Understand QuickBooks Naming Exceptions

(Not required for initial Import. But provides useful background.)

Here is the background for you to Understand QuickBooks Naming Exceptions. We describe the tool you use to manage some unusual situations as you work with Synchronization to QuickBooks.

The key to updating information from FieldOne to QuickBooks is the Name. The Name from the sender expects to find a matching Name in the receiver, otherwise it will create a new record and store the transfer there.

For example, say that a Timesheet record for Employee "Samantha Jones" is being synchronized to QuickBooks. However, no Employee named "Samantha Jones" is found there. Then the Synchronization process creates a new QuickBooks Employee "Samantha Jones" to receive the Timesheet transaction.

Creating a new QuickBooks Employee is fine if Samantha is new. However, perhaps Samantha has been working with your Company for five years. In this case, Samantha just got married. She used to be called Samantha Smith. In QuickBooks there is a record with her Timesheet history up until now called "Samantha Smith." What should be done to transfer her Timesheet correctly, so that all her Timesheet history is stored together? The answer is that you store the name that QuickBooks uses to recognize her history - Samantha Smith - in the QB Name field in FieldOne.

This topic explains how to use QB Name fields to store the "linking" Name that QuickBooks expects to find, and explores some reasons why you might need to do so.

Name Changes in FieldOne:

The "once-only" Import process does the work of bringing you all the existing material from QuickBooks. As you work in FieldOne you will find that you are allowed to change Names used in searches and displays, as needs arise over time. (This is because FieldOne has its own unique identifiers, so that even when a Name changes, history is never lost. )

However, due to the freedom to change Names in FieldOne, it is possible that there is now a new Name, but there is already history stored on an existing old Name in QuickBooks. The Export process needs to find that earlier Name, rather than create a new record.

For example:

1.	The original Import brings over a Vendor with the Name "Steve's Hardware."

2.	Not long after, you learn that the business name has changed to "Steve and Ralph's Hardware."

3.	You change the Vendor Name to the new name, "Steve and Ralph's Hardware," on the Vendor, General Tab.

4.	At the same time you place the old Name ("Steve's Hardware" ) into the QB Vendor Name so that the Export transfer will find the existing Vendor record in QuickBooks.

QuickBooks Naming Conventions:

QuickBooks has some rules about duplicate Names that can cause "linking" problems. One, for instance, is that the Name used for a Vendor cannot be the same as the Name used for a Customer. (In FieldOne using the same Name poses no problem, since both Vendors and Customers have separate and unique identity keys.)

If the Export process will transfer a new Name that is going violate the "duplicate Name" rule in QuickBooks, the solution is to make the transfer Name unique. In other words, the same Name in FieldOne for both Vendor and Customer will have a different "Vendor Name" and "Customer Name" in QuickBooks.

For example:

•	The original Import brings over a Vendor with the Name "Steve's Hardware."

•	Not long after, you have a Work Order to install a piece of Equipment at Steve's Hardware. Your earlier Vendor has now also become a Customer.

•	You predict that when the Export tries to set up a new Customer in QuickBooks there will be a "duplicate Name" error, because of the existing Vendor Name, "Steve's Hardware. "

•	To prevent the error message appearing in QuickBooks:

1.	You add a new Customer in FieldOne, putting the actual Name ("Steve's Hardware") into the Display Name field on the Customer General Tab.

2.	You set up a new Customer in QuickBooks with a UNIQUE name, such as "Steve's Hardware - Cust"

3.	At the same time you place the QuickBooks Name ("Steve's Hardware - Cust") into the QB Customer Name field on the Customer Details Tab.

4.	The Export for "Steve's Hardware" in FieldOne will find the Customer record "Steve's Hardware - Cust" in QuickBooks and transfer correctly

QB Name fields:

The table below shows the places where you may need to store "linking" QB Names. One caution in using these - the corresponding entry must exist in QuickBooks! It makes no sense to tell the Export process to look for an entry that does not exist.

In FieldOne	Found in...	Stored QB Link Name
Branch Name	Company Branches	QB Class Name
Customer Display Name	Customer, General Tab	QB Customer Name
Employee Display Name	Employee, General Tab	QB Emp Name
Employee Pay Type Name	Employee Pay Type	QB Pay Type Name
GL Account Name	GL Accounts	QB Account Name
Labor Rate Name	Labor Rates	QB Labor Rate
Part #	Parts, General Tab	QB Name
Payment Term Name	Payment Terms	QB Term Name
(see Tax Groups for details)	Tax Groups	QB Tax Name
Vendor Name	Vendor, General Tab	QB Vendor Name

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