Smart Contractor is able to share data with the QuickBooks accounting system. This allows you to use Smart Contractor for construction specific functions, and use QuickBooks for accounting and payroll, without having to enter the same data twice.
See the QuickBooks Integration topic for a discussion of how data Smart Contractor shares data with QuickBooks, and what happens when you update QuickBooks data.
QuickBooks data can be updated either by running options available in the Utilities > Update QuickBooks Data menu, or by checking the Update QuickBooks Data option in the Exit Options box in the Exit form that appears when you exit Smart Contractor.
There are three options in the Utilities > Update QuickBooks Data menu:
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Update QuickBooks Transaction Data |
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The Update QuickBooks Transaction Data option synchronizes just the transaction data. See notes on Transaction Data vs Full Data update below. |
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Full QuickBooks Data Update |
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The Full QuickBooks Data Update option synchronizes both the transaction data and all of the reference list data (customers, vendors, items, etc.) See notes on Transaction Data vs Full Data update below. |
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View QuickBooks Data Update Errors |
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Click View QuickBooks Data Update Errors to view a report of the errors that occurred the last time QuickBooks data was updated. |
Transaction Data vs Full Data
There are two menu options for updating QuickBooks Data: Update Transaction Data, and Full Data Update. The Update Transaction Data option only updates "transaction" data, which includes Invoices, Bills, and Time Sheets. The Full Data Update updates transaction data, and all of the "reference list" data as well. Reference lists include Customers, Jobs, Vendor, Items, etc.
The reason these functions are split into two separate menu options is because synchronization of the reference list data takes much longer than the transaction data, and the data in reference list data is not likely to change very often.
Data Update Errors
When the QuickBooks data update is run from the utilities menu, the QuickBooks Interface Log report is displayed immediately afterwards. This report lists any problems that were encountered during the synchronization process. You can re-display the QuickBooks data update errors report by selecting the View QuickBooks Interface Log menu option. See the QuickBooks Interface Log report topic for information about error messages in the interface log.
See the QuickBooks Integration topic for information on what happens when you run the Update QuickBooks Data utilities.