Field Mapping Quickbooks and FieldCLIX

Modified on Wed, Mar 27 at 9:28 AM

TABLE OF CONTENTS

Employees
Payment Terms
Classes
Payroll Items
Accounts
Service Items
Customers
- From QB to FCX
- From FCX to QB
Projects
Customer Jobs
- From QB to FCX
- From FCX to QB
Sales Rep
Invoices (CIM Invoices - Customer Invoice Management)
- From QB to FCX
- From FCX to QB
Sales Tax Items
Vendors
- From QB to FCX
- From FCX to QB
Bills (VIM Invoices - Vendor Invoice Management)
Bill of Materials (BOM) - Sales Receipts
Time Keeping Timesheet
Cost Rates

FieldCLIX System (FCX) is intended for use by several Our Companies, while QuickBooks (QB) account is for one Company. Generally, there is only one "Our Company" in each instance of FCX system. Therefore, in the current version of Quickbooks integration, all objects are company non-specific.

Another feature of the new version is a flow of sync. With the flow we can put objects for syncing in the order.

At first, sync independent objects: Employees, Payment Terms, Payroll Items, Classes, Accounts.

Then — dependent objects: Service Items, Customers, Customer Jobs, Invoices, Vendors, Bills, Credit Card Charge, Timesheets, Cost Rates.

For example, if we sync Service Items, then Classes and Accounts will be synced firstly.

Here is the table with objects mapping between QuickBooks and FieldCLIX System:

Quick Books Desktop / Enterprise	Direction of Sync	FCX
Employees	⇨	Employees
Terms List	⇨	Payment Terms
Class List	⇨	Classes
Chart of Accounts	⇨	GL Codes
Customers	⇦⇨	Customers
Customer Job Types	⇨	Projects
Customer Jobs	⇦⇨	Customer Jobs
Sales Rep List	⇨	Sales Rep
Vendors	⇦⇨	Vendors
Invoices	⇦⇨	CIM Invoices
Bills	⇦⇨	VIM Invoices
Sales Receipts	⇦	BOMs
Payroll Items List	⇨	Payroll Items
Items List	⇨	Service Items
Payroll Summary Reports	⇨	Cost Rates
Timesheet	⇨	Payroll TC Data
Item List	⇨	Sales Tax Items

Quick Books Online	Direction of Sync	FCX
Employees	⇨	Employees
Terms List	⇨	Payment Terms
Class List	⇨	Classes
Chart of Accounts	⇨	GL Codes
Customers	⇦⇨	Customers
Customers (Sub-Customer Type)	⇦⇨	Customers
Customer Jobs	⇨	Customer Jobs
Vendors	⇦⇨	Vendors
Invoices	⇦⇨	CIM Invoices
Bills	⇦⇨	VIM Invoices
Payroll Items List	⇨	Payroll Items
Items List	⇨	Service Items
Items List	⇨	Sales Tax Items

Employees

It’s one-way sync from QB to FCX.

When — whenever we make changes in the QB objects.

QB Employee is pushed to FCX based on Account Number. We sync all Employees: active and inactive.

Additional setting in the constant allows customizing Employee fields syncing. In the constant we specify Employee requisites, which are synced from QB and disabled from editing in FCX.

It is possible to sync additional Employee's contact info to the FCX fields: Work Email and Cell Phone. Special settings in the QB connector are responsible for this. There we define which contacts (Alt Email, Alt Phone, etc.) should be synchronized as Main Email and Main Phone.

QB overrides a Supervisor, Job Title and Department in the Employee card on the FCX side.

It creates a new Job Title and Department if no such records are found in FCX.

From QB	To FCX
Account Number	Employee Id
First Name	First Name
Middle Name	Middle Name
Last Name	Last Name
Gender	Gender
Date of Birth	Date of Birth
Is Active (True/False)	Status (Active/Closed)
Main Email	Work Email
Main Phone	Cell Phone
Supervisor	Supervisor
Title	Job Title
Department	Department
Payroll info: Sick Hours Available Sick Hours Used Vacation Hours Available Vacation Hours used	Employee Payroll Info: Sick Hours Available Sick Hours Used Employee Payroll Info: Vacation Hours Available Vacation Hours Used

A Note on QB Employee Phone/Email Sync

Payment Terms

It’s one-way sync from QB to FCX.

