Use of this online manual:
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This online manual provides information on configuring and setting up the optional AyaNova QBI program and use of QBI features.
Screenshots depicted in this manual may not display exactly as your copy of QBI, AyaNova and QuickBooks does, as dependant on your data, your versions, etc.
You should be familiar with the AyaNova program before using QBI
QBI Features:
The AyaNova QBI interface is an add-on application for use with AyaNova service management software as a stand-alone application that works between the AyaNova database and QuickBooks company data file.
AyaNova QBI uses the latest software interface provided by Intuit for automating access to QuickBooks. There are no import or export files involved as AyaNova QBI "talks" directly to QuickBooks at a direct level.
QuickBooks handles all incoming data and enforces data integrity rules ensuring no bad data can get into QuickBooks.
AyaNova QBI 4 has the following features:
| • | Import clients, vendors and items from the QuickBooks company data file into the AyaNova database |
| • | Import clients, vendors, parts and rates from the AyaNova database into the QuickBooks company data file |
| • | Link existing AyaNova data with existing QuickBooks data |
| • | Update all AyaNova part price and cost with linked QuickBooks item price and cost via the "Update Part Prices" feature |
| • | Set linked parts pricing between the AyaNova database and the QuickBooks company data file during the invoicing act |
| • | Export data from AyaNova service workorders into QuickBooks invoices |
| • | Consolidate multiple AyaNova service workorders into one QuickBooks invoice |
Import clients, vendors and items from the QuickBooks company data file into the AyaNova database
This way 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, parts and rates from the AyaNova database into the QuickBooks company data file
AyaNova QBI can import AyaNova client 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.
New QBI v4 features:
| • | Ability to pre-select the Terms for an AyaNova client imported into QuickBooks is a new QBI v4 feature |
| • | Ability to import AyaNova parts into QuickBooks is a new QBI v4 feature |
| • | Ability to import AyaNova rates into QuickBooks is a new QBI v4 feature |
Link existing AyaNova data with QuickBooks data
If you already have the same clients, vendors and/or items entered in both AyaNova and QuickBooks, just link the existing data.
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.
Previous AyaNova 1.9.4.4 users that have updated to AyaNova v4 can auto-link existing AyaNova v4 data with existing data in QuickBooks
Previous AyaNova 3 users that have updated to AyaNova 4 will have a seamless upgrade as existing links will be maintained.
Update all AyaNova part price and cost with linked QuickBooks item prices via the "Update AyaNova Prices" feature
New QBI v4 feature:
| • | Use the "Update AyaNova Prices" menu option to set all AyaNova part price and cost to that of the linked QuickBooks item price and cost |
Set linked parts pricing between the AyaNova database and the QuickBooks company data file during the invoicing act
At the time of invoicing, if there is a difference between the AyaNova price and the QuickBooks price, you can select to use the AyaNova price or use the QuickBooks price, as well as have QBI set either the AyaNova workorder price to the QuickBooks price, or set the QuickBooks item price to that of the AyaNova workorder part price.
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. |
| ▪ | 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 |
| ▪ | Automatically set the QuickBooks "Class" on invoices. If you use Classes in QuickBooks you can select one of the existing QuickBooks classes as a default for all invoices created through AyaNova QBI. |
| ▪ | 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 consolidate service workorder billable information into one invoice for the same client |
| ▪ | 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. |
| ▪ | 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. |
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.