Once a bill has been paid fully in QuickBooks, the Neos QuickBooks Integrator will display the entry where you can post to the linked Neos Case as a Case Expense Value item.
NOTE: A user must have Enabled, Add, and Modify permissions to Case > Value Tab.
In the Neos QuickBooks Integrator, select the Case Expense tab. The bill(s) you paid should be listed in the grid, sorted ascending by Date.
NOTE: If you don't see your paid bills, navigate to QuickBooks and check that the bill has been marked Billable, was paid (by Check or Credit), has a Customer/Job associated, AND the Customer/Vendor is linked in Neos. If entries are still not displaying, log out of the integrator and then back in, which should trigger the entries to appear.
If the same Vendor or Customer in QuickBooks is linked to more than one Neos contact, the entry will use whichever contact was linked most recently. No action is required to resolve this.
2. If the bill has multiple expense line items, each expense will be listed on a separate line (shown in step 1).
3. Paid bills can be filtered using the following criteria: Provider, Case #, Party, Amount, Reference #, Memo, Check #, Date, and Sort By (Date, Provider, Ref No). All filters are free text fields except for Date and Sort By.
4. The grid contains the following columns with data associated from the paid QB bill.
Case # – Displays the Case Number from the linked Customer/Job set in the bill.
Date – Displays the date the bill was created in QuickBooks.
Value Code – Defaults to the first active Case Expense type Value Code from Neos. This can be changed by clicking into the field. Changes to the Value Code for a single expense item are not retained when the integrator is closed.
Provider – Displays the Vendor selected in the QuickBooks bill.
Party – Displays the Customer/Job selected in the QuickBooks bill.
Amount – Displays the paid amount from the QuickBooks bill.
Memo – Displays the memo from the Expenses grid of the bill.
Check # – Displays the check number of the paid bill.
Reference # – Displays the Ref. No. from the QuickBooks bill.
[Post to Neos] – This unmarked column displays the Post to Notes icon.
5. In the integrator, click the Post to Notes icon to post a paid bill entry to the associated Neos Case. Only one entry can be posted to Neos at a time.
NOTE: If there are no active Value Codes with the "Case Expense" Type, the following warning will display, prohibiting the entry from being posted to Neos. In Neos, navigate to Mini Directories > Value Codes and assign the desired value code with the "Case Expense" type and set it to active. Once configured in Neos, the first active Value Code with a "Case Expense" Type will be automatically set for the entries in the Case Expense tab of the integrator.
6. When successful, the following message will display. Click OK to close the window. Navigate to Neos to see the created entry.
View Posted Case Expense
In Neos, navigate to the Case Number > Value Tab of the associated paid bill.
NOTE: Each posted entry from the QuickBooks Integrator will create a separate Value entry (regardless of whether the paid bill contains multiple expense entries).
The highlighted columns display the data sent from the integrator to Neos. If the selected "Case Expense" type Value Code is flagged as DTF, a corresponding DTF Value entry will be created (shown below).
Double-click the created case expense Value entry to see the full view.
Value Code – Displays the "Case Expense" type Value Code from the integrator.
Amount – Displays the total amount paid from the bill (or single paid expense) in the integrator.
Party – Displays the linked Customer from the bill / Party from the integrator.
Provider – Displays the linked Vendor from the bill / Provider from the integrator.
Memo – Displays the Memo from the Expenses line of the bill and from the integrator.
Reference # – Displays the Ref. No. from the bill / Reference # from the integrator (field below "Value Category"). This data maps to the Reference 1 field on the Value Details section. The label for this field can be changed in the Value Codes Mini Directory for the associated Value Code.
NOTE: If the Case has a Billing Client set in the Case Tab, the associated contact will display in the Bill To field on the created Value entry. If the Billing Client field is blank, the Bill To field will default to the Party on the Value entry.
4. The paid bill will display as a transaction. The created transaction will show the full amount paid with the following defaults.
Paid By – Defaults to "Us".
Paid To – Defaults to "Provider".
Type – Defaults to "Payment".
C/D - Defaults to "Debit".
Reference – Displays the Check # from QuickBooks and the integrator.