.