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What information syncs with QuickBooks Desktop?

This article refers to the newest version of the QuickBooks Desktop Sync, released to some customers starting July, 2016. 

The QuickBooks Desktop Sync allows Fleetmatics WORK to update 3 types of data in QuickBooks:

  • Clients: 2-way sync between WORK and QuickBooks
  • Invoices: 1-way push from WORK to QuickBooks
  • Payments: 1-way push from WORK to QuickBooks

When syncing data between QuickBooks Desktop and Fleetmatics WORK, the following data “mapping” tables have been provided to show:

  1.  Which information gets synced, or is supported, by QuickBooks Desktop Sync
  2. Which fields match (or “map”) to the opposing system

This mapping information will help ensure you know whether certain information will sync, or not – and if so, where that information will go.

 

Client Data Mappings (FM Work to QuickBooks Desktop)

 This table shows the Client information that syncs from Fleetmatics WORK to QuickBooks Desktop.

Ref No.

Fleetmatics Clients

QuickBooks Clients

1

Client Name

Customer Name

2

Client Name

Bill To -> Street 1

3

Status

Inactive Flag1

4

Street 1

Bill to -> Street 2

5

Street 2

Bill to -> Street 3

6

City

Bill to -> City

7

Postcode

Bill to -> Zip / Postal code

8

State

Bill to -> State

9

Country

Bill to -> Country

10

Phone

Main Phone

11

Email

Email

12

Fax

Fax

13

Mobile

Alt Phone

14

Primary Contact -> First Name

First Name2

15

Primary Contact -> Last Name

Last Name

16

Primary Contact -> First Name

Primary Contact -> First Name

17

Primary Contact -> Last Name

Primary Contact -> Last Name

WORK Client Record to QuickBooks Mappings

 

The following rules apply when data is synced from Fleetmatics WORK to QuickBooks Desktop:

  1. Only Client records that are set to “Active” status will be synced to QuickBooks Desktop.
  2. The contact will only be mapped if there are primary contacts created in WORK. If not, then no Contacts are mapped to QuickBooks Desktop.

 

Client Data Mappings (QuickBooks Desktop to FM WORK)

Because client records are synced both ways, some rules and conditions can be different when data is synced from QuickBooks Desktop to Fleetmatics WORK. This table shows the Client information that syncs from QuickBooks Desktop to Fleetmatics WORK.

Ref

QuickBooks

FM WORK

1

Customer Name

Client Name

2

Bill to -> Street 1

Street 1 (Conditional – see notes below)1

3

Bill to -> Street 2

Street 1 or Street 22

4

Bill to -> Street 3

Street 23

5

Bill to -> City

City

6

Bill to -> Zip / Postal Code

Post Code

7

Bill to -> State / Province

State

8

Bill to -> Country / Region

Country

9

Main Phone

Phone

10

Main Email

Email

11

Fax

Fax

12

Mobile

Mobile

13

Contact -> First Name

Primary Contact -> First Name4

14

Contact -> Last Name

Primary Contact -> Last Name

15

Contact Name

N/A

 

  1. In QuickBooks Desktop, the “Bill To” address field automatically includes the Customer Name in the first line. If this is the case, the mapping will disregard this line 1 information and will start mapping the 2nd line of information to the “Street 1” address field in Fleetmatics WORK instead.
  2. Following the rule above, all other QuickBooks Desktop “Bill To” street address information will automatically adjust when syncing to Fleetmatics WORK.
  3. If Bill to. -> Street 2 has already been mapped to Street 2, then any more address information found in QuickBooks Desktop “Bill To Street 3” information will be displayed together with Fleetmatics line address 2 (“Street 2”), like so: "QB's Street 2" + ", " + QB's Street 3" (“QuickBooks Ave., Ste. #101”)
  4. If no information is entered in QuickBooks Desktop’s “First Name” field, then no contact is mapped or created in Fleetmatics WORK.

 

Job Data Mappings

The QuickBooks Desktop Sync has the ability to recognize which jobs are located at a customer location. This specific information is labelled differently in Fleetmatics WORK, than in QuickBooks.

  •  When a job is performed at a location other than the Customer’s “Bill To” address in QuickBooks, these are recorded as a “Job Location” in QuickBooks Desktop.
  •  In Fleetmatics WORK, these locations are called “Sites” and are created as other addresses under the main client. These sites can exist with or without a job.
  •  During the sync, if any of these jobs are created for a site, they will be pushed to QuickBooks Desktop as a job under the customer, thereby preserving the original set-up of the customer records.

