1 - Configure EBIS 5 to Export Data for QuickBooks with Transaction Pro

Enable and configure settings in EBIS 5 to export data for upload to QuickBooks Desktop via Transaction Pro

 

Enable Settings in EBIS 5 

Enable Admin QuickBooks Setting in EBIS 5 Config Settings

First, enable the Admin QuickBooks setting in EBIS 5 Configuration Settings (Config > Admin > User Profiles > (Administrator) > Admin QuickBooks) using an Admin/Advanced Access User Profile. This will allow any user account assigned to the Administrator User Profile to export data files.

Enable Allow QB Exports in EBIS 5 Config Settings

Toggle on the AllowQBExports setting in All City Options. This will enable the QuickBooks Export button to display throughout the different modules within EBIS (Config > All City Options > Options (under QuickBooks section in the sidebar) > AllowQBExports)

Enable QBO Integration in EBIS 5

Next, enable the QBO integration in EBIS 5 using an Advanced Access user account by toggling on Integration Enabled and, if needed, entering a Start Date for the integration (Config > Config (under QuickBooks section in the sidebar) > General Tab)

General Configuration Options for Exports

The previous section of the QuickBooks Desktop/Transaction Pro documentation showed users how to Enable the settings for data export. This next section will focus on working through the options found on the General Tab of the QuickBooks Configuration section of EBIS 5.

Time Clock (Optional)

The settings found under the Time Clock section are specifically related to technician time logging for payroll purposes.

• Time Clock Class Tracking Name: If using “Class Tracking” in QuickBooks, all appropriate transactions can export with a particular class name by entering that name here.
• Time Clock Start Date: If using the Time Clock feature in EBIS 5, and you would like to have the time cards export, the date that you want to start sending the Technician Time Clock data must be entered.
  • If the date entered here is in the past, EBIS 5 will send historical Time Clock data from the date listed here.
  • If the date entered here is a future date, EBIS 5 will start sending the Time Clock data on the date listed.

Enable

The Enable section of the General QuickBooks Config allows for customizing which EBIS modules export data for upload to QuickBooks. The following options are available for export:

• Payment Sync Direction: if tracking all payment info directly in QuickBooks, choose (None) in the drop-down. If tracking payments made by customers in EBIS 5 AND you want that payment information exported for upload into QB, select From EBIS to QuickBooks
• Time Clock
• Work Order
• Repair Order
• OTC
• Purchase Order

 

Configuration Profiles

A Config Profile is a group of configuration settings that tells EBIS on how to map/represent the data sent over from EBIS to QuickBooks. These are required for W/Os, OTC invoices, or P/Os before records from those modules can be exported from EBIS 5.

• W/O, OTC Invoices, and P/O Modules all require at least one Config Profile to be created prior to exporting
  • If only one Config Profile is created for each module, that profile will automatically be assigned as the default for each record 
  • If multiple Config Profiles are created for each module, the first profile created will be assigned as the default unless manually updated
  • Individual records can have Config Profiles applied directly under the Config & Billing Tab of the record
• Each module has different settings for Config Profiles, which are outlined in detail below

 

Work Order

To create a Config Profile for the Work Order Module in EBIS 5, proceed to (Config > Config (under QuickBooks section in the sidebar) > Work Order Tab) and click the + in the top right of the Configure QuickBooks section

Main

Once the Config Profile is created, the Main Section of the W/O Config Profile will have the following options:

• Name: Name of the Config Profile
• Detail Level: the amount of detail exported to display on the QuickBooks invoice
  • Item: includes item level details from W/O grouped by item category
  • Summary: W/O subtotals grouped by item category (does not include item details)
• By Department: Enable this setting to group details by Department
• Use W/O Number as Reference Number: enable this setting to use the EBIS W/O or
  R/O number instead of a sequential QuickBooks invoice number. If this setting is disabled, the W/O information will appear in the memo field on the QB invoice.
• Class: if using “Class Tracking” in QuickBooks, all appropriate transactions can export a particular class name for QuickBooks by entering that name here.
• Do Not Allow Amounts of Zero: enable this setting if you want EBIS to exclude any W/O records with $0 totals from exporting

Miscellaneous Charge Items

The option to Individualize Miscellaneous Charges can be toggled on or off.

• If enabled (toggled on), EBIS will export individual line items for each miscellaneous charge:
  • Miscellaneous Charge Prefix: a string (numbers and/or letters) can be entered here to export these miscellaneous charges with a specific prefix to differentiate from other charges 
• If disabled (toggled off), EBIS will export one line item that includes all miscellaneous charges from that W/O

Tax Items

The option to EnableTaxItems can be toggled on or off for Work Orders.

