Article #250 Preparing QuickBooks for Solid Route Accounting

Creating Custom Fields in QuickBooks®

To support some of the features in Solid Route Accounting™, you will need to add a few custom fields in QuickBooks®. The following sections will guide you through the setup process.

Barcodes on Inventory Items

The Solid Route Accounting™ is designed to take full advantage of integrated barcode scanners. Barcodes allow for extreme efficiencies at the point of sale and, if possible, should be considered for your mobile sales units.

To add barcodes to your item records, you must set up a custom field for your items:

1. From the Lists menu, choose Item List
2. Select one of the following:
   1. Click [Item] and select New to add a new item record.
      or
   2. Right-click on any item on the list and choose Edit Item.
3. Click [Custom Fields].
4. Click [Define Fields].
5. Enter "Barcode" or "UPC" as the field's name.
6. Select the Use checkbox, select "Any text", and then click on [OK]
7. Then, input a barcode value for the item record and click OK.

8. Note: the barcode value MUST NOT contain spaces

Suggested Retail Pricing

Solid Route Accounting™ can show suggested retail pricing on invoices with minimal little setup. This will show the Suggested Retail Price and the wholesale cost for each item on the invoice. It will also print retail totals.

To add Suggested Retail Prices to your item records, you must set up a custom field for your items:

1. From the Lists menu, choose Item List
2. Select one of the following:
   1. Click [Item] and select New to add a new item record.
      or
   2. Right-click on any item on the list and choose Edit Item.
3. Click [Custom Fields].
4. Click [Define Fields].
5. Enter "Retail Price" or "SRP" as the field's name.
6. Select the Use checkbox, select "Numbers, 2 decimals", and then click OK.

7. Proceed with inputting a Retail Price for the item record and click OK.

   Note: the retail price value MUST only consist of digits and a decimal, e.g. 19.88

Item Category

Solid Route Accounting™ can group or filter items by product category/department.

To add Item Categories to your item records, you must set up a custom field for your items:

1. From the Lists menu, choose Item List
2. Select one of the following:
   1. Click [Item] and select New to add a new item record
      or
   2. Right-click on any item on the list and choose Edit Item
3. Click [Custom Fields]
4. Click [Define Fields]
5. Enter "Category" or "Department" as the name of the field
6. Select the Use checkbox, select "Any text", and then click on [OK]
7. Proceed with inputting a Category for the item record and click [OK]

Creating Customer Route Groups

For mobile sales, it is sometimes desirable to separate your customer records into Customer Route Groups (CRG). This will allow you to upload only those specific customers to that mobile route. Solid Route Accounting™ requires that your customers be assigned to a three-digit numeric CRG. You may establish just one or as many Customer Route Groups as you wish.

To add a CRG to your customer records, you must set up a Custom Field for your customers:

1. Select Customer Center from the Navigator Menu.
2. Select the Customer button in the Customer Navigator window.
3. Select one of the following:
   1. Click New Customer
      or
   2. Right-click on any name on the list and choose Edit.
4. Click on the Additional Info tab.
5. Click Define Fields.
6. Enter "RouteGroup" or "CRG" as the field's name in the label column.
7. Put a checkmark on the Customers options, then click on OK.
8. Proceed with inputting a CRG for each customer record you wish to send to a mobile sales unit.

Mapping Custom Fields in Solid Route Accounting™

Now run Solid Fusion™, so your newly created custom fields are uploaded to Solid Route Accounting™.

Next, log into SolidRouteAccounting.com:

1. Select the Settings tab
2. For the "Barcode Field", select the QuickBooks® custom field from the drop-down list
3. For the "SRP Field", select the QuickBooks® custom field from the drop-down list

4. For the "Item Group Field", select the QuickBooks® custom field from the drop-down list

   

5. Click [Save]
6. Run Solid Fusion™ so that these new fields are imported into Solid Route Accounting™

The last step is to synchronize your handheld(s) for these changes to take effect.