With a connection between EasyTrans and QuickBooks you are able to export data of your invoices, purchase invoices, customers and carriers to QuickBooks. The data is transferred by means of an export file which can be imported in QuickBooks via Transaction Pro.
Preparation for connection
For transferring data between EasyTrans and QuickBooks, customer names are an important aspect. For both programs, customer names are a reference point that can be used to determine which data belongs to which customer. Therefore, for data transfer and storage, it is very important that the customer names are the same in both programs.
It is essential that the customer names in EasyTrans correspond with the customer names in QuickBooks.
If you have an existing customer database in both programs, the customer names need to be adjusted manually in one of the systems. This is a one-time event. After synchronization of the customer names, new or changed customer data will be automatically transferred using the connection.
Change customer names in EasyTrans
If you like, you can change the customer names in EasyTrans. This has no consequences for existing orders. When you change a customer name in EasyTrans, the existing orders are automatically assigned to the new customer name.
Note: With invoiced orders that are billed on an ‘old’ customer name, the customer name will not be changed on the invoice itself (pdf). The content of an invoice cannot be changed afterwards. The export of the invoice data will be carried out with the (new) changed customer name, so transferring the invoice data will not be a problem.
- From the main menu, go to ‘Customers’ > ‘Customer overview’.
- Open the customer so that you can edit the customer data.
- Change customer name:
- At ‘Branch address’ > ‘Company name’ change the name of the customer.
- Click ‘Save & Close’ to save your setting.
The new customer name is saved. Repeat these steps with all customers where the customer name needs to be changed.
Connection ready for use
When the customer names in EasyTrans match the customer names in QuickBooks, the connection is ready for use.
Tip: Make a backup of the data in your accounting package before you start! If your first export does not go according to plan, you can easily restore the data. In addition, initially try to export a small number of invoices so that you are able to check that everything is working properly.
Accountancy EasyTrans
EasyTrans offers some basic features for your bookkeeping. For example, you are able to keep track of your payments manually. If you want to monitor payments in your accounting software, you can optionally disable this functionality in EasyTrans. This way, invoices in EasyTrans will not remain ‘outstanding’ wrongfully in your invoice overview and on your homepage.
- From the main menu, go to ‘Settings’ > ‘General’ > Tab ‘Invoices’.
- Uncheck ‘Track payments’.
- Click ‘Save & Close’ to save your setting.