• If enabled (toggled on), EBIS will export tax related data on W/Os that have this Config Profile assigned and the below additional options will display:

  • Individualize Tax Items:

    • If enabled (toggled on), EBIS will export individual line items for each tax charge

    • If disabled (toggled off), EBIS will export one line item that includes all tax charges for that W/O

• If disabled (toggled off), EBIS will not export tax related items on W/Os that have this Config Profile assigned

ACF Items

The option to Enable Acf Items can be toggled on or off to choose if ACF related items should be exported for Work Orders.

• If enabled (toggled on), EBIS will export ACF related data for W/Os that have this Config Profile assigned and the below additional options will display:
  • Individualize ACF Tax Items:
    • If enabled (toggled on), EBIS will export individual line items for each ACF tax charge
• If disabled (toggled off), EBIS will export one line item that includes all ACF tax charges for that W/O.

 

OTC

To create a Config Profile for the OTC Module in EBIS 5, proceed to (Config  > Config (under QuickBooks section in the sidebar) > OTC Tab) and click the + in the top right of the Configure QuickBooks section

Main

The Main Section of the OTC Config Profile has the following options:

• Name: Name of the Config Profile

• Class: If using “Class Tracking”, all appropriate transactions can export with a particular class name by entering that name here.

Accounts

Enter the Deposit Bank Account Name from QuickBooks. This option is required for OTC returns.

Tax Items

The option to EnableTaxItems can be toggled on or off for OTC Invoices.

• If enabled (toggled on), EBIS will export tax related data on OTCs that have this Config Profile assigned

• If disabled (toggled off), EBIS will not export tax related items on OTCs that have this Config Profile assigned

Options

The following settings can be found under the Options section when creating OTC Config Profiles:

• Use OTC Number as Reference Number: enabling this option will use the EBIS OTC invoice number instead of a sequential QuickBooks invoice number. If this setting is disabled, the OTC information will appear in the memo field on the QBO invoice.
• Do Not Allow Amounts of Zero: enable this setting if you want EBIS to exclude any OTC records with $0 invoice totals from exporting
• Individualize Miscellaneous Charges: 
  • If enabled (toggled on), EBIS will export individual line items for each miscellaneous charge.
    • Miscellaneous Charge Prefix: a string (numbers and/or letters) can be entered here to export these miscellaneous charges with a specific prefix to differentiate from other charges.

  • If disabled (toggled off), EBIS will send one line item that includes all miscellaneous charges from that OTC invoice

 

 

Purchase Order

To create a Config Profile for the Purchase Order Module in EBIS 5, proceed to (Config > Config (under QuickBooks section in the sidebar) > Purchase Order Tab) and click the + in the top right of the Configure QuickBooks section

Main

The Main Section of the Purchase Order Config Profile has the following options:

• Name: Name of the Config Profile

• Class: If using “Class Tracking” in QuickBooks, all appropriate transactions can export with a particular class name to QuickBooks by entering that name here.

• Line Item Mode: sections displayed below Main will vary based on the option selected here

  • • Item Based: if P/O data should be exported as items (vs. expenses)

    • Expense Based: if P/O data should be exported as expenses (vs. items)

• Enable Tax Items: If enabled (toggled on), EBIS will send tax related data to QBO on P/Os that have this Config Profile assigned and the field to enter the QBO account to be used when a P/O contains tax related items will populate in the Items section below (only if Item Based is selected in the drop-down for Line Item Mode)
  
  

Options

The following settings can be found under the Options section when creating Purchase Order Config Profiles:

• Set Customer Job: enable this setting to export customer information when a P/O was created from a W/O (include the customer information from the W/O)

• Separate by Receive Date: enable if items on the P/O had different receive dates and should be separated by date of receipt.

  • Split shipping:

    • If enabled, this feature will split shipping cost and allot to each item (Ex: 3 items with $30 shipping charge on P/O would allot $10 shipping charge to each item)

    • If disabled, shipping charges will appear on a "Parent" P/O document for the whole P/O. However, if checked, shipping charges will appear on each document, relevant to that document. These charges will be taken from the receive logs. (Note: if the sum of Part Shipping In from the receiving records can be greater than the Part Shipping In can be entered on the P/O > Config & Info page)

 

 

Set a Config Profile as Default

If multiple Config Profiles have been created for any of the modules, the first one that you created will be assigned as the default. You can set any of the profiles as the default to apply when a Config Profile has not been applied to the individual W/O, OTC invoice, or P/O.

To set a Config Profile as a default, open the profile, select Set Default from the hamburger menu in the top right of the Config Profile and confirm via the pop-up box that displays.

Next Steps:

With QuickBooks now enabled and configuration completed in EBIS 5, let's move on to .

For a walkthrough of setting up Configuration Profiles in EBIS 5 for client-based Quickbooks Platforms proceed to the next Knowledgebase article in our series:  

• 🔗Configurations in Transaction Pro for QuickBooks Import of EBIS 5 Data Files