QuickBooks Online - 4. Syncing Data from EBIS to QBO

Part 4 of 4: A walk-through of the different options for syncing data from EBIS to QBO.

EBIS offers the option of sending a broad range of data to QBO, or the ability to drill down and send data from one specific record.

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Synchronize records in bulk from EBIS to QBO

From the Synchronize & Logs tab of the QuickBooks Config, you have the option of pushing all or multiple settings, modules, and supporting items at once. This can be filtered by specific date range, or can be narrowed down to all records that are currently not synchronized. 

This section highlights what modules are available to sync and how to sync records in bulk.

Modules and Items Available to Sync from EBIS to QuickBooks:

The list of records that can be synchronized in bulk includes:

• Supporting Items: This will create or update the supporting info that allows QBO to further automate data when received, like Terms, Account Names, Classes, and Items.
• Vendor: This will create or update Vendor records within QBO. This includes Vendor name, address, etc.
• Customer: This will create or update Customer records within QBO. This includes Customer name, address, etc.
• P/O: This will create or update Purchase Order records within QBO. If the record doesn't exist in QBO, a new Bill will be created. If it already exists in QBO and Disable Overwrites is not active, it will update the existing Bill within QBO.
• OTC Invoice: This will create or update OTC Invoice records within QBO. If the record doesn't exist in QBO, a new Invoice will be created. If it already exists in QBO and Disable Overwrites is not active, it will update the existing Invoice within QBO.
• W/O Invoice: This will create or update Work Order Invoice records within QBO. If the record doesn't exist in QBO, a new Invoice will be created. If it already exists in QBO and Disable Overwrites is not active, it will update the existing Invoice within QBO.
• User: This will create or update EBIS User records to QBO. This is generally only synced when using Time Clock option.
• Time Clock: This will create or update EBIS Time Clock records into the QBO Time Activity module.
• Payment: This will create or update Payment records from EBIS Work Orders and OTCs into QBO. This will also push Payment records for Work Orders and OTCs that are currently in an Open status, not just Completed Work Orders and OTCs.
• Payment Method: This will update the Payment Method on a Payment record previously sent from EBIS to QBO, or create a new Payment Method option.
• Force QuickBooks Update: This allows users to bypass the Disable Overwrites functionality set on the Config > QuickBooks Config > General tab and update existing records for that module anyway.
• Range: This allows users to select the range of records to push in this bulk synchronization. Options include:
  • Unsynchronized: This will sync any of the selected options with QBO that have not been previously synced since the Start Date listed on the QuickBooks General Config tab.
  • Edited Since (choose Date): This will only sync the selected items that have been created or edited since the date entered. Any records created or edited before this date will not be synced.
  • Completed Since (choose Date): This will only sync the selected items that have been completed since the date entered. Any records completed before this date will not be synced.

 

Sync All or Multiple Records from EBIS into QuickBooks:

To push all or multiple records and record types from EBIS into QBO:

1. Go to Config > QuickBooks Synchronize & Logs tab. 
2. Click the green Synchronize button in the top right.
   1. To select all items at once, click Select: All. You will notice each active module toggle on.
   2. To select a specific module or modules to push, toggle on that specific module. 
      1. If there are modules that do not have the integration active, you will see them greyed out.
3. (Optional) If you have the Disable Overwrites functionality activated for any modules and would like to have EBIS push the data to QuickBooks anyway, toggle on the Force QuickBooks Update setting.
4. Under the Range dropdown, select the range of records you would like to sync. The options include:
   1. Unsynchronized: This will sync any of the selected options with QBO that have not been previously synced since the Start Date listed on the QuickBooks General Config tab.
   2. Edited Since (choose Date): This will only sync the selected items that have been created or edited since the date entered. Any records created or edited before this date will not be synced.
   3. Completed Since (choose Date): This will only sync the selected items that have been completed since the date entered. Any records completed before this date will not be synced.
5. Click the blue Synchronize button.
6. Confirm these are the correct modules and Range to sync and click Yes. This may take a few moments.
   1. If successful, you will see this message next to the blue Results button at the top of the window: "This run has completed successfully."
   2. If unsuccessful, you will see an error message next to the blue Results button at the top of the window. Click the blue Results button to be taken to the Synchronize & Logs page to troubleshoot the issue. Learn more about this in the Troubleshoot Sync Issues section of this article.

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Synchronize Individual Records from EBIS to QBO

If syncing all records isn't required, EBIS also offers the ability to easily push individual records to QBO. 

To sync an individual Work Order, OTC or Purchase Order record:

1. Depending on the module:
   1. Work Orders: Go to Work Orders > Aircraft > All and click into the Completed Work Order you would like to sync.
   2. OTCS: Go to OTCs > Invoices > List. Set the list filter in the top left to Processed and click into the Completed OTC you would like to sync.
   3. Purchase Orders: Go to Purchase Orders > All P/Os and click into the Completed Purchase Order you would like to sync.
2. In the top right of the page, click the green Receipt icon. Then click Push to QuickBooks.

If the Work Order, OTC Invoice, or Purchase Order record in EBIS has previously been synced with QBO, the sync options will differ from a new record and the below will display:

• Go to QuickBooks Record: This opens QBO in a new browser tab and will display that specific Work Order, OTC Invoice, or Purchase Order record in QuickBooks.
• Push to QuickBooks (Synced): This pushes the updated data for the Work Order, OTC Invoice, or Purchase Order record from EBIS 5 to QBO.

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Synchronize Additional Items

The list below can also be synced individually from a specific record.