When — whenever we make changes in the QB objects.

Payment Term is pushed to FCX based on Terms field and filtered by type to find possible duplicates.

From QB	To FCX
Terms	Terms
Next due in	Next due in
Day of Month	Day of Month
Day Next Month	Day Next Month

Classes

It’s one-way sync from QB to FCX.

When — whenever we make changes in the QB objects.

The search is by Class Full Name. All Parent Classes are populated in the Full Name field. We sync Classes of all levels.

If during synchronization, the Parent Class for a synced Class is not found, thus the Subclass itself cannot be synced.

From QB	To FCX
Full name	Full name
Name	Name
Parent	Parent Class
Level	Level
Class is inactive	Status

Payroll Items

It’s one-way sync from QB to FCX.

Data is pushed to FCX based on Payroll Item Name.

We sync all Payroll Items. If during synching there is a similar payroll item in FCX, then the status is changed to the transmitted value (closed or active). If QB conveys closed items and there is no the same payroll item in FCX, the new reference record will not be created.

From QB	To FCX
Item Name	Name
Is Active	Status
Wage Type = “Salary Sick” or “Hourly Sick”	Sick = True
Wage Type = “Salary Vacation” or “Hourly Vacation”	Vacation = True

Accounts

It’s one-way sync from QB to FCX.

We sync GL Codes of all Account Types.

Data is pushed to FCX based on Account Number. We sync the tree of Accounts as we do for Classes.

From QB	To FCX
Number	Account Number
Account Name	GL Code
Description	Description
Subaccount of	Subaccount of
Account is inactive	Status

Service Items is a separate object in QB. Previously Service Items got in sync with Sync External Code (tabular part of GL Codes). External Codes were used in CIM Invoices.

Now we have Service Item Reference in FCX System. We sync Service Items from QB to FCX. To read more about Service Items see separate topic below.

Service Items

It is one-way sync from QB to FCX. Service Items depend on Classes and Accounts.

Data is pushed to FCX based on Service Item Full Name.

We sync all Service Items. If during sync there is a similar service item in FCX, then the status is changed to the transmitted value (closed or active). If QB pulls in closed items and there is not the same service item in FCX, the new reference record will not be created.

From QB	To FCX
Name	Name
Full Name (all Parent Names + Item Name)	Full Name
Parent Item	Parent Item
Is Active	Status
Sublevel	Level
Class	Class
Account	Account

Customers

Customers, Customers Jobs is one object in QB. First level is Customer, second — Customer Job. Customers Object is Organizations reference in FCX, and Customers Jobs are Customers Jobs in FCX respectively. It’s available to sync either Customers or Customers + Customer Jobs.

Customers and Vendors are one Organizations reference in FCX. Organization Type requisite is a distinguish between Customer and Vendor.

It is two-way sync:

Customers created in QB are synced to FCX.
Customers created in FCX are synced to QB.

Customers depend on Payment Terms.

Data is pushed to FCX based on Customer Name. First Customers get in sync, then Customers Jobs.

You should fill out Customer Abbreviation in Organization Card to make Customer record approved.

From QB to FCX

From QB	To FCX
Customer Name	Name
—	Category = Customer
Customer Type	Description
Bill to	Billing Address
Ship to	Shipping Address
Payment Terms	Payment Terms
Account NO	Account Number
Customer is inactive	Status

From FCX to QB

From FCX	To QB
Name	Customer Name
Billing Address	Bill to
Shipping Address	Ship to
Payment Terms	Payment Terms
Account Number	Account No

If you use two-way sync by creating Customers in FCX, note that QB overwrites Customer requisites when you sync Customers back to FCX.

