If you notice that the price differs on your QuickLinks Estimate/Invoice form than on your Sales Order (SO), there are a couple of things that could cause this. The first thing to check is to make sure the proper Tax is selected from the dropdown:
Note: Throughout this article the terms “LinkTools” and “QuickLinks” are used interchangeably and mean the same thing. The name of the application is LinkTools but many forms have the legacy term “QuickLinks” still displayed.
Another less obvious reason might be that not all of the products from the SO were added to the QuickLinks EstimateInvoicePO. When adding products from an SO to an Estimate, Invoice, or Purchase order in the LinkTools interface, you may sometimes see one or more products grayed out on the Add Product form:
As the note on the form states:
Greyed out product(s) are in your project but not in your (mastertable) database. You must add the product(s) to your database to select it on this form. You can add product(s) to your database by right clicking (from a project) and selecting “Update Data To MasterTable”.
These products cannot be selected to add to the QuickLinks Estimate/Invoice/PO forms within LinkTools and if you use the [Select All] button on this form you may not notice all of the greyed out products if you don’t use the scroll bar. So the products won’t be added to the form and thus the prices will vary between this form and the SO.
So, the question arises, how do you have products in the project/SO that aren’t in your Master Table of products? There are a few ways that this can occur.
1. Someone used the “Add New Product” function within the project. This option will open a blank Add Product form. Once you add the required fields (and any other fields needed to accomplish your objectives; see this post) and [Save] the product you will be prompted to update the Master Table. If you choose [No] at this prompt, the product will be added to the project but will not exist in your Master Table.
2. Someone changed either the Category, Manufacturer, or Model fields for an existing product in the Project DataMatrix (PDM) within the project. When you modify any field directly in the PDM (as opposed to opening the Product Properties form) you will not be prompted to update that data to your Master Table. Those three fields (Category, Manufacturer, and Model) uniquely identify a product in your Master Table so changing one of them creates an entirely new product as far as SI 5 is concerned.
3. Someone deleted the product or changed any of the three fields mentioned above for the product in the Master Table after the product was added to the project.
The fix for all of these situations is to create the product in the Master Table and the easiest way to do this is to open the project, select the product(s), then right-click and select “Update Data to MasterTable”.
Now you might be wondering why the product has to exist in the Master Table in order to push the data to QuickBooks. Well, there is a very good reason for this.
Product = a record (usually equipment) in your SI 5 database
Item = a record (usually equipment) in your QuickBooks database
– In order to transfer a product from SI 5 to QuickBooks, there must exist an Item in QuickBooks that the product is linked to
– You can link a product to an existing Item or you can use the [Assign] function within the LinkTools module to create the QuickBooks Item from the SI 5 product data.
When you use the [Assign] function in the LinkTools module to create a QuickBooks Item, SI 5 looks to the Master Table in order to pull the data to create the QuickBooks Item. It does NOT look to the data properties (Unit Price, Unit Cost, Description, etc.) of the product as it exists in the project/SO. This is important because all too often one must discount the price of products for a specific project. You would not want a discounted price to be the price that pushes over to the Item List within QuickBooks. This is why the product must exist in the Master Table in order to be pushed over to QuickBooks. Now, in the same breath, if a product is discounted for a project, that discounted price will be pushed into the Estimate, Invoice, or Purchase Order that goes to QuickBooks. If you are confused, the simple example below should clear things up:
1. I have a Zektor MAS 7.1 created in my Master Table and it has a Unit Price of $599. This product does not exist as an Item in my QuickBooks database.
2. I add that product to a project and then open the Product Properties form (double-clicking the product in the PDM is one way to do this) and change the change the Unit Price to $500 to discount it. When prompted to update the Master Table, I choose [No] because I only want the discounted price to apply to this project, not future projects.
3. I create a SO for all of the products in the project and then add all the products to an Estimate in the LinkTools module. Notice that the Item column is blank since the product is not linked to an Item in QuickBooks. Also notice that price on this form is the $500 price.
4. I click the [Assign] button to create an Item over in QuickBooks for the product. Notice that the price of the product is the price for the product in the Master Table, not the discounted price from the project/SO