How to Use QwikQuote Links to QuickBooks Module

 

The following features are implemented in the QwikQuote Links to QuickBooks Module
of our quotation software and invoice software solution package:

This module is available in the QwikQuote release 6.5.001 or later.
The full setup executable and the updated executable are available at:
http://www.qwikquote.com/Download/Setup.exe
http://www.qwikquote.com/Download/Update.exe

This document includes the detailed installation information of this module in our quotation software and invoice software package
and the typical functions that are used with QwikQuote and QuickBooks in sales quote processing practice.

On any QwikQuote Links to QuickBooks module functional display window in the quotation software and invoice software you can:

Note:  For how to download and install QwikQuote our sales quotation software and invoice software solution package
    try to download and refer QwikQuote installation notes documents at:
        http://www.qwikquote.com/DevTemp/qq_Install_Notes_doc.zip

    Pay special attention to the document corresponding to your Windows edition.

Note:  If you have idea or suggestion about how to make your QwikQuote works better with your QuickBooks,
    or you encounter problems in your practical usage of this module with our quotation software and invoice software
    solution package, try send an email to support@qwikquote.com or fan_shiguo@hotmail.com
    with the screenshots to help explanation of the issue.   

Note:  Please notice that there are big style differences in QuickBooks and QwikQuote the quotation software and invoice software.
In QwikQuote, we make all stuff can changeable so as to give you most freedom and flexibility to meet your business needs.
In QuickBooks, every action must follow established accounting rules, so as to meet the finance law and government restricts.
You need detailed consideration and plan for what to do and what not to do when using QwikQuote and QuickBooks closely together.

Note:  You might need to uninstall the existing copy of QwikQuote Links to QuickBooks module before you can install new or update cupy.
Try to use Add or Remove Programs or the Programs and Features to uninstall the existing copy similar as screenshot below:

 


1.        Install QwikQuote Links Module to QuickBooks

When QwikQuote starts running, it will check if the computer has QuickBooks installed or not
    in your sales quotation software and invoice software setup environment.
If it detected a copy of QuickBooks is installed in your sales quotation software and invoice software system,
     it will display a group of buttons (icons) that will be used to invoke functions to work with QuickBooks.
Such as screenshot below:
  

By default installation settings, the QwikQuote Links to QuickBooks Module is not installed.
This is to be compatible with all earlier released sales quotation software and invoice software behaviors
   so that the previous released QwikQuote versions can run properly without any interference.

You can either run the QwikQuote Links to QuickBooks Module installation executable at:
    
C:\Program Files\QQ6\QQInstall_QuickBooks_2007\setup.exe      for 32 bit Windows
or  
C:\Program Files(x86)\QQ6\QQInstall_QuickBooks_2007\setup.exe for 64 bit Windows
Such as the screenshot displayed below:   
 

Or at the moment you press any function button,
when program detect the QwikQuote Links to QuickBooks Module is not installed yet in your sales quotation software
and invoice software system it will try to install the module by running the above installation automatically.
The first step of this auto-installation process is to ask you confirm to install the module
    such as the screenshot shown below:
     
You should press the  button to install the module in your sales quotation software and invoice software system.
Then another message will inform you to close QuickBooks and QwikQuote before the install of the module.
Such as the screenshot similar as below:
     
You should close QuickBooks if it is running in your sales quotation software and invoice software system,
Note:    QwikQuote will be closed automatically after you press the  button
              if it is running in your sales quotation software and invoice software system
You should press the  button to continue the installation process.

The installation has 2 stages.
The first stage is to install the QBFC 8.0 runtime by running the install executable at:
     
C:\Program Files\QQ6\QQInstall_QuickBooks_2007\QBFC10_0Installer.exe
Or 
C:\Program Files(x86)\QQ6\QQInstall_QuickBooks_2007\QBFC10_0Installer.exe
Such as the screenshot below:
     

Note:  Depending on the QuickBooks releases in coming years the QBFC supporting installer versions will change.
      Please check for the QBFC supporting installer version in your sales quotation software and invoice software installation.
      And then run the latest the QBFC supporting installer version in your sales quotation software and invoice software installation.


When the first stage installation is completed,
  you will see the display as the following screenshot:
     
You should press the  button to continue the second installation process.

Note:  QwikQuote Links to QuickBooks Module needs Microsoft .NET Framework 3.51 SP1 support.
This is normally available with Windows Vista and Windows 7
    and it should be available with XP SP3 + latest auto updates installed.
For those computers do not have Microsoft .NET Framework 3.51 SP1 installed
    at the start of the second installation stage,
      it will try to automatically download and install from Microsoft web site
See the details for this at the end of this section.

At the start of the second stage installation, QwikQuote will be closed automatically
    in your sales quotation software and invoice software installation.
And then the QwikQuote Links to QuickBooks Module installation begin as:
     
You should press the  button to continue the installation process.


At the Select Installation Folder dialog,
    try to accept the default folder – that will be the QwikQuote 6 main installation folder
      and try to choose for ‘Everyone’ who uses this computer as:
     
You should press the  button to continue the installation process.
At the Confirm Installation dialog display,
    try to press the  button to continue the installation process.
     
  The installation will then begin – it only takes a few second to install …
     
When the installation completed, it shows:
     
Press the  button to close the installation process.

You can then restart QuickBooks and restart QwikQuote in your sales quotation software and invoice software installation
and try to sue QwikQuote Links to QuickBooks functions normally now.

