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AyaNova QBI features

  • Secure

  • Export Customers, Vendors and Items from the QuickBooks company data file into the AyaNova database

  • Export Customers, Vendors, Parts, Service Rates and Travel Rates from the AyaNova database into the QuickBooks company data file

  • Link existing AyaNova data with existing QuickBooks data

  • Update existing linked Parts information between AyaNova and QuickBooks

  • Update existing linked Customer's information between AyaNova and QuickBooks

  • Ignore or update mismatches in pricing between the AyaNova database and the QuickBooks company data file during the invoicing act

  • Export data from AyaNova service workorders into QuickBooks invoices

  • Consolidate multiple AyaNova service workorders into one QuickBooks invoice

Export from QuickBooks

Export Customers, Vendors and Items from the QuickBooks company data file into the AyaNova database

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

Export from AyaNova

Export Customers, Vendors, Parts, Service Rates and Travel Rates from the AyaNova database into the QuickBooks company data file

An example is a new Customer requests service. Their Customer information is entered into AyaNova. When it comes time to invoice in QuickBooks, you can just import that AyaNova Customer's information into QuickBooks without the need to manually re-enter again in QuickBooks.

In addition to being able to import AyaNova's Customers, Parts, Vendors, Service Rates and Travel Rates into QuickBooks so no re-entry, you can also pre-select the Terms for an AyaNova Customer imported into QuickBooks

If you already have the same Customers, Vendors and/or Items entered in both AyaNova and QuickBooks, you can 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 QuickBooks that it matches to.

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

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

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

Update linked objects

Update linked object's information between AyaNova and QuickBooks.

If you make a change to an object in AyaNova, just use the Update menu option to update the information into the linked QuickBooks object.

Or vice versa, if you have made a change in QuickBooks, use the Update menu option to update the information to the linked AyaNova object.

Handle different prices

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

Export work orders into Invoices

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

Invoicing features:

  • Auto select work orders for billing based on AyaNova status.

  • Price protection for Parts: AyaNova QBI flags part prices that differ in AyaNova from QuickBooks. You can accept the difference, or change the AyaNova service workorder, or change the AyaNova item price, or change the QuickBooks price to match the AyaNova service workorder - with a click.

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

  • Use the "Invoice descriptive text template" feature to automatically set descriptive text to include on the invoice from many of the work order's fields

  • Optionally have the QuickBooks "Class" set on invoices created via QBI Preferences. If you use Classes in QuickBooks you can select one of the existing QuickBooks classes as a default for all invoices created through AyaNova QBI.

  • Optionally use a particular QuickBooks invoice template for generated invoices

  • Choice of invoicing one workorder per invoice or consolidating multiple work orders into single invoices for the same Customer

  • Set invoices created by AyaNova QBI to "Ready to print" status in QuickBooks via Preferences. This means that you can print all the invoices at once from QuickBooks.

  • All data sent to QuickBooks in the process of creating invoices is automatically verified by QuickBooks for validity. Unlike older .iif file import / export methods of getting data into QuickBooks, AyaNova QBI uses the much more robust software developer interface provided by Intuit for use with QuickBooks.