Synchronize List Files with QuickBooks

The list files such as owner, wells and vendors are automatically synchronized with QuickBooks every 7 days. If they need to be synchronized before then, use this utility. The list files need to be synchronized any time an Owner, Well, Lease, Expense Code, Purchaser, Vendor or Terms Code is added or edited in either QuickBooks or the Disbursement and JIB Manager. Synchronizing will clear up many common problems, such as a new vendor in QuickBooks not showing on lookup lists in the Disbursement and JIB Manager Integrated Edition.

The software needs to synchronize certain files with QuickBooks so that when transactions are posted to QuickBooks, both systems know the entities involved in the transaction. The files that need to be synchronized are: Owners, Wells, Leases, AFE/Expense Code, Purchasers, Vendors and Terms Codes.

Choose Files To Synchronize:

Owners - are added to QuickBooks as Customers.

Wells - are added to QuickBooks as Classes.

Leases - are added to QuickBooks as Classes.

AFE/Expense Categories - are added to QuickBooks as Items.

Purchasers - are added to QuickBooks as Customers.

Vendors - are added to SherWare from QuickBooks.

Terms Codes - are added to SherWare from QuickBooks.

Synchronize All Files
Marking this will automatically mark all of the options in the left column.

Only Synchronize New Records Since Last Synch
When this option is marked it will only look for new records that have not been synchronized before and only synch them. This saves time so that you don't have to wait on it to go through the whole file when it is not necessary to do so.

A Common Problem With Synchronization
QuickBooks only allows one entity (vendor, customer or other name) with a given name. I.e. There can't be a customer named Joe Smith and a vendor named Joe Smith in the same QuickBooks company. This will show up as an Error 3100.
Solution: Add a period or underscore(_) to the end of each owner's name in SherWare before synchronizing.

Files need to be synchronized when:
A new vendor is added to QuickBooks that you want to use in SherWare.
A vendor's name has changed.
A new owner is added.
An owner's name has changed.
A new lease is added.
An lease name has changed.
A new well is added.
An well name has changed.
A new purchaser is added.
A purchaser's name has changed.
New Terms are added or edited in QuickBooks that you want to use in SherWare.

QuickBooks does not give us the ability to modify a class (well). So editing an well name in SherWare will create a new record for the new well in QuickBooks and leave the old record with the old name as it is. Likewise it will also not update a change in the status to inactive.