This chapter provides more details about the invoice creation process.
Handling Unsynchronized Accounts during Invoice Creation
When creating an invoice, an asterisk * may appear near the Account's name. The asterisk means that the Account is not synchronized with QuickBooks.
In this case, you can still create the invoice. Continue with the invoice creation wizard, and at a later stage Commit will let you create a link between the Account in Commit and the Customer in QuickBooks, or create a new Customer in QuickBooks.
In the example above, the selected Account has not been synchronized with QuickBooks.
Handling Unsynced Items during Invoice Creation
In the second stage of the Invoice creation wizard - Charge Selection, you might see an asterisk * sign near some of the Item's name. The asterisk means, that these Items are not synced with QuickBooks Items. To handle this situation, Commit has automatically created 3 new Items in QuickBooks:
1. CMT Service Taxable Item
2. CMT Expense Taxable Item
3. CMT Products Taxable Item
All unsynchronized Labor Items in Commit that have been used in Billable charges will be automatically replaced with CMT Service Taxable Item in the invoice lines.
All unsynchronized Expense Items in Commit that have been used in Billable charges will be automatically replaced with CMT Expense Taxable Item in the invoice lines.
All unsynchronized Products/Parts Items in Commit that have been used in Billable charges will be automatically replaced with CMT Products Taxable Item in the invoice lines.
Therefore, you may proceed with the invoice creation process, and the system will replace the Items in the invoice lines with already existing Items in QuickBooks based on their type. The rest of the charge information will pass intact to the QuickBooks invoice; rates, totals, descriptions, etc. will be the same in the QuickBooks invoice as they were defined in Charges in Commit.
(To learn more about the CMT Items, please read the next chapter.)
Example:
In the example above, one of the Items has not been synchronized with QuickBooks.
When invoice lines are displayed, the unsynchronized product/part Item – in this case the Hard Disk - is replaced with CMT Products Taxable Item. The Charge's description, units, date, total, etc are the same as in the original Charge.
To proceed, click Generate QuickBooks Invoice.
If the selected Account is synchronized with QuickBooks, the invoice will be created. However, if the selected Account has not been synchronized with QuickBooks ( and an asterisk sign has appeared near the selected Account's name indicating that it has not been synchronized, as mentioned above), the system will provide you with three options:
1. Link Account to Existing QuickBooks Customer/Job - Select this option when the Account exists in QuickBooks as a Customer, but they are not linked. You will be asked to select the parallel Customer in QuickBooks.
After creating the link between the Commit and QuickBooks records, the system will immediately create the invoice.
2. Add Account as a New QuickBooks Customer - select this option if the selected Account doesn't exist in QuickBooks and you want to create a QuickBooks customer based on this Commit Account. The system will create the Customer in QuickBooks and then file the invoice under this record.
3. Cancel Invoice Creation - this option will close the invoice creation wizard in Commit.
If you select the first or second option, the following window will appear:
The invoice looks like the following in QuickBooks:
