Dr Dispatch

Note: If multiple users access your QuickBooks company file, it will need to be on a shared network path. The location of the file should be something along the lines of \\Server... as opposed to C:\Users... 

If you have any questions about the network path, please contact your IT department. We cannot add or modify any part of your network setup.

Use this screen to turn the QuickBooks© integration ON/OFF

Options

1. "Quickbooks Automatic Export (SDK)"-> This turns ON/OFF the integration with QuickBooks.

2. "Allow DRD to MODIFY customer and vendor information in QB"-> When Checked, it allows any changes made to a customer or carrier (vendor) in Dr. Dispatch (DRD) to flow to QuickBooks (QB). If you change a customer address in DRD, it will be changed in QB when next invoice is exported for that customer.

3. "Canada (uses QuickBooks Multi-Currency)"-> This is for our Canadian customers only. You can use DRD with QB Multi-Currency turned on and each customer and each carrier will have a different "dollar type" displayed in either Canadian or U.S.currency. If a customer alternates between paying in Canadian and U.S. currency, the customer should be entered twice on the customer list with each entry reflecting either Canadian or U.S. currency type.

4. "Use GST/HST Tax"-> This defines the use and amount of GST/HST tax in Canada.

5. "Setup Now"-> This is where you perform the complete QuickBooks integration. Clicking this button will open a separate form.

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QuickBooks Setup and Integration

In order to integrate Dr. Dispatch with QuickBooks, please ensure that your system meets the following requirements:

1. Dr. Dispatch must be installed on your computer.

2. QuickBooks must be installed on your computer. (Any QuickBooks Pro or QuickBooks Enterprise editions (editions 2002 and later) will work. You cannot use the QuickBooks Online edition at this time.

3. You must own the Dr. Dispatch QuickBooks integration feature. If you need to purchase this, please contact us immediately.

4. You must have a QuickBooks company file.

5. The QuickBooks SDK (Software Development Kit) must be installed on your computer. 

Installing the QuickBooks SDK (Required for Trucking and Brokerage):

1. Open your internet browser and copy/paste the following link:

   http://www.drdispatch.com/downloads/QBFC13_0Installer.exe 

2 .Download and run the program; this will install the SDK on your computer.

3. Follow all prompts until you are notified that installation is complete.

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Trucking Setup

We will perform the setup of the trucking company first. Before we begin, there are a few QuickBooks requirements that must be in place:

• There must be at least one income account.

• At least one line item must be linked to the income account (a line item is simply a word that links to an income account; an example would be 'truck freight'

• There are different types of line items available in QB - service, payment, discount, etc.

• The type of line item will be important if you use customer advances or factoring.

First, we need to see if you have any line items set up in QuickBooks or if one needs to be created

1. Open your QuickBooks company file (Trucking).

2. Go to the list menu at the top of your QuickBooks screen then drop down and choose item list.

3. If you have previously defined an item, it will be in the list. 

4. If there is an item linked to an income account, please make note of the item name. 

If you do not have a line item defined that is linked to an income account, please follow these steps:

1. Open the line item list and right-click your mouse and select 'New'.

2. For type of item, select 'Service'.

3. Enter a name for the item; we suggest using 'Truck Freight'.

4. Link the new item to the primary income account in the drop-down box on the lower right corner of your screen.

5. Make a note of your primary income account; you will need this information later.

6. Press 'OK' to save the new line item. 

Note: When invoices are created in QB, you must use at least one line item to display the type of product or service you are selling; this in turn puts the resulting income into the appropriate account. 

7. The next step is to open Dr. Dispatch then navigate to system->set up->QuickBooks setup

8. Click on the 'Setup Now' button.

9. Select the trucking tab in the center of screen and press the “Use Currently Open Company File” button. 

10. The path to your QuickBooks company file will now be set in Dr. Dispatch.

*** Important: To continue, you MUST authorize Dr. Dispatch to access your QuickBooks company file. See below ***

QuickBooks Authorization Prompt

At this point, the proper path and proper QuickBooks company file name should be in the Dr. Dispatch path window.

Perform the following steps in order:

 1. Ensure the 'Trucking' tab is selected above the path window

 2.  In the center of the screen, select the version of QuickBooks you are operating.

 3. Click on the 'Manage Accounts' tab at the top of the Dr. Dispatch screen. 

 4. Click the 'Refresh Now' button at the bottom of the screen; this may take a few seconds.

 5. Dr. Dispatch is now retrieving list items from QuickBooks. You will notice items clearing and then repopulating with data.

 6. In the 'Trucking' line item field, you should see the 'Trucking Freight' item you made note of earlier. 

 7. Both the 'Unloading' and 'Fuel Surcharge' items must be filled with value. It is not necessary to break out unloading. 

 8. Select the desired line items for 'Unloading' and 'Fuel Surcharge'.

 9. Press 'Save Changes'. 

You have now setup the minimum requirements required to export trucking invoices to QuickBooks.

Setting Up Classes (Optional)

1. In QuickBooks, you can create classes that you assign to transactions. This allows your company to produce more specific income and expense reports. 

2. If you have classes enabled in QuickBooks, press the 'Read Classes' button to retrieve a class list.

3. Press the 'Move Classes to Dr. Dispatch' button. This will make your class list available in Dr. Dispatch on a load entry screen allowing you to tag each load/invoice with a class.

Setting Up Terms (Optional)

1. Select 'Trucking' at the top of the screen then press the 'Read Terms Below' button.

2. Press the 'Move Terms to Dr. Dispatch' button. This will make a list of your terms available for future use and customization.

3. In the top center of the screen, select your default 'Accounts Payable' and 'Accounts Receivable' terms. 

4. Press the 'Save Changes' button. 

Your QuickBooks is now integrated with Dr. Dispatch (Trucking). You will need to exit and restart Dr Dispatch for the changes to take effect. 

Using QuickBooks Integration (Trucking)

1. Open Dr. Dispatch and then navigate to the 'Truck Invoicing' screen.

2. Place a checkmark in the process column on the loads you wish to invoice. 

3. The “QuickBooks Export” button should be visible.

4. Press the 'Process Now' button. 

5. The selected loads should now print and the 'QuickBooks Export' report screen should open. 

6. After ensuring the proper QuickBooks company file is open, press the 'Export QuickBooks' button at the top of the screen. 

7. Upon successful completion of exporting, the loads will change from blue to green. 

8. A print dialog will open and prompt you to print a paper copy of the invoices you just exported. Print this report and file accordingly for future reference.

9. Open the QuickBooks Customer list and highlight a customer to see exported invoices to the right of the customer name. Double clicking 

will open the invoice for viewing.