From Training Session #17B – SMARTSystem Quick Books Employee Name Setup
This will show you how to make Quick Books employee records align with SMARTSystem to permit successful importing of the sales reps associated with invoices.
Overview:
It is a pre-requisite that all of the staff that have invoices exported to accounting be entered manually into QuickBooks before importing invoices. Quick Books Import tool does not create new Employee records in Quick Books because there are too many variables associated with this process to perform this action accurately.
The Middle Initial: The compatibility issue revolves around whether or not the sales person has a middle initial. If there is no middle initial, there is no issue. SMARTSystem appends a period (.) to the middle initial to make sure it is easy to read when displayed or printed. This can cause incompatibility with Quick Books, which does not automatically append a period to the middle initial of the employee.
The SMARTSystem staff name with a middle initial will look like this:
In the Quick Books Employee Center the middle initial must be present and have a period after it or it will not be recognized during the import process.
To modify an existing Employee in Quick Books, open the Employee Center:
Then right click on the employee you would like to edit and, on the pop-up menu, left click on “Edit Employee”:
Once you click “Edit Employee” the following screen will appear in Quick Books:
To add the period to the Middle initial, click to the right of the Middle initial in the M.I. field and type a period.
Click OK when done to save the change to the Employee Record.
No Middle Initial: If the sales person record in SMART System does not have a middle initial, nothing is required in Quick Books for compatibility. The Period is NOT added to staff records with no middle initial.
Setting up the Employee as a Sales Rep:
When completed adding employee names, go to the Employee Center, select Manage Employee Information and click Add/Edit Sales Rep
The Sales Rep List will show the employee names and the Initials must coincide with the name. For example, if the name is Julia M Ortiz as shown below the initials must coincide: “JMO”