Note:  QwikQuote Links to QuickBooks Module needs Microsoft .NET Framework 3.51 SP1 support.
This is normally available with Vista and Windows 7
    and it should be available with XP SP3 + latest auto updates installed.
For those computers do not have Microsoft .NET Framework 3.51 SP1 installed
    at the start of the second installation stage,
      it will try to automatically download and install from Microsoft web site as:

           
You should press the  button to continue
Then it will download the .NET 3.51 SP1 installation executable from MS web site
    and then expand and install as:
           
Follow the screen prompt message to complete the MS .NET 3.51 SP1 installation.
After the .NET 3.51 SP1 installation process has completed,
    the second stage of QwikQuote Links to QuickBooks Module will start.

Note:  If the QBFC 8.0, 10.0, or later QBFC support version is not installed correctly in your quotation software and invoice software installation,
    you will see the following error message when try to press any QwikQuote Links to QuickBooks function button:
 
Or this error message as:
           
When you encounter this situation, you need to run or re-run QBFC 10.0 runtime installer
    or later versions in your sales quotation software and invoice software similar as:
           
C:\Program Files\QQ6\QQInstall_QuickBooks_2007\QBFC10_0Installer.exe
    Or   
C:\Program Files(x86)\QQ6\QQInstall_QuickBooks_2007\QBFC10_0Installer.exe
Such as the screenshot below:
     

 

Note:  In few case, the computer might not able to install Microsoft .NET 3.51 programmatically.
If you encounter this situation, try to download and install it manually at:
    http://msdn.microsoft.com/en-us/netframework/aa569263.aspx


 


2.        Confirm the Module to Run in QuickBooks

Any 3rd party program within your sales quotation software and invoice software system
    that wants to communicate with QuickBooks and access opening company file
    must explicitly confirmed by QuickBooks administrator user.
This is a security requirement from QuickBooks and this only needs to do once for the QwikQuote
   Links to QuickBooks Services
in your sales quotation software and invoice software system.

No matter what function you choose, when the first time QwikQuote tries to call QuickBooks for action,
it will popup security dialog for you to allow QwikQuote Links to QuickBooks Service to communicate
   with QuickBooks and access the opening company file in
your sales quotation software and invoice software system..
You should choose “Yes, whenever this QuickBooks company file is open” to allow so that program can properly run.
Such as screenshot below:
     
Or choose “Yes, always access even if QuickBooks is not running” to allow so that program can properly run.
    Such as:

     
And then press the  button.

Then the Confirm to Proceed dialog pops up as:
       
and should press the  button to allow the program to run properly.

Then the Access Confirmation dialog pops up as:
     
and you should press the  button to continue and then
you can access you QuickBooks information within your quotation software and invoice software package.

Then the corresponding functional dialog will show up for you to do the task you want to
  within
your quotation software and invoice software package.
Such as Find Contact dialog for you to pick QuickBooks Customer for the quote below:
   

 

 


3.        Pick Contact from QuickBooks Customer List

If you do not use other popular 3rd party contact manager within your quotation software and invoice software package
such as ACT, Goldmine, Maximizer, TeleMagic, SalesLogix, Outlook, etc,
you can pick contact for your quotation software and invoice software directly from QuickBooks Customer list.

To do this, you need to set your contact manager as QuickBooks form QwikQuote 6 Options dialog/Contact tab.
Such as screenshot below:
     

Then you can press the  button or  button in your quotation software and invoice software package
    to bring up the ‘QQ6 Links to QuickBooks – Find Contact’ dialog window.
You can use the little search panel to filter displayed customers, and when you ready, press the  button to prick the customer
    into QwikQuote as quote contact in your quotation software and invoice software system, 
such as the screenshot shown below:
 

In case you need, you can use  to bring up Options dialog to customize features, functions, and behaviors
of our quotation software and invoice software solution package running on your computer.
Such as screenshot below:
 

Then the customer in QuickBooks will be brought into our quotation software and invoice software as contact of the current sales quote,
such as:
     

 

 


4.        Select Item from QuickBooks Item list into a Quote

If you need to pick QuickBooks item into a quote directly in your quotation software and invoice software setup,
    you can press the  button to show up QuickBooks item list.
Then you can press the cell  button of the item to add it into the working quote in your quotation software and invoice software
such as the screen shot shown below:
 

However, when you click at the cell  button, each time only add 1 item
      and each time it is added separately in your quotation software and invoice software.
To add more than one of the same items at one time in your quotation software and invoice software,
      try to enter the quantity you want directly in the Qty cell.

To facilitate you find item you want among large number of items in your quotation software and invoice software setup
you can use low-left tree to show only items in that item type by click at the corresponding tree node.
     

You can also press the options button  to show the Options dialog
so that you can choose what type of items you will be used in your quotation software and invoice software setup.
Such as the screenshot below:
     

 


5.        Add Quote Contact into QuickBooks

Our quotation software and invoice software solution package provides the ability to add contact information
you picked form other contact managers into QuickBooks
    so that you do not need to enter or type most of the same contact information twice again in QuickBooks
    in your quotation software and invoice software setup.

