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
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.
We will perform the setup of the brokerage company now. 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 'Brokerage Freight'.
• There must be an expense account for carrier pay (outside trucks).
• There are different types of line items available in QuickBooks - 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 in QuickBooks or if we need to create a new one.
1. Open your QuickBooks company file (Brokerage).
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 appear on 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 'Brokerage Freight'
4. Link the new item to the primary income account in the drop-down box on the lower right hand corner of the screen.
5. Make a note of the primary income account; you will need this information later.
6. Press 'OK' to save your new line item.
7. Next, identify your Carrier Pay account. If you are unsure of the name, press Ctrl + A to open your chart of accounts and find the name listed there.
Note: When invoices are created in QuickBooks, 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.
8. The next step is to open Dr. Dispatch then navigate to system->set up->QuickBooks setup.
9. Click on the 'Setup Now' button.
10. Select the Brokerage tab in the center of screen and press the “Use currently open company file” button.
11. 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 'Brokerage' 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 Account' tab at the top of the Dr. Dispatch screen; ensure you are on the 'Brokerage' tab.
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 'Expense Account A/P' field, you should see the 'Carrier Pay' item you made note of earlier. (It is recommended that you do not use the additional expense accounts below, one account for all carrier pay is preferred).
7. In the 'Brokerage Line Item' field, you should the see the item you made note of earlier called 'Brokerage Freight'.
8. Both the 'Unloading' and 'Fuel Surcharge' items must be filled with values. It is not necessary to break out unloading.
9. Select the desired line items for 'Unloading' and 'Fuel Surcharge'.
10. Press 'Save Changes'.
You have now setup the minimum requirements required to export brokerage 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 'Tracking' 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 (Brokerage). You must exit and restart Dr Dispatch for the changes to take effect.
Using QuickBooks Integration (Brokerage)
1. Open Dr. Dispatch and then open the 'Brokerage 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 loads selected should now print and the QB 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. You will see two records for each record; one for the invoice and one for the bill to pay the carrier.
8. Upon successful completion of exporting, the loads will change from blue to green.
9. 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.
10. You may now 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.
11. You may also open the Vendor list to view exported bills.