Integrating ALLDATA Manage and QuickBooks - Step 4 of 5
Print and clear ALLDATA Manage reports.
IMPORTANT - QuickBooks requires the balances on four of your ALLDATA Manage reports to be cleared ("zeroed out") before the integration can take place.
PRINT THE ALLDATA MANAGE REPORTS BEFORE CLEARING THEM SO THAT YOU DO NOT LOSE IMPORTANT FINANCIAL INFORMATION.
Print the reports that will be cleared out
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The printouts will be your only records of open balances currently listed in ALLDATA Manage once the integration takes place, unless you create individual records for each customer in QuickBooks before integrating.
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These reports will contain NO balances once the integration takes place.
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Print the following four reports:
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Balance Due/Account Receivables
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Balance Due Statement for All
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Negative Customer Balances
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Customer Credit Balances
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To print:
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In ALLDATA Manage, click Reports >> Customer Reports.
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Select the report name >> Click OK.
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Click the printer icon in the top-left corner >> Click Print.
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If you want to create QuickBooks records of balances due/owed, create an invoice in QuickBooks for each customer with a balance.
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This will allow you to use QuickBooks to monitor the balances due/owed, instead of tracking it manually using your printed report.
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After integration, you will be able to enter customer payments in ALLDATA Manage and the payments will show in QuickBooks.
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Clear out the reports
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You can clear out the balances on the reports manually, or have an ALLDATA Technician clear them out at the time of the integration.
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Benefit of doing this yourself: You know what changes have been made to your financial records and have control over the process.
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If done by ALLDATA: If there are no issues with the database and/or reports, this will add approximately 30 minutes to the integration process.
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To manually clear the balances off of the reports:
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In ALLDATA Manage, click Customers >> Open the customer record.
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Click the Payment Record tab.
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Double-click the balance.
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If the customer owes money:
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Click Record Payment.
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In Payment Amount, enter the amount that the customer owes >> Click Apply.
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If the customer has a credit:
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Click Credit Refund.
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In Refund Amount, enter the amount that you owe the customer >> Click Submit.
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Repeat for each customer with a balance on each of the four reports.
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If you choose to have ALLDATA zero out the reports, be sure to print all four of them before moving on since they will contain NO information after the integration!