QuickBooks^® IIF vs. QBXML Integration & Field Mapping

IIF Integration

Tabs3/PracticeMaster

Cost & Payment* Journal Entries
-------------------->
(Batch)

QuickBooks

QBXML Integration

Tabs3/PracticeMaster

Client, Costs, Fees**, Journal Entries for 
Costs and Payments*
-------------------->
(Automatic)

QuickBooks

QuickBooks

Clients, Costs, Fees**
-------------------->
(Batch)

Tabs3/PracticeMaster

* Journal entries for payments only integrate from Tabs3 to QuickBooks since payments cannot be entered in PracticeMaster.

* * Fee integration is only available when PracticeMaster and QuickBooks are integrated without Tabs3.

IIF

QBXML

Advantages

• Integration is available with any version of QuickBooks that supports the IIF format.
• Requires less configuration to use than the QBXML Format.
• Provides a less complex form of integration if you only need to post journal entries to QuickBooks for cost and payments.
• Does not require that the client in Tabs3 also exist in QuickBooks in order for journal entries to be posted to QuickBooks.

• Integration from Tabs3/PracticeMaster to QuickBooks is automatic.
• Creates Bill type journal entries for costs in QuickBooks.
• Deleting, reversing or refunding a payment in Tabs3 will automatically make reversing journal entries in QuickBooks. (Note: Manual adjustments must be posted in QuickBooks when deleting or changing a cost in Tabs3.) 
• When integrating PracticeMaster and QuickBooks without Tabs3, fee integration is available.

Disadvantages

• Journal entries must be posted in batch instead of being automatically posted when a cost or payment is saved.
• Changing or deleting a cost or payment in Tabs3/PracticeMaster requires manual adjusting journal entries in QuickBooks.
• You must remember to delete or rename the import file in the QuickBooks directory to prevent double posting.
• Client and fee integration are not available.

• Requires QuickBooks Enterprise Solutions 12.0, 11.0, 10.0, 9.0 or 8.0; QuickBooks Premier 2012, 2011, 2010, 2009, or 2008; or QuickBooks Pro 2012, 2011, 2010, 2009 or 2008. This integration is not supported by QuickBooks Simple Start or QuickBooks Online.
• Initial configuration for the QBXML integration takes longer than the initial configuration for the IIF integration.
• Requires that a client exist in QuickBooks in order to post cost and payment journal entries for the client in QuickBooks.
• Base clients (i.e., a client without a work description) must be added in Tabs3 in order for the integration to work properly. Tabs3 is usually not configured this way, therefore you may need to renumber existing clients and create the base clients before integrating the two systems.
• QuickBooks must be running in multi-user mode.

Tabs3/PracticeMaster

QuickBooks

Notes

Name (50)

Customer Name (41)

Changing the Tabs3/PM client name does not change the name of the existing QB client. Instead, a new client is added to QB.

Clients with a blank name are not allowed in QB.

Client names can include any keyboardable character except for a colon. QB does not allow the use of colons in the Name field.

Work Description (Max 50)

Job Name (41)

Only integrates for Jobs.

If a Work Description is not specified in Tabs3/PM, no job is created in QB.

Addr1 (35)

Addr2 (41)

For its Addr1 field, QB uses Tabs3's Name field.

Changes are passed between the two systems.

Deleting an address line in QuickBooks will delete the information in Tabs3; however, deleting an address in Tabs3 does not delete it in the other system.

Addr2 (35)

Addr3 (41)

Changes are passed between the two systems.

Deleting an address line in QuickBooks will delete the information in Tabs3; however, deleting an address in Tabs3 does not delete it in the other system.

City (20)

City (31)

State (3)

State (21)

Zip (10)

PostalCode (13)

Country (20)

Country (31)

Office (25)

Phone (21)

Home_Phone (25)

AltPhone (21)

Fax_Phone (25)

Fax (21)

E-mail (100)

E-mail (99)

Contact (25)

Contact (41)

Primary Timekeeper Initials (3) and
Primary Timekeeper Name (35)

Sales Rep (5) and
QB Sales Rep First Name (25)

Tabs3/PM will add a lookup record to QB if a matching record does not exist.

If the Tabs3/PM timekeeper has no initials, the client will not be added to QB.

Changes made in Tabs3/PM are not passed to QB.

