Introduction

Our QuickBooks integration module gives you the ability to post invoices, payments and interest charges from the Evolution FMS Funeral Management Solution directly into Intuit QuickBooks.

Which versions of QuickBooks are supported

  • QuickBooks Pro 2008
  • QuickBooks Pro 2010
  • QuickBooks Pro 2012
  • QuickBooks Pro 2013
  • QuickBooks Pro 2014

How does the process work

Any user with “Invoice Posting” permissions can post an invoice within Evolution FMS which will lock it from further editing.
A locked invoice will still allow payments to be taken and entered from customers, as well as finance / interest charges added.
Any user with “Invoice Unpost” permissions can unpost an invoice within Evolution FMS.

When the invoice post routine is run the following actions are carried out:

  • Invoices within Evolution FMS that have been posted but not accepted into QuickBooks are loaded.
  • The invoices are validated (Nominal codes are validated against QuickBooks items and tax codes are also validated).
  • If validation is successful then:
  • If the QuickBooks module is set to <Create Customer Accounts> and a “customer account” has been specified within Evolution FMS then the invoice is posted to this account.
  • If the QuickBooks module is set to <Create Customer Accounts> and a “customer account” has NOT been specified within Evolution FMS then the invoice is posted to a new account which is created automatically.
  • If the QuickBooks module is set to <an account name> and a “customer account” has been specified within Evolution FMS then the invoice is posted to this account.
  • If the QuickBooks module is NOT set to <an account name> and a “customer account” has NOT been specified within Evolution FMS then the invoice is posted to the named account
  • The invoice number is returned to Evolution FMS where it is saved for reference
  • Payments within Evolution FMS that have been created but not accepted into QuickBooks are loaded
  • Payments are posted to the corresponding invoice, as long as:
  • The payment amount is not 0.00 or a negative amount
  • The payment amount is not greater than the invoice outstanding balance
  • The payment nominal code matches a bank account nominal code (first 8 characters of the bank account name – with any spaces removed).
  • Interest charges within Evolution FMS that have been created but not accepted into QuickBooks are loaded
  • Interest charges are validated (Nominal codes are validated against QuickBooks items and tax codes are also validated).
  • If validation is successful then the interest charge is added to the corresponding invoice.

Both Payment and Interest Charges can be disabled if you do not wish to send them across to QuickBooks.

How is the QuickBooks Module Licensed?

The module is available from us and can be used on one Evolution FMS account number and one computer. The cost of the license is:
£249 – Invoice posting module (includes customer payment and interest charge processing)