Introduction > Overview of QBOI Features

AyaNova QBOI has the following features:

•Import clients, vendors and items from your QuickBooks Online company data file into your AyaNova database

•Import clients, vendors, parts and rates from your AyaNova database into your QB Online company data file

•Link existing AyaNova data with existing QB Online data

•Update existing linked parts information between AyaNova and QB Online

•Update existing linked client's information between AyaNova and QB Online

•Set linked parts pricing between your AyaNova database and your QB Online company data file during the invoicing act

•Export data from AyaNova service workorders into QB Online invoices

•Consolidate multiple AyaNova service workorders into one QB Online invoice

•Compatible with 64bit computers

•Import clients, vendors and items from your QuickBooks Online company data file into your AyaNova database

This way data is only entered once and ensures that the AyaNova items match the QB Online items to facilitate converting AyaNova work orders into QB Online invoices automatically.

•Import clients, vendors, parts and rates from your AyaNova database into your QuickBooks Online company data file

For example - a new client requests service. Their client information is entered into AyaNova. When it comes time to invoice via QB Online, you can just import that AyaNova client's information into QB Online without the need to manually re-enter again into your QB Online.

Or perhaps you have been using AyaNova for some time and just now starting to use QB Online, import your AyaNova parts into your QB Online which will also include the total On Hand amounts and total Reorder amounts from your AyaNova parts at the time of that import.

•Link your existing AyaNova data with your existing QuickBooks Online data

If you already have the same clients, vendors and/or items entered in both AyaNova and QB Online, just link the existing data.

Linking is different from importing in that the original AyaNova record is preserved as-is and is marked internally with the record in QB Online that it matches to.

This is also useful when you have records in AyaNova that differ from QB Online. For example, you may have multiple clients in AyaNova that represent separate locations for service but want to link them all to a single QB Online client for billing.

This is also useful if you have many pre-existing items in AyaNova as you can link them to QB Online records without losing their historical data as you would if you started with newly imported items.

If you have already entered in items (clients, parts, rates) into AyaNova, if they have the exact same name as in QB Online, they can be auto-linked instead of having to be manually individually re-linked.

And if you previously were using a desktop QuickBooks version with QBI and have migrated to QB Online, you can auto-link existing AyaNova data with existing data in QB Online!

•Update existing linked parts information between your AyaNova and your QuickBooks Online

If you make a change to a part in AyaNova, just use the Refresh menu option to update the information into the linked QB Online part.

Or vice versa, if you have made a change in QB Online, use the Refresh menu option to update the information to the linked AyaNova part.

•Update existing linked client's information between your AyaNova and your QuickBooks Online

If you make a change to a client in AyaNova, just use the Refresh menu option to update the information into the linked QB Online client.

Or vice versa, if you have made a change in QB Online, use the Refresh menu option to update the information to the linked AyaNova client.

Set linked parts pricing between your AyaNova database and your QuickBooks Online company data file during the invoicing act

At the time of invoicing, if there is a difference between the AyaNova price and the QB Online price, you can select to use the AyaNova price or use the QB Online price, as well as have QBOI set either the AyaNova workorder price to the QB Online price, or set the QB Online item price to that of the AyaNova workorder part price.

Export data from AyaNova service workorders into QuickBooks Online invoices

AyaNova QBOI can be used to quickly and easily turn AyaNova work orders into QB Online invoices. All billable items in an AyaNova work order can be exported into an invoice in your QB Online. This saves re-entering data manually because the data in the service workorder is directly converted to a QB Online invoice without any retyping of information.

AyaNova QBOI work order export into QB invoice has the following features:

▪Workorders are auto-selected for invoicing based on a specific AyaNova workorder status set in your Preferences, Service Completed is checkmarked but workorder is not yet Closed, and the Invoice # field is empty

▪Price protection for parts: AyaNova QBOI flags part prices that differ in your AyaNova from your QB Online. You can accept the difference, or change the AyaNova service workorder, or change the AyaNova item price, or change the QB Online price to match the AyaNova service workorder - with a click.

▪Automatically ensures that work orders contain only items that are recognized by QB Online. If an item has not yet been linked to QuickBooks you can link it quickly and easily.

▪Set descriptive text to include on invoice for the work order – such as work order number, Quick Description field from work order, unit (client equipment) selected within work order, labor details, etc

▪Automatically set the QB Online "Class" on invoices via QBOI Preferences. If you use Classes in QB Online you can select one of the existing QB Online classes as a default for all invoices created through AyaNova QBOI.

▪Choice of invoicing out per service workorder, or consolidate service workorder billable information into one invoice for the same client

▪Set invoices created by AyaNova QBOI to "Ready to print" status in QB Online via Preferences. This means that you can print all the invoices at once from your QB Online.

▪All data sent to your QB Online in the process of creating invoices is automatically verified by your QB Online for validity.

Consolidate multiple AyaNova service workorders into one QuickBooks invoice

Easily consolidate billable service workorders for the same QB Online client, or simply select to invoice out each service workorder individually.