This guide will help you to integrate Easy Rent Pro with QuickBooks where the following entries will be generated automatically in QuickBooks
| • | Customer Job |
| • | Invoices |
| • | Payments |
We assume that you have some knowledge of working with QuickBooks and have already setup a company in QuickBooks.
Before you start check if external applications are allowed to access the company file.
| • | Open the company file in QuickBooks |
| • | Go to Edit | preferences | select Integrated Applications then Company Preferences and be sure that the field “Don’t allow any application to access this company file” is NOT checked |
Figure 1
Before you continue you have to make a choice on which setup you are going to use in QuickBooks
Option A.
You can use one QuickBooks item to book all rentals for all vehicles.
Option B
You can use individual QuickBooks item for each vehicle when booking rental.
In this case you will create one item in QuickBooks for each vehicle
The next will show step for step how to setup Easy Rent Pro and QuickBooks for each of the abovementioned scenarios.
Option A – Using one QuickBooks item to book all rentals for all vehicles.
| 1. | Define which charges you will be using when booking a rental contract in Easy Rent Pro |
| • | Start Easy Rent Pro |
| • | Click on ‘Setup’ |
| • | Select the ‘Invoice’ tab |
| • | In the ‘Tax & Charges’ section you can define all you charges and taxes that can be used when booking a contract in easy rent pro |
Figure 2
Code - you can give each charge a code of your choice
Rate - enter a rate for this code. It can be percentage or amount
+/- - Select ‘+’ when the charge must de added to the invoice subtotal or a ‘-‘ if the charge must be deducted from the subtotal.
Values in - If the rate is an amount select ‘Amount’ otherwise select ‘Perc(%)’
Calculation - If the rate should be calculated for each rentals day then select ‘Per Day’ otherwise select fix if the rate is a fix amount or a percentage of the subtotal.
Description - this will the description that will appear on your invoice for this charge.
Type - Select the type of the charge
Apply always – should be checked when this charge must be applied always to the invoice. If it is optional uncheck this field.
You should consider the sequence of the charges. If a charge is not taxable it must be placed after the sales tax.
If taking the above screen print as an example, if the fuel charge is not taxable, the ‘Sales Tax’ must be moved to the 4th line and the ‘Fuel’ to the 5th line
| 1. | Create an item in QuickBooks for which you will book all rentals if you do not have one yet. |
If you already have an item for your rentals you can skip these steps
| • | Open the company file in QuickBooks. |
| • | Create the item in QuickBooks go to Lists | item list | Item | New |
Figure 3
If you are using sales tax you can select the tax code that will be applying to your rentals.
| 2. | If you are using charges you have to create one item for each item defined in Step 1. |
If you are applying tax code in QuickBooks you should not create a separate item for sales tax in QuickBooks. This will be calculated automatically in QuickBooks for each charge
| 3. | This step will show you how to configure Easy Rent Pro |
| • | In Easy Rent Pro Click ‘Setup’ |
| • | Select the Quick Books tab |
| • | Check ‘Integrate Easy Rent Pro with QuickBooks’ |
| • | Enter the full path+filename of the QuickBooks company file. |
Figure 4
| • | Before continue be sure QuickBooks is running and the company file defined in easy rent pro is open. Check also that there is no dialogs screen displayed in QuickBooks like the update dialog or others. This will prevent Easy Rent Pro to Communicate with QuickBooks. |
| • | In the ‘QuickBooks Invoices’ check the ‘Make Quickbooks invoice for rent transaction’ then click on the button behind the item name field of . This will connect to QuickBooks and display all items in QuickBooks. |
When Easy Rent Pro tries to access QuickBooks the first time you will get the screen below.
| • | Select the 3rd option, “Yes whenever this QuickBooks company file is open” |
| • | Click continue |
Figure 5
| • | On the next screen click Yes |
Figure 6
| • | Then select the rental item you created in step 2 |
| • | If you are using charges do the same as above for each charge defined in Easy rent Pro. |
| • | If you are using item class in QuickBooks you can also enter the class name for each item. But this is optional |
| • | If you are applying tax code in QuickBooks you should not check the sales tax item in Easy Rent Pro and also not enter an item name for sales tax. This will be calculated automatically in QuickBooks |
| • | You can also define the optional account receivable account used in QuickBooks. If this is left blank the default account receivable defined in QuickBooks will be used in |
| • | If you want that payments applied in are also applied in QuickBooks, check the ‘Capture all rental invoice payments in QuickBooks’ field |
| • | If you also want to create customers automatically in QuickBooks check ‘Capture all new customer in QuickBooks’ You can also select the format of how the First Name/Last Name are created in QuickBooks. |
| • | When done save changes |
| 4. | This step will show you how to link Easy rent Pro payments to QuickBooks |
| • | In Easy Rent Pro Click ‘Setup’ |
| • | Select the ‘Others’ tab |
| • | In ‘Others’ tab select the “payment Types’ tab |
Figure 7
| • | For each payment type you can select the QuickBooks Cash/Bank account in the ‘QuickBooks acct’ field on which you want funds to be booked when you apply payment in Easy Rent Pro. Save and exit |
When all steps are complete you can start a new booking in the rent planner to verify if it works
After saving a booking the invoice and customer job are created in QuickBooks
When you make a partial or complete payment in easy rent pro this will also be done in QuickBooks.
If you already have existing booking before you integrate QuickBooks with Easy Rent Pro just edit the booking and save it and the invoice will be created.
Option B – Using individual item in QuickBooks item for each vehicle.
| 1. | Complete steps 1 to 5 of Option A. |
| • | In step 2 you have to create a rental item for each vehicle. The most common way is to include the license plate number in the item name |
| • | In step 4 you can leave the item fields of the rental and charges blank as displayed in the screen print in step 4 of option A. |
| 2. | In this step you will assign setup each vehicle items for each vehicle. |
| • | In Easy Rent Pro Click on Vehicles |
| • | Select you vehicle |
| • | In ‘Vehicle’ click on the ‘QuickBooks’ tab |
Figure 8
| • | Select option ‘Use individual item assigned for each vehicle’ This is very important otherwise it will not work or you will get errors when saving invoices |
| • | Like step 4 in option A enter the QuickBooks item for each rental booking and charges. |
| • | Save |
| • | Repeat this for each vehicle. |
You can also combine option A and Option B. In this case you have to complete step 1 to 5 of option A and complete step 2 of option B only for the vehicles you want to apply option B