Sales Orders with the Plugin

Orders that are created in IntelliTrack or QuickBooks Desktop flow back and forth between the applications when the Plugin is used. Orders entered in IntelliTrack will be exported to QuickBooks for invoicing and will create receipts. Orders entered in QuickBooks will be imported into IntelliTrack as picking orders where they may be picked in full.

Note: Only inventory-part type items are imported into IntelliTrack; non-inventory parts or assets are not imported into IntelliTrack.

Important: The order will be exported to QuickBooks after it is processed in IntelliTrack.

Warning: Processing an order in QuickBooks may cause the order to become out of sync with the IntelliTrack order. We do not recommend processing an order in QuickBooks once the order has been imported into IntelliTrack.

Important: The Plugin supports back orders if you select the Partial Invoices option in the Configuration tab of the Plugin. If you select this option, when you CLOSE a partial order in IntelliTrack, the order will be exported to QuickBooks and an invoice will be created in QuickBooks.

Best Practice Recommendation for Order Numbering

Note: We recommend creating the order in QuickBooks and the processing it in IntelliTrack. This will ensure that duplicate order numbers are not created and that the inventory is accurate.

If you need to create orders in both IntelliTrack and QuickBooks you must keep the order numbers different by using the order auto-numbering feature in both IntelliTrack and QuickBooks or by keeping the order numbering apart from each other so that it will be less likely for a duplicate order number to be used.

Picking an Order

You are able to create or update an order in IntelliTrack and post it back and forth between QuickBooks and IntelliTrack using the Plugin. To enable partial posting of orders, the Partial Invoices option must be ON in the Plugin\Configuration tab.

Depending on the Manual Posting to QuickBooks setting, the orders are posted automatically or manually.

• When the Manual Posting to QuickBooks setting is ON in the Plugin\Configuration tab, the orders are posted manually to QuickBooks at the Invoices & Receipts tab in the Plugin.
• When the Manual Posting to QuickBooks setting is OFF in the Plugin\Configuration tab, the orders are posted automatically to QuickBooks during the auto sync. The auto sync is based upon the Sync Interval set in the Plugin\Configuration tab.

Partial Order Posting

To enable partial posting of orders from IntelliTrack to QuickBooks, the Partial Invoices option must be enabled in the Plugin\Configuration tab. Depending on the Plugin sync settings, the orders are posted automatically or manually.

Reviewing a Sales Order in IntelliTrack

When a sales order from QuickBooks is imported into IntelliTrack, it is placed in IntelliTrack as a picking order.

Note: The sales order number in QuickBooks becomes the picking order number in IntelliTrack. This means that when you create a sales order in QuickBooks that is assigned number 5 and import it into IntelliTrack as a picking order, the picking order number is assigned number 5.

When sales orders are imported into IntelliTrack, you may view, edit, and update the order and then export the order to QuickBooks via the Plugin. In IntelliTrack, the sales orders from QuickBooks are reviewed at the Picking Orders page.

1. To review the picking orders in IntelliTrack, select Orders > Picking from the navigation pane. The Picking Orders page appears.
2. Click the drop-down arrow in the Order Number field. A drop-down list appears. The imported QuickBooks sales orders appear in the list.

Order Details

When an order is imported into IntelliTrack, the order details correlate to the order details in QuickBooks. This includes:

• Order number
• Customer
• Items
• Ordered quantity

To view the QuickBooks order details in IntelliTrack, refer to the steps that follow.

1. To view the details for a specific sales order, click the drop-down arrow in the Order Number field. The list of available orders appears.
   1. The sales order number in QuickBooks correlates to the picking order number in IntelliTrack.
   2. The order customer is the purchase order customer in QuickBooks.
2. Select the order from the list.
3. The order information populates the page.
4. If using the Multiple Sites feature: the UDF 1 field will display the default order site. We recommend that when you pick the items on this order, you pick them from the default order site otherwise the inventory will become out-of-sync between IntelliTrack and QuickBooks.

5. The inventory-part type items in the picking order are imported from the sales order in QuickBooks.
6. The Ordered Quantity amount in the IntelliTrack picking order is the quantity number from the sales order.

Picking Order Export to QuickBooks via the Plugin

Orders that are processed in IntelliTrack are exported to QuickBooks.

• Fully Picked Order in IntelliTrack: when a fully picked order is exported to QuickBooks, the original sales order in QuickBooks is marked Invoiced in Full and an invoice is created for the order.
• Partially Picked Order in IntelliTrack: the Partial Invoices option must be ON in the Plugin’s Configuration tab and the partially picked order in IntelliTrack must be marked as CLOSED.
  • When a partial order is completed in IntelliTrack and exported to QuickBooks, it is marked Invoiced in Full and the sales order items are marked Closed. An invoice is created for those items and quantities picked. In addition, another invoice is created for the order balance when they are picked in IntelliTrack and exported to QuickBooks.
• Please note that in QuickBooks, the Other 1 field in order template is used to hold the IntelliTrack order line number.

Multiple Sites Order Processing Requirements

You must specify the site with the QuickBooks order when you use the Multiple Sites feature with the Plugin. Otherwise, the order will not be imported into IntelliTrack during a sync.

Sales Order Site Requirement

When you use the Advanced Inventory Multiple Locations setting in QuickBooks and the Multiple Sites setting in the Plugin, you must enter a site for each item on the QuickBooks sales order. In order for the sales order to be imported into QuickBooks, each line item must be set to the same site.