As explained in the 'Creating Invoices - Advanced Topics' chapter, there are cases when charged Items in Commit have not been synchronized with QuickBooks Items. In these cases, the system cannot create the invoice since it does not know with which QuickBooks Items to link the invoice lines. To make the invoicing process easier and smoother, Commit-QuickBooks Link automatically creates the following Items in QuickBooks during the initial synchronization process:
These special items are used when a Commit Charge record uses an a Commit Item that is not synced with QuickBooks, and therefore Commit doesn't know what item should be used in QuickBooks for the invoice line.
These Items are used as follows:
1. Labor Items are replaced with CMT Service Taxable Item in QuickBooks.
2. Expense Items are replaced with CMT Expense Taxable Item in QuickBooks.
3. Product/Part Items are replaced with CMT Products Taxable Item in QuickBooks.
Since each Item in QuickBooks must be linked to an Account in QuickBooks, Commit-QuickBooks Link also automatically creates the following Accounts in QuickBooks during the initial synchronization process, and uses them in conjunction with the CMT Items:
Note that the CMT Accounts in QuickBooks are also used for creating new Items in QuickBooks based on Items in Commit. However, you can configure Commit to use other QuickBooks Accounts for this purpose (the directions appear below).
In cases where Commit default Items are used, as explained above, the invoice's amount will appear in the 'CMT Income Account' in QuickBooks as follows:
You can modify this and move the invoice income to another QuickBooks Account by going to the relevant items in QuickBooks and changing their default Accounts. For the changes to apply to future and past transactions, you need to confirm the following message:
'You changed an account for this item. All future transactions with this item will use this new account. Would you like existing transactions with this item to use this new account?'
To prevent a situation where default Accounts are used, you can direct Commit to use your preferred QuickBooks Accounts for new Items in QuickBooks that will be created for new Items in Commit. To do this, go to Tools > Options > QuickBooks tab > Advanced Settings...
The Advanced Setting for the Commit QuickBooks Link dialog box will appear. Click on the button to the right of each type to select other QuickBooks Accounts.
The search window for QuickBooks Accounts will display.
Search for the relevant QuickBooks Account, select it, and click OK.
The QuickBooks Account for Invoice Income will be replaced with your selection.
From now on, Commit will use these QuickBooks accounts when creating new QuickBooks Items.