TracManager may be configured to integrate with current versions of QuickBooks Pro, QuickBooks Premier, and QuickBooks Enterprise software (QuickBooks Pro supports limited integration functions). 

The Tractivity TracManager software and the Intuit QuickBooks software are capable of integration without purchasing additional modules or options.
TracManager provides an Integration Wizard for setting up the QuickBooks integration choices. This is a one-time set up to establish the sharing rules. TracManager™ software is provided with a digital certificate that allows QuickBooks to authenticate the integration connection as specified by Intuit.

The Benefits of Integration with QuickBooks:

• No more double entry
• Improved accuracy
• Enhanced QuickBooks Reporting
• Time savings
• Lower payroll stress

Implementation Assistance

The easy-to-use integration wizard makes integration with QuickBooks a breeze. You can relax knowing that your Tractivity team has years of experience working with QuickBooks and will assist you with every detail.

Data Sharing

TracManager shares the following data items with QuickBooks:

• Customers
• Jobs and Sub-Jobs
• Service Items
• Vendors
• Inventory Items
• Non-Inventory Items
• Inventory Adjustments
• Purchase Orders
• Receivers
• Employees
• Payroll Items
• Timesheets

TracManager users are assigned user rights including the authorization to share QuickBooks information with the live QuickBooks company file.

Customers, Jobs and Sub Jobs

The Integration Wizard provides a configurable sharing level for:

1) Customers only, 2) Customer and Jobs, or 3) Customers, Jobs and Sub-Jobs.

Sharing is bi-directional. When a new customer or job is created in TracManager, it is also created in QuickBooks. If an existing customer or job is changed in TracManager, it is also changed in QuickBooks. Customers created or changed in QuickBooks are transferred to TracManager when the user clicks a specified button from the TracManager software.

The customer is always the top level entry and the job is a subordinate of the customer. Jobs may be further divided into sub jobs or phases. 

There are certain formatting considerations for smooth integration.  Job Names should be formatted as a numeric value followed by a space followed by a description. Example: “Baywood Specialty:0000382 Westfield” where Baywood is the customer name, 0000382 is the job number, and Westfield is the job description.

This example includes two sub jobs: 001 Phase 1 Lobby, and 002 Phase 2 Banquet.

TracManager provides some limited tools to enable automated reformatting of existing QuickBooks jobs.

Service Items

The Integration Wizard provides a configurable sharing level for: 1) Service Item Parent, 2) Parent and Child, or 3) Parent, Child and Grandchild. You may also organize the service items under a parent such as "Labor".

Sharing is bi-directional. When a new service item is created in TracManager, it is also created in QuickBooks. If an existing service item is changed in TracManager, it is also changed in QuickBooks.  Service items created or changed in QuickBooks are transferred to TracManager when the user clicks a specified button from the TracManager software.

There are certain formatting considerations for smooth integration.  Service items should be formatted as a numeric value followed by a space, followed by a description.  For example, “200 Design” where 200 is the service item code and Design is the service item description. The top level name does not use a Code and so “Direct Labor” or similar name may be used.

Vendors, Inventory and Non-Inventory Items

Sharing is bi-directional. When a new inventory or non-inventory item is created in TracManager, it is also created in QuickBooks. If an existing inventory or non-inventory item is changed in TracManager, it is also changed in QuickBooks. Inventory and non-inventory items created or changed in QuickBooks are transferred to TracManager when the user clicks a specified button from the TracManager software.

Inventory Adjustments

TracManager provides a powerful inventory adjustment feature that also integrates with QuickBooks. Adjustments are sent immediately, or queued to be sent to QuickBooks from work stations that do not run QuickBooks.  This allows users to adjust materials from work stations that do not operate the company accounting software thus reducing the number of users directly accessing QuickBooks.

Purchase Orders and Receivers

The Integration Wizard enables a choice for sharing purchase orders and receivers.

Additionally, each purchase order includes a "Share with QuickBooks" checkbox to allow or disallow purchase order sharing at the PO level.

Receivers are sent immediately or queued to be sent to QuickBooks from work stations that do not run QuickBooks.  This allows users to receive materials at work stations that do not operate the company accounting software thus reducing the number of users directly accessing QuickBooks.

Employees

The Integration Wizard provides a configurable sharing level for employees.

TracManager Employee records include options to enable or disable linking the employee with QuickBooks. Each employee is assigned an Employee ID number. Existing QuickBooks employees must have the employee Account No. (Employee ID) set to the value that will be used in the TracManager record. For example employee ID 323:

Employee Timesheets

The Integration Wizard provides a configurable sharing level for employee timesheets. The level of detail sent from TracManager to QuickBooks can be configured by checking the checkboxes.

When it is time to send payroll to QuickBooks, click the QB button.

Payroll Items

The Payroll Items are formatted as follows:

First Phrase + Suffix
Where the First Phrase indicates the department and the Suffix indicates the pay type.

For example: Hourly REG, Hourly OT, Hourly HOL, Hourly VAC 

Where “Hourly” is the first phrase and “REG” represents regular pay type.

TracManager can automatically create required payroll items in QuickBooks if desired, or the existing QuickBooks payroll item names may be edited as required.

The TracManager employee record supports QuickBooks configuration choices.

Additionally, TracManager may be configured to modify the payroll item based upon the activity instead of the employee.  For example, if an employee splits his/her time between multiple departments the timesheet payroll items are automatically set to the correct values based upon the labor activity of the employee.

The Benefits of Integration with QuickBooks

• No more double entry
• Improved accuracy
• Enhanced QuickBooks Reporting
• Time savings
• Lower payroll stress