Quickbooks 'Customer Type' mapping to Ayanova 'Client Group'


#1

Wetrack the various Maintenance Plans we sell to our customers in Quickbooks in the ‘Customer Type’ field(regular customer, SuperPlan customer, Value Plan customer) and we’d like to have this information linked by client into the ‘Client Group’ field in Ayanova. Our dispatchers need to know this information in Ayanova so that they can pass that onto the techs for proper invoicing in the field. However, the QBI interface does not map these fields and we’re wondering what our options are (short on having to manually enter them or periodically run some SQL script to map the data). Any input would be appreciated.


#2

Hi

A suggestion is that in AyaNova you actually set these clients with a contract that specifically limits what rates users in AyaNova can then apply to that client. For example:

In AyaNova have a regular labor rate, a Super Plan labor rate that is checkmarked a contract rateand then a third Value Plan labor rate that is also checkmarked as a contract rate.

Make two Contracts: one called Super Plan, and the other called Value Plan

The Super Plan contract limit only to the Super Plan rate and the Value Plan contract limit only to the Value Plan rate.

Then if a client is part of the Super Plan maintenance where they are only charged the Super Plan rate, select that contract in that client’s entry screen. When you next open a workorder for that client, only the Super Plan rate that you limited their contract to will show for selection - making it very easy then for the techs in the field to know what that client is to be charged as it is the only rate for selection.

QBI does not have the ability to map a “maintenance plan” field from QuickBooks to an object in AyaNova. Development can certainly look into it as a future feature, but we would need somemore information:- What exactly is this “maintenance plan” in QuickBooks, is it a custom field you have set in the QuickBooks client entry? or a QuickBooks Item? or ? Can you do a screenshot of what is in QuickBOoks that tells you what maintenance plan the QuickBooks client has - so that development can understand exactly what is meant.

  • Joyce

#3

The information regarding contract is simply entered into the Type field in the Additional Info tab in the Customer information screens in Quickbooks 2007. If you bring up a customer, and select the ‘Edit Customer’ button, it bring up the customer’s information screens.

If this information were transferable to Ayanova, our dispatcher would be able to provide that ‘plan’ information to the tech so that when the tech went to price the job, he’d know what plan they’re in and would price it accordingly. There are 9 different customer types in QB. If I can’t transfer this directly to Ayanova Client Group field somehow, it will require manually entering all the plan information into theClient Group field in Ayanova for almost 4000 clients.

Looks like I may be doing something clever with SQL.

We don’t plan to use the invoicing function from Ayanova to QB in QBI as we do all that in QBfor now - we simply want to use it for scheduling and dispatch.Until we get our process down for dispatching (instead of 3x5 index cards) we’ll hold off on the sophisticated pieces.


#4

We don’t plan to use the invoicing function from Ayanova to QB in QBI as we do all that in QBfor now - we simply want to use it for scheduling and dispatch.Until we get our process down for dispatching (instead of 3x5 index cards) we’ll hold off on the sophisticated pieces.

Hi - do note that is just one of the optional add-on QBI’s features - the ability to bill out ready to be invoiced AyaNova workorders into QuickBooks so that you do not have to manually enter in the billable info in a QuickBooks invoice, as well as ensures you do not forget to bill. Also, QBI when it bills out the AyaNova workorder into a QuickBooks invoice, places the QuickBooks invoice number in the Invoice Number field in the AyaNova workorder so that you can easily cross match if needed in the future.

The information regarding contract is simply entered into the Type field in the Additional Info tab in the Customer information screens in Quickbooks 2007. If you bring up a customer, and select the ‘Edit Customer’ button, it bring up the customer’s information screens. If this information were transferable to Ayanova, our dispatcher would be able to provide that ‘plan’ information to the tech so that when the tech went to price the job, he’d know what plan they’re in and would price it accordingly. There are 9 different customer types in QB. If I can’t transfer this directly to Ayanova Client Group field somehow, it will require manually entering all the plan information into theClient Group field in Ayanova for almost 4000 clients.

I can certainly put this onto the list for development to look into for a future feature of QBI. The main thing I do see with this, is not every company that uses AyaNova and QBI would neccessarily be equating the QuickBooks Type field from the Additional Info window to the Client Group field of the AyaNova client, but I will pass it onto development to see what could be done. Thank you for the suggestion.

  • Joyce