Projects

The match is Customer Job Types (QB) – Projects (FCX).

Data is pushed to FCX based on Name. We sync all records: active and closed (inactive).

The flow depends on Customer and Customer Jobs.

It is two-way sync:

Customer Job Type created in QB are synced to FCX.
Projects created in FCX are synced to QB.

From FCX ←→ QB
Name	Name

Customer Jobs

FSM Customers Jobs is a reference in FCX, which related with Build Plans.

It is two-way sync:

Customer Jobs created in QB are synced to FCX.
Customer Jobs created in FCX are synced to QB.

From QB to FCX

Depend on Customer and Classes.

We sync Customer Jobs, if record status is active (checkbox “Is Inactive” is not set).

From QB	To FCX
Job Name	Name
Customer	Customer
Parent	Parent job
Level	Level
Job type	Job Type
Class	Class
Ship To	Shipping Address

From FCX to QB

Customer Job creation inside FCX is controlled by the system setting (constant “CreateCustomersJobsForBuildPlans”). We turn on (true value) this setting to automatically create a Customer Job. The system creates a Customer Job on Build Plan generation if we do not specify a Customer Job manually in the appropriate field of GBP Wizard.

In this case, Customer Job Name is equal to Build Plan Name.

We can also specify a Class in the Customer Job. If the Customer Job has the Class in the FCX we will sync the Class along with other Customer Jobs Card fields. Some versions/configurations of QuickBooks don't support adding a Class in the Customer Job, that way we turn off the system constant in the FCX which is responsible for synchronization Classes in Customer Jobs.

From FCX	To QB
Job Name	Name
Job Name	Description
Customer	Customer
Status	Job Status (In Progress)
Class (optionally)	Class

Sales Rep

The match is Sales Rep List (QB) – Sale Rep (FCX). It is one-way sync: QB → FCX.

Data is pushed to FCX based on Name. We sync all records: active and closed (inactive).

The flow depends on Customer and Customer Jobs.

To QB	To FCX
Name	Initials
Type (only Vendor and Employee)	Type
Is Inactive	Status

Invoices (CIM Invoices - Customer Invoice Management)

It’s two-way sync. Source — FCX. This object depends on Customers, Classes, Customer Jobs (from/to QB), Payment Terms, Service Items.

From QB to FCX

At first, we sync all Invoices to FCX previously sent to QB and paid there.

All synchronized Invoices without transactions and received payment will be “Rejected” on FCX side.

If there are transactions, payment is received and the paid amount is equal to the invoice amount, then invoices are marked as "Paid" in FCX. The paid date is equal to the minimum transaction date.

From FCX to QB

When we sync. When Invoice Status is changed to “Submitted to Client” and Invoice Record is active.

We take Service Items from CIM Invoice Allocation Table.

One of the custom setting of QB synchronization enables to sync Customer Jobs with other Invoice details. If this setting is turned on, but there is no a Customer Job for the Invoice, then we sync a Customer instead of the Customer Job.

From FCX	To QB
ID Reference Record	Memo
Client	Customer
Invoice Number	Invoice #
Invoice Date	Date
Site Address	Bill To
Payment Terms	Terms
Due Date	Due Date
PO number (first 25 characters)	PO number
Amount	Amount
Description	Description
Sales Tax Item	Sales Tax Item (If you do not sync Sales Tax Items from accounting system, we transmit Tax specified as default in sync configuration)
Table — Items:
Requires Sales Tax in PO: true false	Sales Tax Code: Value = Tax Value = Non
Has Service Items Allocation: Class Service Item —	Class Item Quantity = 1 (always)
No Service Items Allocation: —	—

Sales Tax Items

It is one-way sync from QB to FCX. Source — Item List in QB. Data is pushed to FCX based on Item Name.

We sync all Sales Tax Items. If during synching there is a similar sales tax item in FCX, then the status is changed to the transmitted value (closed or active). If QB conveys closed items and there is no the same sales tax item in FCX, the new reference record will not be created.

