General Precautions

When you are using the Y.E.S.!™ and QuickBooks® together, there are a few precautions of which you should be aware:

The QuickBooks®  system allows you to use Cash or Accrual accounting basis for your sales tax reporting.  Under QuickBooks® Sales Tax Vendor you can change to/from Cash or Accrual accounting basis.  For further help see the QuickBooks® help system.

• Y.E.S.!™ and QuickBooks® - Both must use the same company name!  The Y.E.S.!™ Company Name and the QuickBooks® Company Name (not Legal Name) MUST be the SAME.  In order to enforce this requirement, if the two Company names are NOT the same, you will be presented with the following warning message, and the Interface will not start:

You must change either your Y.E.S.!™ company name or your QuickBooks® company name.
• Do not use QuickBooks® Groups and Sub-Items.  QuickBooks® generated Groups and sub-Items are not supported by Y.E.S.!™ and will not import completely into Y.E.S.!™.

Because of the Y.E.S.!™  Software Suite Discount Pricing and Inventory Item Options methods, you cannot use or make any Inventory Item a Sub-Item in QuickBooks®.

The Y.E.S.!™ Software Suite will automatically create numerical sub-Items in your  QuickBooks® Inventory Item list, which are options to the main Item. This Y.E.S.!™  Software Suite Item / Sub-Item arrangement allows for better inventory control and a better final e-Commerce site.  Once Y.E.S.!™  has created sub-items in  QuickBooks® , you must not edit the parent name or the sub-item name in  QuickBooks® .  If you do, you will corrupt the synchronization between  QuickBooks® and Y.E.S.!™.

This interface will update only the Y.E.S.!™ item option quantity and re-order point fields from QuickBooks® sub-items.  The price associated with sub-items/options must be changed from within Y.E.S.!™, not QuickBooks®.

QuickBooks® sub-items created by this interface will be named using the unique Y.E.S.!™ generated ID number assigned to each sub-item/option.

• The total value of inventory may not be correct in QuickBooks® because QuickBooks® sub-items will be assigned the value of the parent item. 
 
 

• If you are using QuickBooks® with Y.E.S.!™ through this interface, you should make all changes in QuickBooks®, rather than in Y.E.S.!™, except for sub-items.  New items should be created in Y.E.S.!™, rather than in QuickBooks®. 
 

• However, if you need to create new items in QuickBooks, the new items MUST be of type "Inventory Part".  By default, QuickBooks will not display "Inventory Part" in the drop-down list of types when you create a new item.  To turn on the "Inventory Part" option in QuickBooks, go to "Edit", "Preferences", "Purchases & Vendors."  Check the box labeled "Inventory and purchase orders are active."   Any items that you have already created in QuickBooks with type of anything other than "Inventory Part" will have to be re-created (existing types cannot be changed in QuickBooks.)
• If you are using QuickBooks® with Y.E.S.!™ through this interface, but do not want this interface to overwrite your Y.E.S.! item descriptions and/or quantities with the data from QuickBooks, un-check the appropriate box in the "Enable Receiving in QB"
 
 

• If your QuickBooks® is set up for multiple users, the following are the minimum permissions for the QuickBooks® user currently logged in:
 
 


• Sales and Accounts Receivable: Selective Access: Create transactions only

• Purchases and Accounts Payable to Selective Access: Create transactions only

• Checking and Credit Cards: Selective Access: Create transactions only

• Time Tracking: No Access

• Payroll and Employees: Selective Access: Create transactions only

• Sensitive Accounting Activities: Selective Access: Create transactions only

• Sensitive Financial Reporting: No Access

• Changing or Deleting Transactions:

•    Change or delete transactions in the areas they have access to: Yes

•    Change or delete transactions that were recorded before the closing date: Yes

 

• QuickBooks® Services and Non-Inventoried Parts are not supported by the Y.E.S.!™ Software suit.

Services and Non-Inventoried Parts can be placed into the Y.E.S.!™ system as Inventory Items. The Quantity on Hand for these items can be zero (0). Having zero quantity on hand will not increase your inventory value and will allow you to sell Services and Non-Inventoried Parts through the Y.E.S.!™ system.

• IMPORTANT NOTICE: The Y.E.S.!™ Accounting interface only works with QuickBooks® 2003 or later.