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How to set up or update the GlassMate and Quickbooks settings

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TitleHow to set up or update the GlassMate and Quickbooks settings
SummaryThis is a guideline for setting up or update the interface between QuickBooks and GlassMate
ObjectiveGlassMate can send invoice data directly to QuickBooks to eliminate double entry of customers and invoices. This document outlines how to configure or update the interface and how to send data from GlassMate to QuickBooks.
EnvironmentAll
Procedure
NOTE: Prior to attempting setup, the QuickBooks company file needs to have the following:
  • At least one Accounts Receivable Account
  • At least one Income (Sales) Account 
  • The Tax Rate must be added in the Item list
NOTE: (updating QuickBooks Tax Rate for GlassMate) The Steps to update GlassMate Tax rates need to be updated in QuickBooks then imported to GlassMate.
 
NOTE: These steps refer to a 3rd party application and are provided here to assist in the configuration of GlassMate.  Specific questions questions about how to configure accounts, taxes, or importing and exporting files in QuickBooks should be directed to Intuit Support.  Mitchell International does not provide technical support for QuickBooks.

Export the QuickBooks Accounts IIF File from QuickBooks:
  1. Open QuickBooks
  2. Click the File menu
  3. Click the Utilities menu
  4. Click the Export menu
  5. Click the Lists to IIF Files menu
  6. Place a check in the Chart of Accounts and Item List checkboxes
  7. Click Ok
  8. In the directory, navigate to C:\Program Files (x86)\Mitchell\Glassmate\QB (This path may change depending on how GlassMate was installed)
  9. Name the file Chart.iif
  10. Click Save

Import the QuickBooks IIF file into Glassmate.
  1. Click the QuickBooks menu
  2. Click Setup
  3. Click the Import Accounts button
  4. Select the Chart.IIF file
  5. Click Open
  6. Select the Accounts Receivable dropdown menu
  7. Select the correct Accounts Receivable account
  8. Select the Income Accounts dropdown menu
  9. Select the correct Income Accounts sales account
  10. Enable the option for Mark QuickBooks Invoices to be Printed
  11. Click Ok

Set up QuickBooks Tax profile in GlassMate:
  1. Click the System Info menu
  2. Click Tax Profiles
  3. Click New
  4. Name the Tax Profile
  5. Place a check in the Use QuickBooks Taxes checkbox
  6. Click the drop down menu and select the proper tax
  7. Click Ok

Export Invoices from GlassMate:
  1. Ensure that the QuickBooks Tax profile has been selected on the invoice
  2. Ensure that the Invoice is marked as Paid
  3. Click the QuickBooks menu
  4. Click Export
  5. Select the invoice(s) to be exported
  6. Click Ok

Import GlassMate invoices into QuickBooks:
  1. Open QuickBooks
  2. Click the File menu
  3. Click Utilities
  4. Click Import
  5. Click IIF Files
  6. Select the QBOutput.IIF file
  7. Click Open
Additional NotesThe Steps to update GlassMate Tax rates need to be updated in QuickBooks then imported to GlassMate.
URL NameHow-to-set-up-or-update-the-GlassMate-and-Quickbooks-settings

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