This is most the case if you use QuickBooks to keep your accounting information
while using other popular contact manager, such as ACT, Goldmine, Maximizer, TeleMagic, SalesLogix, Outlook, etc.
in your quotation software and invoice software solution setup

To add a contact from your contact manager to QuickBooks Customer list
first pick the contact from your contact manager in your quotation software and invoice software setup
then press the Add Customer  button and the New Customer dialog will popup as screenshot below:
 
You can check and edit the customer information you want to add to QuickBooks Customer list.
At any time when you want to choose options or set default value for a new customer in your quotation software
    and invoice software setup
you click the Options  button to show the Options dialog as:
 
When you confirm the information and get ready to add the customer into QuickBooks,
    you press the OK  button to add the customer into QuickBooks customer list
        in your quotation software and invoice software setup.

However, if some key field is missing, it will prompt you to add the missing information
Such as screenshot below for missing email address:
     

If the contact is successfully added into QuickBooks customer list in your quotation software and invoice software setup
you will see a message informing the contact has been added into QuickBooks customer list successfully.
Such as the screenshot image displayed below:
     

Then you can check that the contact has been added into QuickBooks Customer list
    in your quotation software and invoice software system.
Such as the screenshot below:
 

If the operation encounters an error, the error message will show up to you.
Such as screenshot below:
     
You need to follow the suggested action on the corresponding error message.
Note:  It is a good idea to take a screenshot of the error message
          and send it to QwikQuote tech support for review.
              

If you try to add the same contact into QuickBooks again in your quotation software and invoice software setup
this is an operation not allowed and you will see the following message   
     

If the contact is picked from QuickBooks directly in your quotation software and invoice software setup
and when you try to add it back to QuickBooks, you will see the following message as:
     

 


6.        Update Contact Information in QuickBooks

In case you know your contact has been update in the contact manager of your quotation software and invoice software setup,
you can press the Update Customer  button to update the corresponding customer information in QuickBooks.
Such as the screenshot below:
 
You can review and/or edit the customer information to be updated in your quotation software and invoice software system.
At any time when you want to choose options or set default value for a new customer,
    you click the Options  button to show the Options dialog as:
 
When get ready, you press the  button to update the customer information in QuickBooks.
After the contact information has been successfully updated in your quotation software and invoice software setup,
    you will see the following message as:
     

If you try to update contact info in QuickBooks that is not added into QuickBooks customer list yet,
it will prompt you if you want to add the contact into QuickBooks customer as:
     
If you want to do so, press the  button and
    then the ‘New Customer’ dialog will show up as above section 5.

If the operation encounters an error, the error message will show up to you.
Such as screenshot below:
     
You need to follow the suggested action on the corresponding error message.
Note:  It is a good idea to take a screenshot of the error message
          and send it to QwikQuote tech support for review.
              

 

 


7.        Add QwikQuote Product/Service Items into QuickBooks

 

It is required in QuickBooks that each item in QuickBooks estimate or invoice must be in QuickBooks Item List.
Unless you pick every time directly from QuickBooks item list in your quotation software and invoice software,
     you will need to add the item in a quote or order in QwikQuote into QuickBooks item list before you can create
          the estimate/invoice in QuickBooks for that quote or order in your quotation software and invoice software solution system.

When you have a quote ready in QwikQuote your quotation software and invoice software,
you can create an estimate in QuickBooks by press the create/update estimate  button.
Such as:
        

When you have an order ready in QwikQuote your quotation software and invoice software,
you can create an invoice in QuickBooks by press the create/update estimate  button
Such as:
 

In both cases above in QwikQuote your quotation software and invoice software, you can notice that
for each item the add item  button is enabled – for it detected that item is not in the QuickBooks item list
for create estimate/invoice  button is disabled – since there are items not in the QuickBooks item list
    You cannot create/update an estimate/invoice in QuickBooks unless every item in it is in the QuickBooks item list.

To add an item in QwikQuote your quotation software and invoice software into QuickBooks item list,
you press the add item  button of that item, and the add item windows will show up as:
      

To add the item in QwikQuote your quotation software and invoice software into QuickBooks Item list, press the add  button.
After the item is added into QuickBooks Item list, the  changes to as  - so that there is no need to add again.
Such as the screenshot below:
      

The item in your quotation software and invoice software added into QuickBooks is displayed in the QuickBooks Item List as:
 

In the Add Item to QuickBooks window,
you can use Item Type dropdown box to choose what type of the item you want to it to be added in QuickBooks,
    then the detailed information of that type will show up in the quotation software and invoice software display.
Such as screenshot below:
     

In case any required attribute is missing, it will prompt you for the required attribute one at a time
and the corresponding control will be focused for you to enter or choose the value you need.
Such as the screenshot below:
     

To make adding item into QuickBooks easier in your quotation software and invoice software system,
you can choose default values for different item types you want to add into QuickBooks.
Such as the screenshot below:
     

After every item in your quotation software and invoice software system has been added into QuickBooks item list,
the corresponding button  will be enabled, so that you can continue to create/update an estimate/invoice.

Note:  The process of add an item into QuickBooks is much the same as you do in QuickBooks UI.
Refer to the QuickBooks document for how you add an item in details in QuickBooks document.

Note:  As of this release, QwikQuote only support the following item type:
            Service Item
            Inventory Item
            Non-Inventory Item
            Sales Tax Item
            Discount Item
            Other Charge Item
                more item type will be supported in later releases.
If you need a new item type immediately,
    please contact support@qwikquote.com or Sales@hotmail.com


 


8.        Save/Update QwikQuote Quote Information into QuickBooks Estimate

 

When you have a quote ready in QwikQuote your quotation software and invoice software setup,
you can create an estimate in QuickBooks by press the create/update estimate  button
Such as screenshot image demonstrated below:
        

In the Save Quote to QB Estimate – NEW dialog window,
the top part is the attributes of the estimate to be created;
the lower part is the item information of the quote.

