1. Dispatch w/QuickBooks interface. Customizing or Defaults?

When you produce transaction in Prophesy Revenue Types are associated with the transactions created. This translates into accounts receivable transactions for your invoices and expense accounts for your Payroll, Owner Operator, or Carrier payments in the QuickBooks application. Below is a list from Prophesy on the standard Revenue types that come with our software. You may add to this at any time by selecting Maintain > Rating > Revenue Item types.

What happens when you select defaults?

If you've just set up your QuickBooks or have used QuickBooks for years you already have a Chart of Accounts. Using the defaults DOES NOT REMOVE these accounts but does add to them. Sample of a Chart of Accounts in QuickBooks Prior to using the default selection of the interface. After you interface using the Default accounts, the revenue types are ADDED to your existing Chart of Accounts.

Example:

Invoices will be sent to your Accounts Receivable under Trucking Revenue: Sub account specific to the revenue item type The same will Apply to your Expenses. Owner Operator's payments will be sent to Purchased Transportation: Sub account specific to the revenue item type. This is what your COA will look like if you use Prophesy's defaults. We add accounts to your existing accounts. We do not alter any accounts you have already set up.

2. Invoices coming over as To be Printed?

In QuickBooks Go to Customers > Create Invoices Check off To be Printed on the lower left hand of the screen and select Customize button on the top.

In the template select the Print Status Stamp.

3. Processed Data Status Warnings and Errors that are generated from the Dispatch /QuickBooks SDK Interface?

After sending new/modified data to QuickBooks, the interface generates a status report with these details:

Type of data processed, (e.g. Customer, Account, Item)

ID of data item (e.g. Customer ID, invoice number)

Processing status, (New, Modified, Warning, Error)

Especially during the conversion from IIF to SDK interface or when modifying the account assignments, specific errors can occur. The following paragraphs will explain how to trouble shoot and correct these problems.

1. The name of the list element "Customer ID" is already in use. Please note: This warning is most likely displayed after the initial data processing session, immediately after the conversion from IIF to SDK or after accounts have been re-initialized or modified.

2. The Customer ID in the Dispatch program must correspond to the Customer Name in QuickBooks. This is different from the IIF interface, where the Dispatch specific Customer Name was displayed as the Customer Name In QuickBooks.

3. Company Name with the QuickBooks Customer Name. After the initial data processing session the Status Report window should display the status "Modified" for successfully processed customers that exist both in Dispatch and QuickBooks. New customers, customers that only have been entered in Dispatch should be processed with the status "New." If the processing of specific customer records failed with the displayed error status, one of the causes listed below, will apply.

1. The customer exists in the Dispatch file, but is set to "Inactive" in the QuickBooks company file.

2. The Company Name for this customer is duplicated by a QuickBooks Vendor Name or QuickBooks Employee Account No. This could be caused by the above mentioned "swapping" of QuickBooks Customer fields.

3. The Customer ID exists in QuickBooks Correction of problem

1. Change customer status to "Active"

2. Locate and modify the duplicate ID in the QuickBooks file, by appending a letter or number to the name

3. Modify the duplicate ID in the QuickBooks Other Names list, by appending a letter or number to the name

The same warning message can be displayed for account names as well. The name of the list element "Service Item" & "Account Name" is already in use

1. "Company Driver Payroll" exists both in Dispatch and QuickBooks, and is not assigned to the respective income account in QuickBooks.

2. "Company Driver Payroll" exists both in Dispatch and QuickBooks, but has the wrong type in QuickBooks.

Correction of problem

1. Edit the revenue item in QuickBooks and assign the required account.

2. Edit the revenue item in QuickBooks and modify the item type.

4. How to Install\Update Patches to the QuickBooks Application

Often users may discover some issues with processing information from Prophesy to QuickBooks. These issues could be the cause of needing to update the QuickBooks application via patches that QuickBooks distributes to it's users. For example,

QuickBooks 2006 should be updated as often as possible.

To update the QuickBooks application, do the following.

a) Open the QuickBooks application in Single-User mode

b) Click on Help>Update QuickBooks.

c) Click the Update Now button

d) Click on Get Updates

If any updates need to be downloaded and installed, the update procedure will do this automatically. The procedure can take a while depending on internet speed, so please plan accordingly. Other users will need to remain out of QuickBooks completely while the update is being performed. At the end of the update, the update will prompt you to reboot the machine.

***Also note that this update procedure should be done from all the machines that run the QuickBooks application.

For more information on updating the QuickBooks application, you can visit http://quickbooks.intuit.com/