The Contact Import is an extremely easy tool to use. It is easy enough to only need a few buttons and filters, but smart enough to prevent you from duplicating data that may already exist inside of WorkSpace.
To access the Contact Import, from the Menu Bar select Setup> QuickBooks> Contacts> Import from QuickBooks.
Contact Import has two filters… ‘Show Sync’d’ and ‘Show Hidden’. When Show Sync’d is not checked, it will filter the list to only those people who have never been pulled into WorkSpace. When checked, the filter will include everybody, even those you have already pulled over. When checked Show Hidden filter will include people who have been set to ‘Inactive’ in QuickBooks.
Please note: When you import a contact that has been set to 'Inactive', they will be set to 'Hidden' in Workspace
You can use the ‘Select All’ and ‘Select None’ buttons to quickly process the list and select only the clients you need to import. Once you have selected the people you want to import, click the ‘Import Selected’ button to begin the process.
If the import runs into any errors, the rows in the data grid will turn red/pink to indicate that the item has an error. If you click on a red/pink row, it will display a message below the data grid indicating why the import failed.
Please note: The contact import attempts to prevent any duplicate data entry by attempting to match names. But if the names in QuickBooks do not match the names in Workspace 100%, then it could import an item that appears to be a duplicate.
To avoid this, we recommend using the ‘Contact Match’ feature if you have existing data in QuickBooks and in OfficeTools. Once contacts have been matched, they will not appear on this form when the ‘Show Sync’d’ option is not checked.
Please note: If you are simply trying to update a contact in OfficeTools with the data from the matching contact in QuickBooks, you can do this very easily by navigating to the contact in Workspace and going to the menu bar, selecting Contacts>Import/Export Contacts>QuickBooks Sync>Pull Current Contact Info from QuickBooks. This will instantly find the contact in QuickBooks and overwrite the data in Workspace with the data from QuickBooks.
You can also ‘Sync’ the data from the contact menu by selecting Contacts> Import/Export Contacts> QuickBooks Sync> Sync Current Contact Info (Newest Information). The ‘Sync’ option looks at the modified dates for that particular contact in QuickBooks and OfficeTools, and whichever item was modified most recently, it will take that data and push it to the other side.
Exporting Contacts to QuickBooks
On the Menu Bar in Practice Management, navigate to Setup> QuickBooks> Contacts> Export to QuickBooks. This will open a form that allows you to filter, choose, and export your contacts.
You can use the ‘Select All’ and ‘Select None’ buttons to easily select/unselect clients in mass, and you can use the ‘Search’ box to quickly search for individual contacts. Once you have selected all of the contacts you wish to export to QuickBooks, click the ‘Export Selected’ button to begin the process. As the export process proceeds, the green progress bar at the bottom will begin to fill. Once the process is complete, you will be prompted with a ‘Completed!’ message. If any errors were encountered, you will get a message that states ‘Some errors were encountered during the sync’. You can then quickly find the contacts that had errors by scrolling through the list looking for any rows that have a red/pink background and clicking on them. The error will then be displayed in the area just underneath the grid containing the Contact names.
When you have contacts in both QuickBooks and WorkSpace that needs to be linked together, the Contact Match function gives you a great deal of power when associating items together.
The Match Contacts form has only two filters, ‘Hide Synchronized’ and ‘Show Hidden’. The ‘Show Hidden’ option forces the lists to include contacts that have been either ‘Hidden’ in WorkSpace, or set to ‘Inactive’ in QuickBooks. The ‘Hide Synchronized’ option filters the list to where it will only show contacts that have not yet been matched.
Please note: If there are no results for an item when the auto-match runs, it will not link that contact to anything.
The Contact Match form also has the ability to Import or Export contacts on a case-by-case basis. This functionality allows you to Import or Export contacts that were not found and linked by the Auto Match.