In the  column of the table there is showing the information of each item in the quotation software
    and invoice software setup is in QuickBooks Item List or not,
if the item is already in QuickBooks item list, it shows and it will display brief info from QuickBooks item.
If the item is not yet in QuickBooks item list, is shows  and it will display brief info from QwikQuote item.
    The key difference between the 2 types of brief item displays of the quotation software and invoice software setup is:
          The QuickBooks item has the Account information.
          The QwikQuote item does not have Account information.

It is required that all items in a quote in the quotation software and invoice software system
    must be added into QuickBooks item list before an estimate can be created in QuickBooks.
So, the create estimate  button is disable if any or the item is not in the QuickBooks item list yet.
You have to press  to add those items not in QuickBooks item list into QuickBooks item list.
    Then the create/update estimate  button will enabled and you can press it to create the estimate in QuickBooks.
Such as the screenshot below:
 

After you press the create/update estimate  button an estimate will be created in QuickBooks.
You can review and/or edit it in QuickBooks as:
 

If you make any change to the estimate, it will be reflected in the next time
when you try to update the quote/estimate in your quotation software and invoice software system
such as Class and Customer Message you set in QuickBooks
    are displayed in the Save Quote to QB Estimate – UPDATE dialog in the following screenshot:
 

By default, the quote number is used as the estimate number in your quotation software and invoice software setup.
Care must be made if you want to keep them in consistency between QwikQuote and QuickBooks.

 

Note:  By default, we refer you to use QwikQuote to make quote and send it to your client in your quotation software and invoice software setup.
So, during an estimate update, you should make change of the quote item in QwikQuote and then update the estimate in the QuickBooks.
This means QwikQuote will ignore the item changes in an estimate you made in QuickBooks,
    but only keep your other changes to the estimate in QuickBooks UI.

If you want the item change be synchronized in QuickBooks UI in your quotation software and invoice software setup,
    we need to know what manner of this kind of synchronization you need
    - if you has this requirement, please contact support@qwikquote.com or Sales@hotmail.com

Note:  As of this build, QwikQuote is not able remove the existing estimate programmatically.
Any change you make in a quote in your quotation software and invoice software setup is to create a new estimate in QuickBooks.
So, you need to manually remove the estimate you do not need in QuickBooks UI.
This behavior is to be changed in later releases when the QuickBooks SDK allows such action.

 


9.        Save/Update QwikQuote Order Information into QuickBooks Invoice

 

To save/update the order information in your quotation software and invoice software setup in QuickBooks invoice,
a quote in QwikQuote must be converted into order in in your quotation software and invoice software setup first.
Otherwise, the following message will pop up when you press the invoice  button:
     

When you have an order ready in your quotation software and invoice software setup
you can create an estimate in QuickBooks by press the create/update estimate  button
Such as screenshot image displayed below:
 
In the Save Order to QB Invoice – NEW dialog window,
the top part is the attributes of the invoice to be created and
the lower part is the item information of the order.

In the  column of the table showing the information of the item is QuickBooks or not:
if the item is already in QuickBooks item list, it shows and it will display brief info from QuickBooks item,
if the item is not yet in QuickBooks item list, is shows  and it will display brief info from QwikQuote item.
    The key difference between the 2 types of brief item displays of the quotation software and invoice software setup is:
          The QuickBooks item has the Account information.
          The QwikQuote item does not have Account information.

It is required that all items in an order in the quotation software and invoice software setup
    must be in QuickBooks item list before an invoice can be created in QuickBooks.
So, the create/update invoice  button is disable if any or the item is not in QuickBooks item list yet.
You have to press  to add those items not in QuickBooks item list into QuickBooks item list.
    After all items in an order the quotation software and invoice software setup has been added in the QuickBooks Item List,
        then the create/update invoice  button will enabled and you can press it to create the invoice in QuickBooks
        for that order in the quotation software and invoice software setup.
Such as the screenshot below:
 

After you press the create/update invoice  button an invoice will be created in QuickBooks
   for the current order in the quotation software and invoice software setup.
You can review and/or edit it in QuickBooks UI as screenshot image shown below:
 

If you make any change to the invoice for that order in the quotation software and invoice software setup.,
it will be reflected in the next time when you try to update the order/ invoice such as Class, Customer Message and Memo
you set in QuickBooks are displayed in the Save Order to QB Invoice – UPDATE dialog in the following screenshot:

By default, the order number in the quotation software and invoice software setup is used as the invoice number in QuickBooks.
Care must be made if you want to keep them in consistency between QwikQuote and QuickBooks.

 

Note:  By default, we refer you to use QwikQuote to make order and send it to your client in your quotation software and invoice software setup.
So, during an order update, you should make change of the order item in QwikQuote and then update the invoice in the QuickBooks.
This means QwikQuote will ignore the item changes in an estimate you made in QuickBooks,
    but only keep your other changes to the estimate in QuickBooks UI.

If you want the item change be synchronized in QuickBooks UI in your quotation software and invoice software setup,
    we need to know what manner of this kind of synchronization you need
    - if you has this requirement, please contact support@qwikquote.com or Sales@hotmail.com

Note:  As of the first build, QwikQuote is not able remove the existing invoice programmatically.
Any change you make in an order in your quotation software and invoice software setup is to create a new invoice in QuickBooks.
So, you need to manually remove the invoice you do not need in QuickBooks UI.
This behavior is to be changed in later releases when the QuickBooks SDK allows such action.

