QuickBooks Integration

P3Expeditor QuickBooks Relationships

QuickBooks Accounting Package Interface

P3Expeditor is capable of communicating with Intuit's QuickBooks Accounting software package. P3Expeditor jobs can be associated with QuickBooks Estimates, Purchase Orders and Invoices to help manage the flow of information from P3Expeditor to QuickBooks. The diagram below shows the relationship between P3Expeditor Suppliers, Clients and Jobs and QuickBooks Vendors, Customers, Job Estimates, Purchases Orders and Invoices.

The following links lead to more information about the P3Expeditor QuickBooks functionality.

  • Installing the P3Software QuickBooks Interface software and the QuickBooks QBFC software. You may also need to install the QuickBooks Remote Data Sharing Client or Server software.
  • Updating your P3Expeditor license after P3Software has authorized you for QuickBooks.
  • Synchronizing your P3Expeditor Suppliers with your QuickBooks Vendors.
  • Synchronizing your P3Expeditor Clients with your QuickBooks Customers.
  • Managing Purchase Orders for your P3Expeditor Jobs with QuickBooks.
  • Managing Invoices for your P3Expeditor Jobs with QuickBooks.

QB Licensing and Installation

P3Software QuickBooks Interface Software Installation and Licensing

Please Note: P3Expeditor will only integrate with QuickBooks on the Microsoft Windows operating system.

For P3Expeditor to integrate with the QuickBooks accounting system you will need to install some additional software. This software included components provided by Intuit and P3Software. The P3Expeditor components will download automatically when your license is upgraded to include the QuickBooks extension. The Intuit QuickBooks components must be installed. The specific Intuit components that need to be installed depend on how your QuickBooks system is set up. In most situations for quick books software is run on the same computer as P3Expeditor. We will call this "regular mode". In other rarer situations QuickBooks is run as a client/server application on a single file server which many users access using QuickBooks client software. We will call this "client/server mode".

QuickBooks regular mode: Use the three links below to download and install the intuit software components.

P3-QB Files These go in the P3 installation folder.

QuickBooks client/server mode: The three installers listed above must be installed on both QuickBooks server computer and each of the client computers. In addition the server and client computers each have a specialized component that must also be installed. These are listed below:

Once the QuickBooks components are installed, the P3Expeditor QuickBooks license upgrade can be issued. After that, the license for QuickBooks will be installed automatically, the next time P3Expeditor is restarted. At that time P3Expeditor will request that you update your software using the application update function. This application update will not only bring your P3Expeditor software up-to-date, but it will also download the P3Expeditor QuickBooks components.

Configuring the P3Expeditor QuickBooks interface

After the Intuit and P3Expeditor software components are installed we can begin configuration and testing of the P3xpeditor QuickBooks integration.

The configuration panel for QuickBooks integration is located in the "My Settings" section of the P3Expeditor application. If you are licensed for QuickBooks integration the "Configure" menu at the top of the "My Settings" dialog will list a "QuickBooks" option. selecting this option will cause the QuickBooks configuration dialog to open. This dialog contains three basic controls for configuring QuickBooks:

  • Connection Type - For regular QuickBooks installations select "Local QBD". For client/server applications select "Remote QBD".
  • Company file path - Use the "Select Company File" button to launch the file browser and locate your QuickBooks company file. Please note that the path listed here must exactly match the path to the same company file used in QuickBooks.
  • Open mode - This should be set to "don't care".

Once these settings have been entered save them by closing the my settings dialog. You will now be ready to begin testing the QuickBooks integration.

Running the P3Expeditor QuickBooks interface

The QuickBooks interface automatically turns on when certain functions are used within three p3expeditor. As the interface starts up it displays a dialog telling you that the interface is starting up, and reminding you to make sure QuickBooks is running at that time. Please make sure that QuickBooks is running at this time as you will get errors otherwise.

The places where the QuickBooks interface is automatically launched are the following:

  • synchronizing suppliers to QuickBooks
  • synchronizing customers with QuickBooks
  • importing clients or customers from QuickBooks
  • launching the "Order Job" dialog from the job master screen.
  • launching the "View Invoice" dialog from the job master screen.

First-time startup - The first time you start up to the QuickBooks interface, QuickBooks will present the a special permissions dialog. this dialogue asks you to give permission for P3 expediter to communicate with QuickBooks. It is not necessary to allow P3Expediter to have access to credit card and other sensitive information. so, you can leave that option unchecked. But please do select the "always allow" option for all other communications.