From QB	To FCX
Name	Name
Tax Rate %	Rate %
Is inactive	Status

Vendors

It is two-way sync:

Vendors created in QB are synced to FCX.
Vendors created in FCX are synced to QB.

Data is pushed to FCX/QB based on Vendor Name.

We sync all Vendors whatever status.

From QB to FCX

From QB	To FCX
Vendor Name	Name
—	Category =Vendor
Vendor Type	Org.Category
Billed from	Billing Address
Shipped from	Shipping Address
Payment Terms	Payment Terms
Account No	Account Number
Vendor Is Inactive	Status

From FCX to QB

From FCX	To QB
Name	Vendor Name
Billing Address	Billed from
Shipping Address	Shipped from
Payment Terms	Payment Terms
Account Number	Account No

Generally, we use one-way sync for Vendors. However, if you use two-way sync by creating Vendors in FCX, note that QB overwrites Vendor requisites when you sync Vendors back to FCX.

Bills (VIM Invoices - Vendor Invoice Management)

It’s two-way sync. Data Source is both FCX and QB. Bills depend on Vendors, Payment Terms, Accounts.

From QB to FCX

We sync all invoices in “Paid” and "Partially Paid" statuses.

If a VIM Invoice has some transactions, during synchronization FCX compares the VIM Invoice's amount due with the amount paid:

if the amount paid is less than the amount due → sets “partially paid”
if the amount paid is equal or more → marks the invoice as paid.

VIM Invoices without any transactions in QB (void invoices) are synced to FCX as canceled invoices.

If during synchronization there is a similar paid invoice in FCX, then we will do nothing. Otherwise, we will mark as paid the existing invoice.

Bill has one payment transaction in QB:

From QB	To FCX
Check Credit Card Credit	Paid By
Transaction Date	Paid Date
Transaction Type, RefNo, Transaction Date, Transaction Amount	Paid Notes
Total	Amount Paid

Bill has more than one transaction in QB:

From QB	To FCX
Pull in Last Transaction Type: Check Credit Card Credit	Paid By
Date of First Transaction	Paid Date
Transaction Type, RefNo, Transaction Date, Transaction Amount	Paid Notes
All Transactions Total	Amount Paid

From FCX to QB

From FCX we sync all VIM Invoices in “Approved” Stage and with Active Record State.

When we sync. Once, when Invoice Status is changed to “Approved”.

From FCX	To QB
Invoice Number (first characters)	Ref No
Vendor	Vendor
Memo	Memo
Invoice Date	Date
Invoice Payment Terms	Terms
Table — Expenses
GL Codes Allocation: Amount Note Class GL Code	Amount Memo Class Account
Service Item Allocation: Amount Note Class Service Item	Amount Note Class Service Item

The type of allocation we use in the VIM invoice depends on the "Use Service Item Distribution" setting. Read more about the VIM Invoice Expense table here.

Credit Card Charge and Checks — VIM Invoices based on COD Purchases

COD Purchases can be transformed to VIM Invoice. It is managed in the Purchase Category of COD. In addition to it, we can sync these invoices to QB as Credit Card Charges or Checks. To do this, check the box "Sync as Credit Card Charges" or "Sync as Check" in the Card Type (use "Card and Account Types" Reference).

Once a VIM Invoice has been transformed from the COD and approved, it will be synced to QB and mark as paid in FCX.

Credit Card Charge/Check sync is carried out in 1 step:

send Invoice to QB
change Invoice Stage to “Paid” in FCX
fill in Amount Paid = Amount Due, Paid Date = Date of sync, Paid by = Credit Card Charge or Debit Card Charge (according to the Card Type).

