Quickbook users - How do you handle different venues?

[jdavis]

For those of you that use Quickbooks and sell on different venues (website + ebay, Amazon, phone, mail order) how do you deal with Quickbooks and Invoice/Sales Receipt numbers and avoiding duplication?

Basically any tool she is using like Miva Synchro to get info from her online stores is going to pull in the store order number. On top of that she has phone orders. Right now she puts her feed into a Macro and manually pulls the next invoice number to update before it goes into QB (so her QB order number and store order number never match).

She is very sensitive about this. She has a system in place it works, very little error, and re-training her people to do something different will be resisted, but at the same time even what she is doing now is so time consuming.

Every order from her current store is brought in as a Invoice and a payment, she must manually click through all the invoices to hit "Apply Credit" to get the invoice connected to the payment. She claims she can't use the Sales Receipt because it doesn't take the items out of inventory, but I just ran a test and that doesn't seem to be the case.

If anyone can give me insight how they work through all this would be appreciated.

[John]

Re: Quickbook users - How do you handle different venues?

We use Atandra's T-Hub coupled with a custom csv import file. T-Hub can connect directly to Miva too but we pull some order info from SQL tables and for Miva we use Viking Coders Generic Orders Export to build a CSV file for T-Hub. We don't directly connect to Miva using T-Hub so that we can do some extra things to the data before importing it into T-THub. Although, it's entirely possible. Then in T-Hub (which is a MS Access program) you can say to let QuickBooks generate the order number and it will preserve the one from Miva or wherever in the memo field of the sales order, invoice, sales receipt in QuickBooks. It can also apply payment with the invoice and many other things. Works pretty well for us. My only complaint is that it is not as fast as a SQL import due to the high resource overhead of an MS Access type of program.

You can try a trial of T-Hub at http://marketplace.intuit.com/. Just search.

[crozon]

Re: Quickbook users - How do you handle different venues?

We had the same problem. We had Miva orders, walk-in orders and phone orders and it was really confusing as we started having too many numbers floating around and often would duplicate.

We now have a program that integrates with Miva and quickbooks that imports all our order information.

Now, we take ALL our phone and web orders online in the website then download them into quickbooks. We have quickbooks use the invoice number generated, and we use the PO field to store the Miva Merchant number right on the invoice (this is a searchable field). Our numbers are off Ie. Miva order 2345 and quickbooks is 13876 for example so if a customer calls with an order number we can tell if they are using the quickbooks number or the Miva number but you could use something like 1224 for Miva and quickbooks could be Q12633 for example so you always know.

Hope that helps

Thanks,
Christine