Accounting Link and Tekmetric Integration FAQs

What is Accounting Link? Accounting Link is a product developed by The Back Office (TBO) that allows connectivity between a shop management system and QuickBooks. 

Please Note: Accounting Link can only be installed on a Windows PC. It is not compatible with Mac Computers

The following are the main points that get sent from Tekmetric to Quickbooks when using Accounting Link.

Customer Payments

• Any and all payments made by a customer within a repair order gets sent to TBO. This is the dollar amount received by the customer. 
• Trigger to send to Accounting Link - sent when the payment is taken
  • Voided Payments - are sent with a "void-" in from of the payment ID
  • Fleet Payments - are sent as multiple payments to TBO
  • Custom Payment Types - are sent as payment type "Other" with the payment type's name

Posted Repair Orders

• All repair orders that are posted and closed out can be sent to TBO.
• Posted Repair Orders will also send over the job category associated with the jobs.
• Trigger to send to Accounting Link - sent when the repair order is posted in Tekmetric
  • NOTE: Repair Orders have 3 statuses:
    • Upload Successful - sent to TBO
    • Upload Failed - failed to upload and send to TBO
    • Validation Failed - RO did not reconcile so it skipped sending because it would fail

Accounts Receivable

• When the RO is originally sent to A/R, it creates a charge, or amount due, in QB
• Then, when the A/R is paid at a later date, the A/R charge in QB is paid with the payment posted in Tekmetric that is transferred through AL to QBs.
• The payment clears the A/R charge and posts a payment in the Deposits window for the user to include in the Deposit.

Sublets

• Sublets can be sent to TBO via the Accounts Payable section in Tekmetric.
• For Sublets - The amount paid, RO number, and check number can be sent to QuickBooks. 
  • Note: If the check number is empty, Tekmetric defaults the number to match the RO number.
• Trigger to send to Accounting Link - sent when the repair order is posted in Tekmetric and only includes authorized sublets
  
  • Sublet Date - is tied to the date the sublet was created
  • Amount mapped is tied to sublet cost, not retail
  • Purchase Order Number maps to Repair Order Number
  • Reference Number is mapped off of RO number, unless it is paid for as a check, then we pass in the check number.

Purchase Orders

• Any parts purchase orders in Tekmetric that are marked as received can get sent to QuickBooks. 
• To setup GL Accounts for purchase orders, click here. 
• Trigger to send to Accounting Link - sent when the purchase order is marked received 
  
  • Invoice Date - gets used as the Order Date, rather than the Receive Date. User can update this to send to TBO correctly.
  • Invoice Number gets sent to The Back Office as reference

Return Orders

• Return orders for parts are also sent to TBO.
• Trigger to send to Accounting Link - sent when the return order is marked complete.
  
  • Date - the date sent is tied to the refund date in Tekmetric.
  • Invoice Number gets sent to The Back Office as reference
  • Amount maps to refund Total & (-1)

Final Reconciliation Tips

Once the data is sent to The Back Office, the customer will validate the data before sending it over to QuickBooks. It is recommended that the customer verifies the following before sending data from Accounting Link to QuickBooks:

• Look to the TOTALS area in Accounting Link to confirm the sales with tax by verifying it with the end of day report in Tekmetric.
• Look to the PAYMENTS RECEIVED area in Accounting Link to confirm the credit card payments by verifying it with the end of day report in Tekmetric.

To get a Demo for Account Link, click here.