Full Synchronization - QuickBooks Export

If you have chosen the Full Synchronization mode, you are looking to export customer level information regarding invoices and payments. In order to sync up to your QuickBooks application, the BluBilling system requires the Item list from QuickBooks to be mapped to the individual charges in BluBilling.Details below:

Step 1: SetUp

 From "Billing Cycles>>Accounting/ERP Integration" click on Items. You will be prompted to either Create a New Entry or to Import from ERP. Fig 1

Fig 1: Items

If you select the Import from ERP option you will be prompted to enter Start and End Dates.(Fig 2 below) Be sure to enter Start Dates from about the start of your company or some such date in the past so as to include all Items created.Start Import.

Fig 2: Enter the Date Range for Item Import

At this point, you will be prompted to Start your Web connector Application and Update the BluBilling Integration.(Fig 3 below) 

Fig 3: Review items queued for Import/Export 

Your next step would be to start the Web Connector from "Start>> Programs>>QuickBooks>>WebConnector", select the application and then click "Update Selected" see (Fig 4 below)

Fig 4: Select app and Update Selected for Import of Items

After this step has been completed, in your BluBilling site you will be able to see all the Items that were just imported. From "Billing Cycles>>Accounting/ERP Integration>>Items"

You could also add all Items manually by clicking on the Create a New Entry (Fig 5 below).

Fig 5: Manually Create an Item

Step 2: Importing Customers or Invoices

Please import customers by following the exact same process as Import Items as explained above. You will begin by clicking on the "Import Customer" button from "Billing Cycles >> Accounting/ERP Integration >> Import Customers". 

You will be asked to provide a date range for the import, if you wish to import all active customers from QuickBooks, then simply enter a date range from the past to the current date.

If you also wish to import invoices, (typically as carry forward invoices when switching over to BluBilling for the 1st time), then first perform Step 3 below and then come back and click on the "Import Invoices" button. Before importing invoices, ensure that (a) all customers have been imported correctly and (b) the Plans & Charges have been mapped to the QuickBooks Items correctly.

Step 3: Mapping the Items imported to the Charges in BluBilling

Next, from "Plans and Charges>>Plans>>Charges" Select the Charge and click on the Edit Charge.(NOTE : You will go through the following process for all the charges you would like mapped to QuickBooks) In the Edit Charge page, enter the Item Name that corresponds with the Charge. This should be entered text box by the text "Price Code" (See Fig 7)The Item Name can be chosen from the list of Items that you imported from QuickBooks. From "Billing cycles>>Accounting/ERP Integration>>Items" (See fig 6 below) Then Save.

Fig 6: The text under "Name" is what needs to be entered in the Edit Charge page under "Price Code"

  NOTE: When entering the Price Code please make sure that it is entered Exactly as it appears under the Name column in the Item List.

Fig 7: Enter the item name in the text box by the Price Code.

This process should be repeated until all the charges have been mapped with the Item Names.

Step 4: Export of Invoices/Payments/Customers

Once new customers have been created and then Invoices and payments are present, you are then ready to export these to your QuickBooks application. Go to "Billing cycles>>Accounting/ERP Integration" and enter the Date range see (Fig 8 below). The date range controls the invoices/payments and any new customers created in BluBilling that you would like to export out to QuickBooks. All invoices and payments  and new customers created that fall within the date range will be exported depending on if the Export Invoices/payments/customers check box has been checked.

Fig 8: Enter Date Range for Export of Invoices, Payments and New Customers

At this point,you will be prompted to Review the items that are queued for Export (refer to Fig 3 above) and prompted to start the Web connect. Once Web Connect is running, select the BluBilling app and click "Update selected" (refer to fig 4 above).

Once you see the Complete status you can review your QuickBooks application.

NOTE: You can have the web connect, connect to the BluBilling app at regular intervals of your choice in order to avoid manually following these steps. We recommend you follow the manual process the first few times before you set it up to run automatically.

In the Web Connector,check the AutoRun box by the Blubilling application and set the interval that you would like the Web connect to run.(see Fig 9 below).