Quick Books Conduit
From ProfitBoost Manual
How PIF Pro Interfaces with PIF Pro
A "conduit" to "pipe" data from PIF Pro to Quick Books is used. When an RO is finalized, an invoice is created. The invoice information (revenue and cost of sales) and any payment information can be 'piped' into Quick Books. An executable program that resides on the workstation where QuickBooks is run at intervals a user determines to pipe a copy of the information from PIF Pro to QuickBooks. This is run daily by most users but it can be run more or less frequently. Running a "synchronization(sync)" is a simple matter of setting the date thru which you want data imported, clicking start, and data is piped into Quick Books for ROs that were finalized on or prior to the date specified thus syncing QuickBooks with PIF Pro. ProfitBoost support staff assists you to install and set up the QB Conduit when you are ready. There is an additional monthly support fee to use this feature. Contact ProfitBoost for additional information about charges and conduit limitations.
Set up and preparation
Refer to QB_Account_Map and set up your Accounting Map.
Backup the QuickBooks company file you are working with immediately before running a sync. Then, if for some reason there is a problem, you can restore to the QuickBooks file as it was before the sync modified it.
It is recommended that you print and review PIFPRO “Daily Closed Activity”, “Daily AR Payments” and “Cost of Jobs by RO” reports for the date span that will be importing prior to running a sync. It is easier to correct errors prior to the import than after. When you are confident the data is accurate you are ready to proceed.
Getting Started
Open the PIFPRO QB Conduit (pifqb.exe) and key data into the blanks. ProfitBoost Client Support will provide you with the correct URL for your application.
Company Login: The login name you use to login to PIFPRO Company password: The password you use to login to PIFPRO User Login: (your PIFPRO user name) User Password: (your PIFPRO user password) Sync ROs Thru Date: the newest date of the data you want imported in mm/dd/yyyy format. This is based on the RO invoiced date. Data from ROs Finalized on or before the date will import, those finalized after will not import. (i.e. If payment is posted to PIF PRO before the RO is Finalized, the payment info will not import until the RO has been Finalized, and the sync thru date is set for the date of or later than the RO invoice date.) With correct info in the PIFPRO QB Conduit (pifqb.exe), and with QuickBooks Company file open on your local computer (the one you are working at) you are ready to sync. Click the "Sync" button and the sync process will run.
You can open your QuickBooks Company file, have the Customer List open, and open the Conduit on top of QuickBooks. Then when you start the sync, you will see the customer names come onto the customer list and can watch the Sync Log for any error messages. Of course there will be no error messages if everything is set up properly. When Customer information has finished importing Sales and Cost data imports. You can open the QuickBooks Chart of Accounts and watch the Asset and Liability account balances change as the data imports.
The amount of time it takes for a sync to complete depends on the number of records you are importing and the speed of your network connection. Generally with a broadband connection and 10 to 20 ROs it takes only a few minutes to complete. When the sync has finished, the sync log Displays “Done with sync”
If an error occurs there will be some message in the Sync Log and 2 browser screens open with information about the error. Common errors that you can and should check for prior to calling are: Account Names that don’t match. Forgot to put the qbw file extension on the Accounting File in Accounting Map. A Payment of greater amount than the amount owed was posted to an RO. When the sync is done, close the PIFPRO QB Conduit window. To check that all data imported to QuickBooks, run a “Custom Transaction Detail Report” for the date range of the sync you just ran and compare the journal and payment entries to the PIFPRO reports.
If for some reason some a payment was not entered, or you find an RO that was not finalized and should have been,. you can post the payment and/or Finalize the RO in PIFPRO and run sync again immediately for the same dates and the new data will import. However if you discover an error with costs or any other data for ROs that were already Finalized, to correct it you will need to make manual correction in both PIFPRO and QuickBooks as that data will not re-import.
