Using QuickBooks Button from Inventory or Deal/Trade Tab

*Note: When using the QuickBooks direct interface, QuickBooks must be running in the background with the appropriate baby_right company file baby_rightopen.

When the QuickBooks button is pressed from either the Inventory tab or the Deal/Trade tab the user will be presented with a list of transactions from DeskManager to be updated into QuickBooks.  The amount of transactions that are listed will depend on the date range selected in the “From” and “To” date selection windows in the upper right of the Updated Transactions window.  Should the user wish to change the date range, the reload button must then be pressed to update the data in this window to the new date range.

The user may now individually tag items to be transferred to QuickBooks by placing a check in the box to the left of the desired transaction or the entire list can be selected by using the “Tag” button at the top of the window and selecting “Tag All” from the menu.

Once the user has the desired records tagged, clicking on the “Send Tagged to QuickBooks” button will start the transfer process.

The First time this process is run, DeskManager will need to be given permission to update your QuickBooks company data files.  The QuickBooks program will have a window open asking for instructions on when to allow this program access to the company files.  Once this has been configured the DeskManager program will continue with the transfer.  The next step will be for DeskManager to create the necessary accounts that will be used according to the information provided in the different areas under File – Setup – QuickBooks.

After DeskManager verifies that the setup has completed, the transfer of the data for each stock number into QuickBooks will begin.

If there are any problems encountered during the Transfer, an error log will be generated listing the transactions that could not be transferred along with an error message.  The various transactions should then be examined and any problems corrected before attempting to send again.

The Open button will allow users to examine the details of an invoice being sent to QuickBooks.  This feature will only work on items of type “Deal”.  To use this, highlight a “Deal” item in the list then click on the open button.  The program will open a new window where the invoice information for this deal will be displayed.

By pressing on the Search button, the user opens a window where a search term may be entered.  When the information to be searched for is entered and the OK button is clicked, any row where the requested information was found will be marked with a check in the box to the left of the row.

The Tag button will bring up a menu allowing the user to either Tag All, Un-tag All, or Tag/Un-tag any items on the list.  Tag All will mark all items on the list for exporting to QuickBooks.  Un-tag All will remove the tag from every item on the list.  Tag/Un-tag will invert the current tagging as seen on the list or all currently un-tagged items will become tagged and all currently tagged items will become un-tagged.

Selecting the Print button will print a list of all items on the list that are currently tagged.

If it is necessary to change the dates listed in the “From” and “To” fields, use the Reload button to refresh the list with all the transactions that took place within the date range selected.

Send Tagged to QuickBooks
Clicking on this button will begin the process of transferring the selected transactions to QuickBooks.  Should there be any problems with any transaction, it will not be sent and an error report will be displayed after the processing is completed.

From / To dates
Use these fields to select the starting and ending date range the system will use to find transactions to be updated into QuickBooks.  Should you change either of these dates after opening the QuickBooks Transaction Interface, use the Reload button to repopulate the list using the updated date range.