Excerpt from the June 2019 AVAwire Newsletter


AVAproject Fusion:
Intuit QuickBooks Plugin

The AVAproject Fusion QuickBooks plugin allows products to be sourced, organized, and pushed directly into Intuit QuickBooks as purchase and sales order documents.

Built upon a powerful data extraction engine, AVAproject Fusion allows users of AVAproject to harvest project data to build highly customized reports and pivot tables as well as move data directly into many accounting/ERP platforms. Through the use of specialized "plugins", AVAproject Fusion is able to integrate directly with virtually any API enabled accounting software.

One of the most popular accounting solutions, for small to mid-sized distributors, is Intuit's QuickBooks. QuickBooks is a cost-effective and easily maintained package that offers many of the advanced accounting features found in much more expensive products.

The AVAproject Fusion QuickBooks plugin facilitates direct integration with QuickBooks through the use of Intuit's "QuickBooks API". An "API" or "Application Programming Interface" is a software tool provided by the accounting system developer (Intuit) to allow communications between their software (QuickBooks) and third-party packages such as AVAproject Fusion.

As with all Fusion accounting/ERP plugins, the QuickBooks plugin activates several additional user interface options in Fusion. Once installed, a new set of tools become available, as well as a new toolbar to access them.

The QuickBooks plugin offers a number of product specific settings within Fusion and can be set up right from the toolbar.

The AVAproject Fusion user interface, with the Accounting Toolbar outlined at top, and the
Fusion QuickBooks Plugin Settings window displayed below

QuickBooks, like most accounting systems, allows users to maintain lists of vendors and customers for the purposes of creating orders, generating invoices, making payments, managing billings, etc. AVAproject Fusion is able to access these lists directly and coordinate AVAproject data with them.

The Vendor Directory allows users to map manufacturers of products and materials from the AVAproject Material List to Vendors in QuickBooks. During the "sourcing" process, this allows products to be grouped by the vendor from which they are being purchased rather than simply by their manufacturer.

The Customer Directory allows Customers to be defined and mapped to the Customer List in QuickBooks.

The Material List in AVAproject Fusion (when accounting/ERP plugins are present) offers four new columns for the purposes of sourcing.

The AVAproject Fusion Sourcing Columns

Vendors can be populated automatically using the Vendor Directory mappings, or selected manually as ordering needs require.

Deliveries (for purchasing) and Shipments (for sales) are defined per-project, and are simply logical units for which to break up the orders and billings.

They may be dates, phases, floors, etc. depending on how the given project is being schedule. Deliveries and Shipments can be specified for individual or groups of products, simply by highlighting relevant rows of the Material List.

Once the materials are sourced, AVAproject Fusion organizes the data and creates interim "order documents" that are displayed in a list, and can be previewed within Fusion itself. The preview dialog also allows additional data to be entered, including delivery dates, order numbers, quote numbers, etc. Notes can be added for the entire order, or even for each line item specifically.

Sourcing Columns populated with Vendor, Delivery and Shipment

These documents can then be pushed into QuickBooks with the click of a button, creating the purchase and sales orders without any manual re-entry. Additionally, the purchase and sales order numbers assigned by QuickBooks is returned to AVAproject Fusion, where they are saved for reference.

The AVAproject Fusion "interim" Purchase Order preview on the left, with the created Purchase Order document in QuickBooks on the right

The saved purchase and sales order numbers can be used to report on the status of materials in Fusion as well in AVAproject. AVAproject users can pull up a summary window for any given opening, showing any and all purchase and/or sales orders generation for the given door, frame or installed hardware.

For more information on the Fusion QuickBooks plugin, or any AVAproject Fusion accounting/ERP plugins, contact AVAware Customer Support.

We welcome any questions, comments or suggestions about any topic mentioned in this edition of AVAwire. Please visit our website for more information, or contact us directly at (416) 239-9099.