 


10.   Import QuickBooks Items into QwikQuote Price List

 

Relatively speaking, QwikQuote the quotation software and invoice software has more features in managing Product/Service items so that it will more convenient for you to display and pick the item your client wants.  And historically, QwikQuote users are more familiar with QwikQuote Price List in making a quote than do the same job with QuickBooks item list.  If all QuickBooks items are in a QwikQuote Price List, you will end up in higher working efficiency with your sales quotation software and invoice software solution system.

If you need to use lots of items from QuickBooks item list to make quote in your daily sales quotes processing it is a good idea to import all QuickBooks item into a QwikQuote Price List so that you can use you familiar approach to make sales quotes for your clients and customers.

If you feel more familiar and comfortable with QwikQuote Price List than to pick items directly from QuickBooks Item list with your sales quotation software and invoice software solution system, you should consider importing QuickBooks item list into a QwikQuote Price List in your sales quotation software and invoice software solution system.

 To import your QuickBooks items into a QwikQuote Price List of your sales quotation software and invoice software solution system, you press the import from QuickBooks item  button to bring up the Import Items from QuickBooks Item List to QwikQuote Price List dialog windows as:
 

Choose QwikQuote Price List to Import
By default the current used price list in your sales quotation software and invoice software system is the price list database used to import QuickBooks items.  However, if you want to import to other price list – in case you need to use more than one price list in your sales quotation software and invoice software solution system for a quote or order you can press the browse button to find the QwikQuote Price list you want to export to QuickBooks Item List. Such as the screenshot image demonstrated below:

Synchronize the QwikQuote Price List in your sales quotation software and invoice software solution system and the QuickBooks Item List in QuickBooks so as to make the corresponding items still matched correctly.  This is because it is highly possible that after a period of usage some items on each side might be changed independently. The synchronization will check the relationship still valid or not.  If not, remove the link.
And after a link is removed, then you can import the item again into the price list database you choose in your sales quotation software and invoice software solution system.

Import to Exist Price List or Create a New Price List
By default, it is to import to the current opened Price List database in your sales quotation software and invoice software solution system
If you need to create a new Price List database, you can check the New and try to get a new Price List database name as:
 

Note:  Do not forget to get a NEW Price List database name for your new Price List database to import
    in your sales quotation software and invoice software solution system.
Otherwise, it will try to use your present opened database or your last time opened price list database.
Though program will ask you confirm before delete it for creating a new price list,
    but this might have being deleted the wrong price list.

Options and Item Import Settings
Depending on your business environment in your sales quotation software and invoice software solution system,
    you can choose options and default values for importing QuickBooks Items List.
To show the Options dialog, you press the Options  button
    and the Options dialog will show up with focus at the Item Exp/Imp tab as screenshot shown below:
       
You should carefully review and choose setting values for import
in your sales quotation software and invoice software setup.  
    This is because if you try to use group import – if anything wrong, you have to correct them one by one in QwikQuote Catalog view.
After you make sure the options are exactly what you want, press the OK  button to save your settings.
    And the new settings will be valid immediately for the item to be imported
in your sales quotation software and invoice software system.

Select the Item Types to Import
To select what types of items in QuickBooks Item List to be imported into QwikQuote Price List in your sales quotation software and invoice software setup you check the item types you want in the port of QQ Item Types to Import on the top-right panel of the dialog and those corresponding items of the checked types will be listed in the left side for you to import them in your sales quotation software and invoice software setup.  Such as the screenshot image shown below:
 
To check all types or un-check all types to be imported into your sales quotation software and invoice software system,
    try to use the right-mouse click at the port of QQ Item Types to Import to bring up the popup menu as:
 

Un-Imported Item and Imported Item
Un-imported item against the Price List under choice in your sales quotation software and invoice software system is denoted
    by an empty check box as  at the  column so that you can check it to flag it as to be imported
        into the chosen Price List in your sales quotation software and invoice software system.
The status of an item imported into a QwikQuote Price List database in your sales quotation software and invoice software system
    is stored – you cannot import that item to the same QwikQuote Price List database again and again.
Though the QwikQuote Price List database does allow the same item to exist more than once,
    but we strongly suggest you do not to do that way in your sales quotation software and invoice software system
    – unless you know the situation and you need to do it under your full control.
When you open an existing QwikQuote price list database, it is checked and flag those items existed
    in the database in your sales quotation software and invoice software system as done.
    Such as the screenshot image demonstrated below:
 

Import 1 Item from QuickBooks to QwikQuote
When you select an item in the QuickBooks items list at the left side of the dialog, depend on its item type,
    the possible imported field values are show at the right side of the dialog
        ready for you to import the item into your sales quotation software and invoice software system.
    This gives you a quick preview what might be in your quotation software and invoice software item after the item is imported.

If you check an un-imported item at the left side, that item is ready for you to import it
    into the chosen Price List in your sales quotation software and invoice software system,
    and the Import this Item to QQ6   button will be enabled as:
 
You should review and edit the detailed information on the right side of the dialog window
When you make sure it is ready to import, then press the Import this Item to QQ6   button
    and the item will be Imported into chosen Price List in your sales quotation software and invoice software system
    such as screenshot image below for item Counter:
 
And the item will be flagged as done  so that it will not be imported to this same Price List
    once again in your sales quotation software and invoice software system.