QB Clients Management

QuickBooks Accounting Package Interface Client Management

Synchronizing Your P3Expeditor Clients with QuickBooks In order for your QuickBooks Purchase Orders, Estimates, and Invoices to work properly you must synchronize your P3Expeditor Clients with your QuickBooks Customers. The P3Expeditor Client Manager indicates which clients have not been synchronized with QuickBooks by highlighting the background of unsynchronized clients with a light red color.

To synchronize a client either double-click on the entry or single-click to highlight the entry and click the "Edit" button. This will display the following screen.

An unsynchronized client will not have any information in the box to the right of the "Acct Code". Click on the "Synchronize" button to start the synchronization process.

QB Supplier Management

QuickBooks Accounting Package Interface Supplier Management

Synchronizing Your P3Expeditor Suppliers with QuickBooks In order for your QuickBooks Purchase Orders to work properly you must synchronize your P3Expeditor Suppliers with your QuickBooks Vendors. The P3Expeditor Supplier List indicates which suppliers have not been synchronized with QuickBooks by highlighting the background of unsynchronized suppliers with a light red color.

To synchronize a supplier either double-click on the entry or single-click to highlight the entry and click the "Edit" button. This will display the following screen.

An unsynchronized supplier will not have any information in the box to the right of the "Acct Code". Click on the "Synchronize" button to start the synchronization process and you will see the following dialog.

The droplist has a list of vendors found in your QuickBooks. Use the droplist to match your P3Expeditor supplier with your QuickBooks vendor. If the P3Expeditor supplier does not exist in QuickBooks, click on the "Add New" button to add the supplier to your QuickBooks as a vendor.

When the OK button is clicked on the "Supplier Information" dialog and the supplier has an "Acct Code", the following dialog is displayed.

If the "No" button is clicked, the "Supplier Information" dialog is closed and any updates are saved.

If the "Yes" button is clicked, the following dialog is displayed.

The above dialog will allow you to push p3expeditor info over to QuickBooks.

QB Purchase Orders

Managing Purchase Orders for your P3Expeditor Jobs with QuickBooks

This dialog is accessable from the Job Master dialog and facilitates the building and submitting of Purchase Orders to your QuickBooks Accounting System.

Supplier - The Selected Supplier listed is based on the Job Award selection made in the Compare Bids screen. The "Winning Bid Details" string will indicate if the suppler has been synchronized with your accounting system by displaying either (Synced) or (Not Synced).

The Request Purchase Order button will request a new Purchase Order from your accounting system and display the PO number assigned to the left of the button. Before clicking on this button you should fill in the Quantity and Price fields for your order.

Purchase Order # - This will show the Purchase Order number assigned by your acounting system. It will be blank if no Purchase Order has been created for this job.

Quantity and Price - You can enter the final quantity and price manually, or select it off the list of quantities and prices from the winning supplier's bid data. To select a quantity / price click on the appropriate Select button or if an Implied Price has been determined, click on the Implied Price button.

When you click on the Request Purchase Order button and the winning supplier has not been synchronized with your accounting system and can not be found in the accounting system's list of suppliers, a dialog saying "Supplier not found in QuickBooks. Synchronizing..." will be displayed. Clicking on the OK button will display a list of vendors from the accounting system. If you click the Cancel button the process will be aborted and control will return to the Job Work Order dialog. Clicking on the Ok button will associate the Purchase Order with the selected vendor. Clicking on the New button will add a new vendor to the accounting system and associate them with the new Purchase Order.

You will then be presented with a dialog with a droplist of Items available from your accounting system. Select an item and click on the Ok button. After a few moments a dialog will be displayed indicating the newly created Purchase Order number. Click on the Ok button and control will return to the Job Work Order dialog. The Request Purchase Order button will be changed to an Update Purchase Order button.

When you click on the Update Purchase Order button, any updates you have made to the Quantity and Price fields will be sent to your accounting system to update the Purchase Order. You will be given the opportunity to update the ordered Item.

Send Order - click the "Send Order" button and the "Email Message" screen will appear configured to send the order.

QB Invoices

Managing Invoices for your P3Expeditor Jobs with QuickBooks Using P3Expeditor to Manage Your QuickBooks Invoices P3expeditor allows you to create and modify QuickBooks Invoices and assoicating them with P3Expeditor Jobs. Once a P3Expeditor job has been created it can be associated with QuickBooks from the Job Master dialog for the job.