Changes made in QB are passed to Tabs3/PM, but changes only the Primary Timekeeper field.

If no Sales Rep is specified in QB, the client will not be added to Tabs3.

Sales Reps added through QB must exist as timekeepers in Tabs3 or the client will not be added.

Client_ID (13)

Account Number (99)

If no Account Number is specified in QB, the client will not be added to Tabs3/PM.

In order to integrate Jobs, both the Customer and the Job must have an Account Number specified in QB.

A numeric, alpha or mixed key type can be used.

Date_Open (4)

Job Start Date (4)

If no Work Description is specified in Tabs3/PM, this field is not passed to QB.

New Customers and Jobs added in QB without a Job Start Date will merge into Tabs3/PM with an Open Date of the current system date.

Changes made in Tabs3/PM are not passed to QB.

Changes made in QB are passed to Tabs3/PM.

Date_Closed (4)

Job End Date

If no Work Description is specified in Tabs3/PM, this field is not passed to QB.

New Customers and Jobs added in QB without a Job End Date will merge into Tabs3/PM with a Date Closed of mm/dd/yyyy.

Changes made in Tabs3/PM are not passed to QB.

Changes made in QB are passed to Tabs3/PM.

Billing Category Desc (30)

Job Type (31)

Tabs3/PM will add a lookup record to QB if a matching record does not exist.

Jobs added through QuickBooks must be assigned a Job Type that exists as a Tabs3/PM Billing Category.

If you create a Customer and a Job in QB and want the same Category assigned to both, you must do the following: Add the customer and assign a Job Type. Then, add a Job and assign it the same Job Type.

Changes made in Tabs3/PM are not passed to QB.

Changes made in QB are passed to Tabs3/PM.

PracticeMaster

QuickBooks

Notes

Last_Name (30 is default)

LastName (25)

PM's field length is unprotected and can be modified.

First_Name (20 is default)

FirstName (25)

PM's field length is unprotected and can be modified.

AOP ID (8)

Customer Type (159)

PM will add a lookup record to QB if a matching record does not exist.

Changes made in PM are not passed to QB.

Changes made in QB are passed to PM.

QB subtypes are ignored.

Area of Practice files are not available in PracticeMaster Basic. An error will be produced if the Customer Type field is populated when integrating with PracticeMaster Basic.

Tabs3

QuickBooks

Notes

Client

Customer Job

Valid entity required in order for transactions to be passed.

Customer must have name, acct #, category (Job Type) and timekeeper (Sales Rep).

Date

Date

Tcode

Class

Tabs3/PM tcodes must have alpha codes.

Bill Code

n/a

Tabs3/PM Billable costs are passed to QB as billable.

Tabs3/PM Non-billable costs are passed to QB as non-billable.

Billable QB Bills are passed to Tabs3/PM as billable.

Non-billable QB Bills are passed to Tabs3/PM with Bill Code 2- non-billable/printable.

QuickBooks Vendor

Vendor

Tabs3/PM costs without a QuickBooks Vendor assigned will be passed to QB with a vendor of "STI-Vendor".

QuickBooks DB Account

Account

Tabs3/PM costs without a QuickBooks Debit Account assigned are passed to QB with an Account of "STI-Expense" (regardless of whether it is a Tabs3 expense or advance).

Amount

Amount

Tabs3/PM costs with 0.00 amount are passed to QB as a Paid Bill.

Date Entered

N/A

The Date Entered field will be passed to Tabs3/PM the date the Merge QuickBooks Data with Tabs3/PM is run.

User ID

N/A

The User ID field will be passed to Tabs3/PM with the User ID that ran the Merge QuickBooks Data with Tabs3/PM.

Description (5000)

Memo (4095)

RTF attributes stripped from QB.

PracticeMaster

QuickBooks

Notes

Client

Customer Job

Valid entity required in order for transactions to be successfully passed.

Client must have name, acct #, category (Job Type) and timekeeper (Sales Rep).

Timekeeper Name

Employee Name

PM timekeeper must have initials. Initials are for the QB Client File. Full Name is shown on the time tracking record.

Date

Date

Tcode

Class

PM tcodes must have alpha codes.

Bill Code

Billable or
"Not Billed"

Hours

Duration

Changes made to the Duration field will change the Hours field in PM.

Rate

Service Item (Price field)

Description (5000)

Notes (4095)

RTF attributes stripped from QB.