Import a Group of Items into QwikQuote
      Note:
  Carefully choose your default setting before import a group of items or entire QuickBooks item list
                      into the chosen QwikQuote Price List database in your sales quotation software and invoice software system.
                  This is because anything wrong after import action has completed, you have to modify item by item in QwikQuote Catalog view.
                  If you imported a large number of items in one import – this will be a tedious and annoying stuff to do.
                  We strongly suggest you to use a test QwikQuote Price List database to do the import first in your sales quotation software
                  and invoice software system, after you feel comfortable, then import into production price list database.

To import more than one item as a group or import the whole QuickBooks Item list at once,
you choose the items you want to import to in your sales quotation software and invoice software system
by checking each item’s checkbox  at the ->QQ column  to select them.
Or if you want to select entire price list database items at once,
    use right-mouse click at any place of the list to bring up the popup menu to “Select All Items” as screenshot image shown below:
 

The controls on the tool bar of the right side dialog window shows the items you selected and the item you are focused on.
You can use them to move among selected items, or enter the number to jump to the nth item you want to review before export.
     

When you make sure it is ready to import, then press the Import all Selected Items to QQ6   button
    and the selected items will be imported into the chosen QwikQuote Price List in your sales quotation software
    and invoice software system such as the screenshot image displayed below:
                   

Note:  When you try to import to a new QwikQuote Price List database,
    it will double check if the file has been existed and asking you for confirmation
        such as:
           

You should very careful not to delete the file you have usable data in it.

Note:  In a net work environment, when you try to import into a new QwikQuote price list database over existing file,
or in a single user environment, when you try to import into a new QwikQuote price list database over opening price list in QwikQuote
you will see the following error message as:
             
When you encounter this situation, and you have to do so, then you could
    either try to ask all QwikQuote users not use the QwikQuote price list for the moment
    or try to not use the not use the QwikQuote price list in QwikQuote Price List view before you press the
 button.
We strongly suggest you to use Windows Explore to handle you file management outside QwikQuote application
    you should have more clear vision and idea with your files.

Note:  It is up to your working habit
    whether you use this function to import QuickBooks items into a QwikQuote Price List,
    or you use the next function to export QwikQuote Product/service items into QuickBooks item list.
Both approaches will save your efforts to add each item individually when create/update estimate/Invoice.


11.   Export QwikQuote Product/Service Items into QuickBooks Items List

 

Relatively speaking, QwikQuote the quotation software and invoice software has more features in managing Product/Service items so that it will more convenient for you to display and pick the item your client wants.  And historically, QwikQuote users are more familiar with QwikQuote Price List in making a quote than do the same job with QuickBooks item list.  If all QuickBooks items are in a QwikQuote Price List, you will end up in higher working efficiency with your sales quotation software and invoice software solution system.

It is required for QuickBooks that all items in an estimate or invoice must be in its Item List - otherwise, they will prone an error.  The major benefit for you to export all Product/Service Items in the QwikQuote Price List of your business quotation software and invoice software solution system into QuickBooks Item list is there is no need to export them when you create each Estimate or Invoice in QuickBooks for your quote or order in QwikQuote.  This will result higher working efficiency in your business quotation software and invoice software solution system.

To export your QwikQuote Price List into QuickBooks items list in your business quotation software and invoice software solution system setup, you press the “Export from QQ Price List to QB Item List button, and the Export Items from QwikQuote Price List to QuickBooks Item List dialog windows shows up as the screenshot image similar below:
   

Choose QwikQuote Price List to Export
By default, the current price list used in your business quotation software is the price list database to be exported.  However, if you want to export other price list in your business quotation software and invoice software solution system   – in case you need to use more than one price list for a quote or order you can press the Browse button  to find the QwikQuote quotation software Price list you want to export to QuickBooks Item List, such as the screenshot picture demonstrated below:
 

Synchronize the QwikQuote Price List and the QuickBooks Item List so as to make the corresponding items still matched correctly.  This is because it is highly possible that after a period of usage with your business quotation software system some items on each side might be changed independently within your quotation software and invoice software without the notice of the other side.  The synchronization will check the relationship still valid or not.  If not, remove the link.  And after a link is removed, it will ask you to add again when you used the item in a quote or order in your business quotation software and invoice software system.

Options and Export Item Defaults
Depending on your business environment in your business quotation software and invoice software system, you can choose options and default values for exporting QwikQuote Price List items into QuickBooks Item List.
To show the Options dialog, you press the Options  button, and the Options dialog will show up with focus at the Add New Item tab as:
You should carefully review and choose default values to be used for exporting
in your business quotation software and invoice software system.  This is because if you try to use group export – if anything not as you supposed to be happening, you have to correct them one item by one item in QuickBooks Item List – this is a tedious stuff if you have exported a large number of items into QuickBooks.
After you make sure the options are exactly as you wanted, press the OK  button to save your settings.  And the new settings will be valid immediately
in your business quotation software and invoice software system for the item to be exported.