 

 

FM WORK Site -> QuickBooks Job

 

Ref

FM WORK

QuickBooks

1

Site Name

Job Name

2

Client Name

Bill to -> Address Line 1

3

Client -> Street 1

Bill to -> Address Line 2

4

Client -> Street 2

Bill to -> Address Line 3

5

Client -> Suburb

Bill to -> City

6

Client -> State

Bill to -> State / Province

7

Client -> Post Code

Bill to -> Zip / Postal Code

8

Client -> Country

Bill to -> Country

9

Job -> Site Name

Ship to -> Name

10

Job -> Street 1

Ship to -> Address Line 1

11

Job -> Street 2

Ship to -> Address Line 2

12

Job -> Suburb

Ship to -> City

13

Job -> State

Ship to -> State / Province

14

Job -> Post Code

Ship to -> Zip / Postal Code

15

Job -> Country

Ship to -> Country

  

Invoice Data Mappings

Invoices in Fleetmatics WORK are pushed to QuickBooks Desktop to the associated Customer account.

  • All new Invoices created in Fleetmatics WORK will also be created in QuickBooks Desktop
  • Any changes made to these invoices in FM WORK will be updated in QuickBooks Desktop and will overwrite changes made in QuickBooks.
  • Only Invoices created or updated after the integration is enabled will be pushed from FM WORK to QuickBooks Desktop.

Ref

FM WORK

QuickBooks

1

Invoice #

Invoice #

2

Invoice Date

Date

3

Due Date

Due Date

4

Invoice Note

Memo

5

Client Name

Bill to -> Street 1

6

Client -> Street 1

Bill to -> Address Line 2

7

Client -> Street 2

Bill to -> Address Line 3

8

Client -> Suburb

Bill to -> City

9

Client -> State

Bill to -> State / Province

10

Client -> Post Code

Bill to -> Zip / Postal Code

11

Client -> Country

Bill to -> Country

12

Job -> Site Name

Ship to -> Name

13

Job -> Street 1

Ship to -> Address Line 1

14

Job -> Street 2

Ship to -> Address Line 2

15

Job -> Suburb

Ship to -> City

16

Job -> State

Ship to -> State / Province

17

Job -> Post Code

Ship to -> Zip / Postal Code

18

Job -> Country

Ship to -> Country

19

Job Description

Customer Message

20

Job Type

Class*

*The Class is determined based on the selection you made during your sync set-up. For batch invoices, the Class will be mapped only if the jobs in the batch have the same Job Type.

 

For Each Invoice Line Item:

 

Ref

FM WORK

QuickBooks

21

Tax Rate

Taxable / Non-taxable1

22

Item Name

Item Code

23

Quantity

Quantity

24

Item Description

Description2

25

Unit Price (Unrounded)

Price

26

Job Type

Class3

 

 

FM WORK Tax Rate -> QuickBooks Sales Tax Item

Ref

FM WORK

QuickBooks

1

Tax Name

Sales Tax Name

2

Tax Rate

Tax Rate (%)

3

N/A

Tax Agency

 

  1. The “Tax” or “Non-Tax” indicator will map only if the "Using Sales Tax" Setting is enabled in your QuickBooks Desktop.
  2. Line Item may also create new Inventory Item in QuickBooks. See Non-inventory part below.
  3. The matching QuickBooks Class will be assigned based on the selections you made during set-up. For batch invoices the line items can have different classes.

 

 

 

FM WORK  Inventory Item / Labor Item -> QuickBooks Non-inventory Part

Ref

FM WORK

QuickBooks

1

Item Name

Item Name/Number

2

Item Name

Manufacturer's Part Number

3

N/A

Account

 

 

Payment Data Mappings

Payment records created in Fleetmatics WORK will always create new records in QuickBooks Desktop.

  • Any changes made to existing payments in Fleetmatics WORK that have already been pushed to QuickBooks Desktop will not be updated
  • These changes will be pushed as new payments in QuickBooks Desktop
  • Only payments created after the sync is enabled will be pushed to QuickBooks Desktop

 

FM WORK Payment -> QuickBooks Payment

 

Ref

FM WORK

QuickBooks

1

Check Number

Reference / Check #

2

Payment Date

Date

3

Payment Type

Payment Method

4

Invoice Number

Number

5

Amount

Payment Amount

6

Payment Notes

Memo

 

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