MTS #17 A – Quick Books Employee Name Setup

SMARTSystem Management Training Series
Training Session #17A – SMARTSystem QuickBooks Employee Name Setup

Purpose: The purpose of this document is to detail how to make QuickBooks employee records align with SMARTSystem to permit successful importing of the sales reps associated with invoices.

Overview:

It is a prerequisite that all of the staff that have invoices exported to accounting be entered, manually, into QuickBooks before importing invoices. QuickBooks Import tool does not create new Employee records in QuickBooks because there are too many variables associated with this process to perform this action accurately.

The Middle Initial: The compatibility issue revolves around whether or not the salesperson has a middle initial. If there is no middle initial there is no issue.

SMARTSystem appends a period (.) to the middle initial to make sure it is easy to read when displayed or printed. This can cause incompatibility with QuickBooks which does not automatically append a period to the middle initial of the employee.

The SMARTSystem staff name with a middle initial will look like this:

$C:\wfsdata\QuickStock\Sample Sales Person Name - SMART.jpg$

In the QuickBooks Employee Center the middle initial must be present and have a period after it or it will not be recognized during the import process.

To modify an existing Employee in QuickBooks, open the Employee Center:

Then right click to select the employee you would like to edit:

Then Left Click on the Employee and Select “Edit Employee”

Once you click “Edit Employee” the following screen will appear in Quick Books:

To add the period to the Middle initial, click to the right of the Middle initial in the M.I. field and type a period.

Click OK when done to save the change to the Employee Record.

No Middle Initial: If the sales person record in SMARTSystem does not have a middle initial, nothing is required in QuickBooks for compatibility. The Period is NOT added to staff records with no middle initial.