Select the Item Type to Export
You can select the QuickBooks Item Type for an item in QwikQuote to be export into QuickBooks Item List. 
To select the Item Type you click at the Item Type dropdown box as screenshot:
 
You can set the default item type in the Options dialog – and check for the detailed values for that Item Type on the right panel below.  However, before you choose your default item type in your business quotation software and invoice software system the program build-in default item type is Inventory Item.  When you change the export Item Type you want to use in your business quotation software and invoice software system the right side detail will change to match the type you selected, such as the screenshot image illustrated below when it is changed to be export as Non-Inventory Item Type in QuickBooks:
 

Un-Exported Item and Exported Item
Un-exported item in your business quotation software and invoice software system is denoted by a check box  at the  column at the left side of the display panel so that you can check it to flag it as to be exported into QuickBooks.  The status of an item in your business quotation software and invoice software system already exported into QuickBooks is stored – you cannot export that item to QuickBooks again and again. And the QuickBooks Item List does not allow the same item in it to exist more than once with same name.  In any of the above situation, an item found within different QwikQuote Price List databases in your business quotation software and invoice software system will be flagged as done  so that you cannot export it gain.  This is demonstrated by the screenshot image shown as below:
 

Export 1 Item into QuickBooks
When you select an item in the QwikQuote Price List database chosen for exporting in your business quotation software and invoice software system at the left side of the dialog window, it related information is shown in the right side of the dialog window with the default setting you can choose for exporting this item in your business quotation software and invoice software system into QuickBooks.  Such as the screenshot image illustrated as below:

If you check an un-exported item in your business quotation software and invoice software system list at the left side, that item is ready for you to export it into QuickBooks, and the export  button will be enabled as the screenshot picture shown as below:
 
You should review and edit the detailed information on the right side of the dialog window before exporting it in your quotation software and invoice software into QuickBooks Item List.  When you make sure it is ready to export, then press the export  button and the item will be exported into QuickBooks Item List as screenshot images illustrated as below:
 
And the item will be flagged as done  in your business quotation software and invoice software system so that it will not be exported once again in to QuickBooks Item List.

Export a Group of Items into QuickBooks
      Note:  Carefully choose your default setting in your business quotation software and invoice software system
                      before export a group of items or entire price list database into QuickBooks. 
                  This is because anything wrong after export action has completed, you have to change it item by item in QuickBooks.
                  If you exported a large number of items in one export – this will be a tedious and annoying stuff to do.

To export more than one item as a group or export the whole price list in the business quotation software and invoice software system at one,
you choose the items or the whole Price List database you want to export to QuickBooks Item List
    by checking each item’s checkbox  at the ->QB column  to select them.
Or if you want to select entire price list database items in your business quotation software and invoice software system at once,
    use right-mouse click at any place of the Price List Items to bring up the popup menu and then to “Select All Items” as screenshot below:
 

The controls on the tool bar of the right side dialog window shows the items you selected and the item you are focused on.
You can use them to move among selected items, or enter the number to jump to the nth item in your quotation software and
invoice software system you want to review before export them into QuickBooks Item List.
     

When you make sure they are ready to export, then press the Group Export  button and the selected items in your business quotation software and invoice software system will be exported into QuickBooks Item List as screenshot images demonstrated similar as below:
 
     

Note:  To make the quoting process easier, when an item is added to QuickBooks, its List ID is stored in each Price List Database in your business quotation software and invoice software system for later reference.  However, as the item might be changed or removed in QuickBooks – that will make the reference not valid any more in your business quotation software and invoice software system.  In view of this possibility, each item stored List ID is check to confirm its validity before showing it is as already done.  This synchronization takes time – especially at the first time trying to export a QwikQuote Price List database in your business quotation software and invoice software system to QuickBooks.

Note:  This export only support basic pricing methods in your business quotation software and invoice software system when exporting items into QuickBooks.  This is because the advanced pricing methods in your business quotation software and invoice software system that needs more information – such as actual quantity or user pricing formula – are not available at the moment of exporting.  In case you need to use the advanced pricing, try to add the item into QuickBooks at the time of making quote or order when the price of an item has been evaluated by QwikQuote pricing mechanism.

Note:  It is up to your working habit
    whether you use this function to export QwikQuote Product/service items into QuickBooks item list
    or you use the pervious function to import QuickBooks items into a QwikQuote Price List.
Both approaches will save your efforts to add each item individually when create/update estimate/Invoice
    and increase the working efficiency of your business quotation software and invoice software system.

 


12.   More Options 

 

To make QwikQuote Links to QuickBooks Module works better within your business quotation software and invoice software system
there are options you can set to meet your business requirement and your working environment.

To make your choose and/or change the options easier in your business quotation software and invoice software setup,
you can access the options dialog from a number of windows in your business quotation software and invoice software display,
and each location will try to show you the most relates Options tab related to your work in the options dialog.

In the QwikQuote 6 Options dialog, you can press the  button to show more options
such as the screenshot images shown similar as below:
 

In other windows in your business quotation software and invoice software run time,
you can click the Options Button  to bring up the Options Dialog Window
such as the Add Item to QuickBooks window and the Add New Item tab
    in QwikQuote Links to QuickBooks Options dialog below:
 
     

 


13.   Special Considerations

 

The behaviors of QwikQuote and QuickBooks in your business quotation software and invoice software system are quite different in handling some of issues.  This is because in QwikQuote, we make all stuff can changeable so as to give you most freedom and flexibility to meet your business needs.  However, in QuickBooks, every action must follow established accounting rules, so as to meet the finance law and government restricts.  In view of those differences in the business quotation software and invoice software solution package, the following special considerations are important to make your QwikQuote work with your QuickBooks properly.