Synchronize Individual Customers

To sync a specific Customer record from EBIS to QBO:

1. Go to Customers > List and select the Customer record you would like to sync.
2. In the top right of the page, click the green Receipt Icon and select Push to QuickBooks. If the record is already synced, you can:
   1. Go To QuickBooks Record: This will take you to the synced record within your QuickBooks account.
   2. Push to QuickBooks (Synced): This will push an overwrite of this specific record from EBIS into QBO.
3. Users can also Associate QuickBooks Record Manually. This will allow you to associate this EBIS record with an existing QBO record.

Synchronize Individual Vendors

To sync a specific Vendor record from EBIS to QBO:

1. Go to Vendors > List and select the Vendor record you would like to sync.
2. In the top right of the page, click the green Receipt Icon and select Push to QuickBooks. If the record is already synced, you can:
   1. Go To QuickBooks Record: This will take you to the synced record within your QuickBooks account.
   2. Push to QuickBooks (Synced): This will push an overwrite of this specific record from EBIS into QBO.
3. Users can also Associate QuickBooks Record Manually. This will allow you to associate this EBIS record with an existing QBO record.

Synchronize Individual Users

To sync a specific User record from EBIS to QBO:

1. Go to Config > Admin > Users and select the User record you would like to sync.
2. In the top right of the page, click the green Receipt Icon and select Push to QuickBooks. If the record is already synced, you can:
   1. Go To QuickBooks List: This will take you to the Employees tab within your QuickBooks account.
   2. Push to QuickBooks (Synced): This will push an overwrite of this specific record from EBIS into QBO.
3. Users can also Associate QuickBooks Record Manually. This will pull up a list of users already available in QBO to link with the current EBIS user account.

Synchronize Individual Time Clock Records

To sync a specific Time Clock record from EBIS to QBO:

1. Go to the Time Clock module > Detail.
2. Identify the the Time Clock record you would like to sync and click the record link under the Hours column.
3. In the top right of the page, click the green Receipt Icon and select Push to QuickBooks. If the record is already synced, you can:
   1. Go To QuickBooks Record: This will take you to the synced record within your QuickBooks account.

1. 1. Push to QuickBooks (Synced): This will push an overwrite of this specific record from EBIS into QBO.

Synchronize Individual Payment Records

Payment records can be synced from Work Orders and OTCs to QBO.

 

To sync a specific Work Order Payment record from EBIS to QBO:

1. Go to Work Orders > Aircraft > All and select the Work Order with the payment record to sync.
2. Go to Config & Billing > Payments tab and click the green arrow icon to Push Payment(s) to QuickBooks.

 

To sync a specific OTC Payment record from EBIS to QBO:

1. Go to OTCs > Invoices > List and select the OTC with the payment record to sync.
2. Go to the Payments tab and click the green arrow icon to Push Payment(s) to QuickBooks.

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Review Synchronization Logs

Once records have been synced, users can review the status of the sync. Users can also identify records that haven't been synced yet.

To review all synchronization logs:

1. Go to Config > QuickBooks Synchronize & Logs tab.
2. Apply the desired filters to narrow down your search. Options for filtering include:
   1. Record Type: (Customer, W/O Invoice, Time Clock, etc.) using the first drop-down
   2. Sync Status: Successful Synchronizations, Errors or Out of Date in the second drop-down
   3. Search By: This selects the parameters of which the Date Range is based off of:
   4. Date Range: Select a date range to narrow down the scope of results returned.

To review all items that haven't been synchronized yet:

1. Go to Config > QuickBooks Synchronize & Logs tab.
2. Under the Sync Status filter (second filter dropdown), select Waiting To Sync. You will now see all the records in the date range that haven't been synced. This can be confirmed by the "Never Synchronized" verbiage in the Result column.  

To review all items within a specific synchronization push:

1. Go to Config > QuickBooks Synchronize & Logs tab.
2. Under the Search By filter (third filter dropdown), select Synchronization Run. You will now see all the records associated to the selected Synchronization Run. Use the dropdown on the far right to view a different Synchronization Run.

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Troubleshooting Synchronization Errors

You may encounter errors when syncing records from EBIS to QBO. The two scenarios below show how to narrow down the potential issues:

Scenario 1: Errors When Syncing

When syncing records from EBIS to QBO, you may get error messages. To narrow down the potential issues:

1. Go to Config > QuickBooks Synchronize & Logs tab. 
2. Click the green Synchronize button in the top right.
3. Make selections and hit the blue Synchronize button, then confirm your selection and hit Yes.
4. If unsuccessful, you will see an error message next to the blue Results button at the top of the window.
5. Click the blue Results button to be taken to the Synchronize & Logs page to troubleshoot the issue.
6. Review the Result column to understand which items did not sync. Any items that do not say "Success" in the result column did not sync. Hover over the Result column for a detailed explanation of why the record did not sync.
7. Fix the data or settings within EBIS and try the process again. Sometimes a sync will fail on the first attempt, but a second attempt will work.

If the issues persist, please submit a support ticket or email support@datcomedia.com and a member of our team will be able to help.

Scenario 2: Reviewing Existing Error Logs

Users can also review sync failures by reviewing the Synchronization Logs. To do this:

1. Go to Config > QuickBooks Synchronize & Logs tab.
2. Using the filters in the top left, select Errors in the second dropdown, select Search By Sync Date in the third dropdown, and enter a date range to view (see screenshot below).
3. Review the Result column to understand which items did not sync. Any items that do not say "Success" in the result column did not sync. Hover over the Result column for a detailed explanation of why the record did not sync.
4. Fix the data or settings within EBIS and try the process again. Sometimes a sync will fail on the first attempt, but a second attempt will work.

If the issues persist, please submit a support ticket or email support@datcomedia.com and a member of our team will be able to help.

 

Next Up: Data sync fields.

The next article lays out the available data fields in EBIS and QBO, and how they relate to each other.

(Jump To) Article 5: Data sync fields.