Change order limitations- what are you guys doing? - D-Tools Forum

01-23-2007, 10:48 PM

So I just got off the phone with support and I found out there are some big limitations to getting change orders into quickbooks. Here's the situation-
I created a sales order out of a project so that I could transfer it into quickbooks. After it was transferred in quickbooks, my bookkeeper received some payments on the project to keep our quickbooks current. No problem there. As the project was closing out the client wanted to make some last minute additions, always a good thing. We then went into d-tools and created a change order reflecting the additions. Here's where I ran into the problem. I needed the change order additions transferred into quickbooks so I coul receive payments in quickbooks on the new changes. So I called up support and I was told that there is no way to get those change order additions into quickbooks. And any changes that need to be made should be made in quickbooks only. Well, this wouldn't be a problem if I was just adding a pair of speakers or an amp, but I've got 50k worth of additions and it would take me hours to put that into my quickbooks manually. (time I just don't have)

I'm pretty frustrated right now, I'm hoping that you guys might have some insight as to what to do for this current project as well as what I should do for the future. Any help you guys can offer would be greatly appreciated!

**Kevin Mikelonis** · 01-23-2007, 11:00 PM

Sounds like you are doing it right in Biz Mgr.

The sales order from the project is what to push over to QB.

Are these closed sales orders forcing differential sales orders?

We just gave a class on BizMgr Level 2 in MIT today that covers all of this and the proper procedures leading up to it.

This can be done in D-Tools and QB.

Call us if you need help.

01-23-2007, 11:43 PM

Yes, we have Business Manager. Here were the steps.
We created the original proposal, turned it into a sales order and transferred it into qb. My designer then created a change order by duplicating the whole proposal, making changes and saving as a revision. He did this because he was told by support that he could not make changes to the original after it had been turned into a sales order. And that the above steps were the best way to handle the changes.

So when you go to projects lookup, you can see the original proposal valued at 250k and the revision valued at 300k. When I open up the revision in text or visio and run a report on it, the original project info is there along with all the additions. However, if you go back to project lookups and highlight the revision valued at 300k, then click on the button that says "change order reports" you only see the additions. This is fine so far. My problem is that I was told, that I cannot transfer those revisions into quickbooks without transferring the entire project amount of 300k instead of just the changes at 50k. I was told that any changes I want to make to a project that has already been transferred to qb has to be done manually in qb.

So what am I to do? Is there any point in using the change order in d-tools if I'm just going to have to duplicate it manually in qb?

One last note, I tried to create a sales order out of the revision and something weird happened. When I went to "add" , the amount showing in the "total" section was more than the amount of changes I made. I showed this to support and they said that I had to do any changes manually in qb.

Any insights?

01-23-2007, 11:46 PM

Sorry if I sound repetitive, Kevin. Did you just change your post?

**Kevin Mikelonis** · 01-24-2007, 03:02 AM

You can create a sales order on the working project (the one NOT marked as a REV).

The new items added to the project will be available for you to add to the sales order when you select add in the sales order window.

The is the sales order you can push to QB.

You may need to make adjustments if it does not add up to be the exact amout - entries in the 'D-Tools-Options-Misc Costs' field or +/- equipment cost adjustments can skew the amount and you can adjust it in QB, but you can push the added items to QB for invoicing.

I think you are working with the change order (REV) project and not the working project, there are other varibales that could be jamming you up like if you maked the sales order as final or not - do you have a process for marking sales orders as open/in-process-and closed?

01-24-2007, 06:55 AM

So if I push the original sales order to quickbooks but keep it marked as open, not final, then the changes I make at a later time can be pushed to quickbooks separately? I'm trying to understand here, hopefully I'm not sounding like an idiot.

JordanC · 01-24-2007, 04:41 PM

Um, why not use the Differential in the sales order process and send that to QB as your change order just as you would an estimate?

01-25-2007, 09:41 PM

Is is that easy? Why wouldn't support just tell me that, thanks!

01-25-2007, 09:44 PM

Jordan, I tried what you suggested and a box came up that said "this sales order is not attached to a change order project. Cannot create differential sales order."

Did I miss a step?

**Kevin Mikelonis** · 01-26-2007, 01:43 AM

Originally Posted by Cinema_Solutions

Jordan, I tried what you suggested and a box came up that said "this sales order is not attached to a change order project. Cannot create differential sales order."

Did I miss a step?

This indicates that the sales order that was generated for the project was not 'closed' when the change order project (REV #) was generated, so the sales order carried forward. Differential sales orders are for tracking changes to sales orders that are 'closed' which carriy forward to change order projects.

I do not intent to be vague or misleading about this explanation or others in this thread, but the the business manager sales order and work order processes are not intuitive and need to be used in conjunction with processes relate to each step.

It takes me two 90 minutes courses as the MIT instructor to explain and demonstrate this entire process, so its not really going to translate to the forum environment at all with out lots of post and each will be suggesting a different method.

In any case, if the new items have been added to the project as you say they have, and have not been added to a sales order, then a new sales order can be created and the items you have added will be available to add to the new sales order that can be pushed to QB for invoicing.

If the new items were added to the sales order and the sales order was closed (which it sounds like it was not) then you cannot get at them except for a differential sales order. And that requires alot more explanation...

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