Credit Card Charges

From FCX	To QB
Issuer (from Card and Accounts card)	Purchased From
GL Codes (from COD Purchase Credit Card)	Credit Card
VIM Invoice Memo	Memo
Invoice Date	Date
VIM Invoice Number	Ref No
Table — Expenses
GL Code or Service Item Amount Store - Descriprion (from COD Purchase) Customer Job Class	Account / Service Item Amount Memo Customer Job Class

Checks

From FCX	To QB
Issuer (from Card and Accounts card)	Pay to the order of
GL Codes (from COD Purchase Credit Card)	Bank Account
VIM Invoice Memo	Memo
Invoice Date	Date
VIM Invoice Number	No.
Table — Expenses
GL Code or Service Item Amount Store - Descriprion (from COD Purchase) Customer Job Class	Account / Service Item Amount Memo Customer Job Class

Inventory Bills

Inventory Bills are Bills related to Inventory Transaction Journal. To sync Inventory Bills to QB, we turn on the QB sync configuration setting — Use Inventory Item for Bills.

Inventory Bills are synced like regular Bills: when a Bill moves to the “Approved” Stage.

Inventory Bills do not imply financial distribution. Use correct invoice category without VIM PO allocation and FD creation.

From FCX	To QB
Invoice Number (first 20 characters)	Ref No
Vendor	Vendor
Memo	Memo
Invoice Date	Date
Invoice Payment Terms	Terms
Table — Item Expenses
FCX Inventory (item name set up in sync settings) Notes Amount * 100 (it means 0.01 cent per item) Amount	Item Description QTY Amount

Bill of Materials (BOM) - Sales Receipts

It’s one-way sync from FCX to QB.

Data source — Bill of Materials (BOM).

When — BOM is kitted.

We sync all kitted BOMs which kitted date more than the date specified in the QB sync setting. It is configurable part.

From FCX	To QB
BOM Name	Memo
Customer Job (from BP)	Customer Job
Kitted Date	Transaction Date
Table
FCX Inventory (item name set up in sync settings) BOM Name Total $ * 100 (from BP Material Repository: QTY COGS)* - - Sales Tax Code	Item Description QTY Rate = 0 Amount = 0 Non

Find more about adjus inventory balance in QB.

Time Keeping Timesheet

It’s one-way sync, from FCX to QB. Data source — Time Card Payroll Allocation.

We sync all Payroll Checks at one go.

Before pushing data, the FCX system cleans up all payroll check details, pulled in during previous sync or changed manually in QB.

If errors occur during synchronization, we do not roll back the changes and do not mark the payroll check as synchronized. Payroll Check is marked as synchronized, if there are no errors and all payroll check data was successfully pulled into QB.

One session is enough to complete synchronization.

We sync the following Payroll Checks:

With mark “Ready to Sync to Payroll”

Upon successful sync the FCX system changes requisite “Ready to Sync to Payroll ” to “No” and “Synced to Payroll” to “Yes” properly.

We sync all payroll check details, that is data values from payroll allocation in Time Cards those Employees, whose already synced.

Customer Job and Service Item synchronization to QB Timesheets is controlled by QB connector settings. It is configurable.

From FCX	To QB
Date	Date
Employee	Employee
Table
Payroll Allocation: WO -> BP -> Customer Job	Customer Job
Class (configurable, can be turn on/off)	Class
Payroll Allocation: Payroll Item (selected by combination of Wage Type + Cost Type + Employee Classifier)	Payroll Item
Payroll Allocation Work Order -> Work Order Type Service Item	Service Item
—	Billable Status = Billable, if Customer Job and Service Item are specified Otherwise “Not Billable”
Payroll Allocation Total Hours*	Duration

*We group data by all Payroll Allocation Items to calculate Total Hours.

Cost Rates

It’s one-way sync from QB to FCX.

Data source — QuickBooks Payroll Summary Report.

When — Payroll Check is paid in QB.

If Employee Category requires sync Cost Rates from QB (corresponding checkbox in Employee Category Card is active) we search for paychecks in QuickBooks on the check date of the FCX payroll check, then sync appropriate Cost Rates from QB Payroll Summary Report.

From QB	To FCX
Payroll Item	Payroll Item
Employee	Employee
Hours	Hours
Rate	Rate
Amount	Amount