QuickBooks Synchronization Overview

Owned by Heidi Adams
Last updated: Apr 05, 2022
2 min read

Overview

The QuickBooks Synchronization module is used to transfer transaction data from Interact to QuickBooks Pro. It can also be used to synchronize account, hauler, material, classes, and tax tables between Interact and QuickBooks Pro.

The QuickBooks Synchronization has been created and tested using QuickBooks Pro 2004 and newer. Advanced Weighing Systems (AWS) will not guarantee or support the functionality of this tool with older versions of QuickBooks. Please note that you may need to change your current accounting processes to accommodate the Interact software and QuickBooks Synchronization.

The interface between QuickBooks Pro and Interact is not a direct export and import of data. The interface allows AWS to transfer data from Interact to QuickBooks Pro. It is an on-demand, batch process, not a “real-time” interface. The only way the transfer can occur is when QuickBooks Pro and Interact are installed on the same computer.

The QuickBooks Synchronization will transfer the quantity and total charge calculated in Interact to QuickBooks Pro. This allows QuickBooks Pro to calculate the rate (charge ÷ quantity = rate). This approach takes advantage of the multiple price table structure and special item pricing for jobs within Interact. Given the way QuickBooks Pro performs its calculations, the rate printed on the QuickBooks Pro invoice may carry out to 5 decimal places. This is the most accurate method of data transfer between these two applications and avoids rounding differences in the amount charged by Interact and QuickBooks Pro.

The QuickBooks Synchronization  will correctly transfer the following accounting transactions from Interact to QuickBooks Pro:

  • Invoiced Transactions (Charges)
  • Cash Sales
  • Payments / Credits
  • Material Returns
  • Taxes

The QuickBooks Synchronization will correctly transfer the following transaction data from Interact to QuickBooks Pro:

  • Account Name
  • Invoice Number
  • Quantity (Net Weight, Unit Count, Yards)
  • Unit of Measure
  • Transaction Date
  • Ticket Number
  • Item/Material Code
  • Total Base Charge
  • Tax
  • Freight Charges
  • Transfer Date and Time
  • Transaction PO

It is required that the following tables be synchronized between Interact and QuickBooks:

  • Accounts
  • Haulers/Vendors
  • Materials
  • Class (if used)
  • Taxes Authorities
  • Tax Codes (taxable)
  • Tax Codes (non-taxable)
This means that for every valid account, hauler, material, class, tax authority, and tax code in Interact, there must be a corresponding customer, vendor, item, class, tax authority, and tax code in QuickBooks. The QuickBooks Synchronization provides a table synchronization tool to aid in performing this task.

QuickBooks Limitation

All records must be at the root level of the QuickBooks Account, Vendor, and Material tables. QuickBooks does not allow for the transfer of data into sub groups. In the QuickBooks Customer table this is often referred to as a Job. In the QuickBooks Material table this is often referred to as a SubItem.

QuickBooks Interface Module Registration

The QuickBooks Synchronization application will be activated during the Interact software registration process.

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