  1. Different Tax Value for Individual Item
    In a typical business sales quotation software and invoice software solution package:
        In QwikQuote every product/service item can have its owner tax value
            – more importantly, you can change each item tax value freely when make a quote or order.
        In QuickBooks there is no way to specify tax value for each item
            – the tax or tax group applied is specified based on each estimate or invoice.
    Such as the screenshot below:            
    This means you need pay attention to if each item in a quote or in an order should be taxed consistently in your business quotation software and invoice software.  In case the difference is detected, we try to use the average of the tax of all items.  In case the average value of the tax or VAT is not find in corresponding QuickBooks item list there will be a new tax item created as the reason above and this might be resulted in, more importantly, there will be possible incorrect tax value calculation.
                Note:  The module will try to prompt for this situation in next release build. 

  2. Free Tax Values ver. Tax Items
    In a typical business sales quotation software and invoice software solution package:
        In QwikQuote you can freely change each item’s tax value when making a quote or order after you show the Tax Rate column.
        In QuickBooks, the tax item or tax group with corresponding tax values or tax expressions must be existed as an item in the Item list.
    Such as the screenshot images demonstrated similar as below:
    This means that you should plan what tax schemas you are going to use in your business sales quotation software and invoice software solution package in advance, so that when saving quote or order information in QwikQuote to an estimate or invoice in QuickBooks the corresponding tax item entry can be matched in the QuickBooks item list and applied to that estimate or invoice.  In case there is not able to find the right tax item value in QuickBooks item list, it will try to add a new Tax item – with the tax value to identify it as the item Name.
        Such as the screenshot image demonstrated similar as below:
     
    Note:  The estimate or invoice could not be created/updated until the Tax Item has been added to QuickBooks Item list
  3. Tax and VAT ver. Tax Group
    In a typical business sales quotation software and invoice software solution setup:
        In QwikQuote you can freely change each item’s Tax and VAT values
            when making a quote or order after you show their columns in quote view.
        In QuickBooks you need to create Sales Tax Group in order to apply more than one tax to an estimate or invoice.
    Such as the screenshot images demonstrated alike as below:
     
    And the tax value of each tax item in the corresponding Sales Tax Group in the business sales quotation software and invoice software system should be created as Sales Tax Item with corresponding tax value.

  4. Added Charges
    In a typical business sales quotation software and invoice software solution setup:
        In QwikQuote you can use up to 3 added charges in addition to a quote or order.
            And the key point herein is you can freely change the name and value of then for a quote or order.
    Such as the screenshot pictures shown below:
               
    As you know from the reasons above in this document, it must be an item in QuickBooks item list
        for it to be used in the quotation software and invoice software solution setup:
        And you can specify the default item type when it is exported to QuickBooks Item List.
           (The program default type is Other Charge type in QuickBooks Item List.)
                Such as the screenshot image shown below:
                   
    What important herein is the price or the value of an item is not supposed to be freely changed – to keep accounting balances.
        So, you should plan in advance the names and values of your Added charges to be used in your
                business sales quotation software and invoice software solution setup.
            Or to put it simple – change them to a Service items or Non inventory item and exported it to the Item list as regular item.
    When QwikQuote check with the added charge, it will check with the other charge for values.
        If they find a matching one, it will try to used it – so that there will not create lots of added charge items in QuickBooks.
        If not find, a new item with the name and value pair in the sales quotation software and invoice software setup will try to add to QuickBooks Item List.
     
  5. Ad Hoc Items
    In your business quotation software and invoice software solution QwikQuote you can freely add an item to a quote or order – it is understood as Ad Hoc item.  However, you are not allowed to add an entry in an estimate or invoice without add that item in item list beforehand.  This means you need add each Ad Hoc item from a quote or order into QuickBooks item list.  You can specify default Item Type to be used when adding an Ad Hoc item into QuickBooks as screenshot image shown below:
               
    As with the added charges, we should well plan your Ad Hoc item carefully to be used in your business quotation software and invoice software solution setup.  You should try to avoid Ad Hoc item as possible to make the balance in QuickBooks simple.  And after you setup the Options QwikQuote will add an Ad Hoc Item with the default item type and use the Part Number/value pair to identify the item.

Note:  In general, you need detailed consideration and plan for what to do and what not to do when using QwikQuote and QuickBooks closely together in your business quotation software and invoice software solution system.  This is because QuickBooks is as an accounting software the more strictly software usage atmosphere than that of QwikQuote that will more freedom to speed up your business sales quotes processing.  


14.   Miscellaneous Notes

 

The following are issues reported during practical usage of the module.

  1. No Customer Information when Add a New Estimate
    When try to save a quote to estimate without proper contact information in QuickBooks Customer list
    you will see the warning message as:
       
    You need to either pick the Customer form QuickBooks directly
       or add the contact into QuickBooks Customer list as suggested above.
  2. Cannot Add Contact into QuickBooks Customer List
    However, when you try to add the contact into QuickBooks,
    you might get the following message as:
       
    In this case, you need to check if the contact is in the inactive state as:
       
    And if that is the case, try to change the state of the Customer in QuickBooks
        by un-check the ‘Customer is in inactive’ checkbox as:
       
  3. Manually Remove Estimate/Invoice in QuickBooks
    As of this release, it is not able programmatically remove an estimate or invoice in QuickBooks.
    Any outdated estimate or invoice has to be deleted by you manually in QuickBooks.
    We are continuing to investigate this issue and hopefully the future Intuit SDK will support this function.

  4. ….




  5. Microsoft Cursor Engine Multiple-step operation generated errors. Check each status value.

 

Enjoy your QwikQuote with Good Luck and Prospers Business!