The current Quickbooks integration is used to send invoices from Nightingale to Quickbooks. It can send HCP, NDIS Plan/Self Managed, Agency Managed and “Other” invoices.
The invoices sent are customisable via the “Invoice Options” list present on the “Other”, Plan/Self Managed and Agency Managed invoice transfer pages. These options are not currently available on HCP invoices.
There is also an option to fill the custom fields that are available on Quickbooks invoices.
Accessing the QuickBooks Integration
The QuickBooks integration can be accessed from Organisation Settings\Finance\QuickBooks Integration.
When connected the QuickBooks Integration page looks like this:
Invoice Options
These are the preset options that are added to the description of each line of an invoice that is transferred to QuickBooks. These will be available on the applicable transfer invoices page.
The options include:
Shift Code - the shift code that was applied to the roster
Staff Name - the staff member that was assigned to the roster
Attendance Status - the attendance status name
Attendance Times - the times on the attendance
Staff Claim Number - used by Allied Health practitioners. Can be added by going to staff members dashboard → Edit Details
It is possible to add as many or as few options as you would like to an invoice using the token box. Simply click or search for the ones that you want.
Custom Fields
Setup Custom Field
Nightingale now supports the custom fields that are available in the QuickBooks UI.
For these to show you must first create the custom fields in QuickBooks. This can be done by selecting the cog icon in the top right corner of the screen → Account and Settings → Sales → Custom Fields. It should show the below screen.
Here you can enter in the name of the field and if you want it to show on the invoice. Please note that the field name itself shows on the invoice as well as the value.
You can add up to three custom fields. If you want them to show in Nightingale, you must tick the boxes next to the field for them to become active. Once your custom fields are setup, you can import them into Nightingale.
Importing Custom Fields
Importing the custom fields is done on the QuickBooks settings page. Once you have connected to QuickBooks, press the “Fetch Active Settings From QuickBooks” button and this will load all custom fields into Nightingale - both active and inactive.
These fields are loaded into a table on the QuickBooks settings page so that you can view them at any time. Below is an example of this table with three active custom fields.
Please Note: If the name of a custom field is changed or a custom field is changed from active/inactive or vice versa, another sync must be done.
It is recommended that you sync these settings before every invoice run to get the most up to date versions of the fields.
Using Custom Fields
Depending on how many custom fields you have active in Nightingale will determine how many fields show on the invoice transfer pages.
If you have none that are active, have not synced your settings or if you have not setup the custom fields in QuickBooks then no custom field boxes will show.
Below is an example of the “Other” invoice transfer page and it shows that I have three active custom fields.
NOTE: These fields are not mandatory and you don’t need to fill them.
There are some pre-built in options that you can add to the custom field:
Client Name - adds the name of the client to the custom field on the invoice
Account Payer Name - adds the account payer name to the custom field on the invoice
Custom Tokens
As well as the above you can also add your own value by creating a custom token. This is done by typing in the field called “Custom Field Value” and pressing enter. It should be noted that the maximum character length for the value section of a custom field in QuickBooks is 31. Any value over that length will cause QuickBooks to throw an error and your invoice will not be sent.
Above is an example usage of the custom field options. Here I have selected for the clients name to be present in custom field one. The words “My Token” will show on every invoice in the custom field called two and custom field “Three” will hold the account payers name for each client that I send an invoice for. If you select the account payers name option and the client does not have an account payer, the field will be left blank.
Only one token in each custom field is allowed and adding anymore will result in the last one you added being removed. This is to stop the custom field value from going over 31 characters.
If a custom field value does go over the maximum character limit, the offending invoice will not send and you will receive an error message. If you do not sync your settings before an invoice transfer and the custom field you are adding to no longer exists, the name has been changed or it’s been made inactive, then QuickBooks will simply ignore that field and not throw an error. In this instance the invoice will still send but will not fill the custom fields with values.
Product/Service
Product/Service is a column on invoices. It displays the type of Service or Product used for that line item.
Below is an example of an invoice with this column filled in.
Creating Products and Services
In QuickBooks, click the cog → Products and Services. This page shows the already available Products and services. To add a new one, select the “New” button, select the category you would like your Product/Service to live under and then fill in any remaining details. When completed, press the button “Save and close”. Your new Product/Service should now show in the list.
Importing Products and Services
In Nightingale the QuickBooks Products and Services are called QuickBook Items. They can be imported using the button “Fetch Active Settings” and all imported items will be displayed on the QuickBooks Settings page in a table. An example of imported settings is below.
Here you can see the table shows the category or “Type” of Product/Service and the name. The description field here is empty but that can be added via QuickBooks by editing an existing Product/Service.
It is suggested that you routinely sync active settings with QuickBooks and any funding items that hold a deactivated/deleted Product/Service will throw an error when sending the invoice and all invoices with that Product/Service will have to be resent once the old Product/Service has been removed.
Using Products and Services (QuickBook Items)
It is not mandatory to use the Products and Services workflow but if you want to distinguish between certain line items i.e. a travel charge and a normal service, then this may be a way to do it. QuickBooks Items can be added in one of two ways to invoices, either by bulk on the invoice transfer pages or on each of the funding items being added to a client.
To add a QuickBooks Item via the funding, go to a clients dashboard → Funding → Add Funding → select type of funding → Finance section and find the drop down for QuickBooks items. Here, an item can be added. This field is also present on the Edit Funding page.
To add a QuickBooks item via the transfer page, simply select an option from the drop down called Product/Service and the program will add that item to all lines on the invoice that don’t already have a QuickBooks Item added from the funding.
Comments
0 comments
Article is closed for comments.