Using Vendors in QuickBooks and Tigerpaw Software

QuickBooks Vendors: If you use QuickBooks Pro to write checks, then you have created Vendors in QuickBooks. These Vendors can be shown from the Menu by Lists –> Vendor Lists. A problem with the importation of customer and invoice information from Tigerpaw can exist where the QuickBooks Vendor has the same name as the incoming Tigerpaw A/R Customer #.

This can occur when you have selected to use the Customer’s name as the automatic default when creating new customers, or you add this name manually to a new customer. If this A/R Customer # is the same name as a Vendor’s name in QuickBooks, then you have a potential problem that will not show itself until the next invoicing cycle. Since in Tigerpaw a company can be both a Vendor and a Customer to you, this is not a problem. In QuickBooks however, the same Company Name can exist on both the Customer list and the Vendor List, and QuickBooks will allow “cross-payments” of receivables and payables.

Account Exports: The problem will show itself when you do your routine exports from Tigerpaw and imports into QuickBooks. By following proper procedures, the first export/import to do is the customer (Account) import. When you attempt to import the new customer into QuickBooks, you will get an error message, “You can’t change the type of a name or add a duplicate name.” You may continue with the import, but the problem customers will not be imported. To repair this issue, use Notepad to print the file Customer Import IIF file. You will see data lines like this:

!CUST,NAME,COMPANYNAME,BADDR1,BADDR2,BADDR3,PHONE1,FAXNUM
CUST,TechData,Technical Data,Technical Data,”1234 Main St “,”Omaha, NE “,,

The A/R Customer # from Tigerpaw is the field immediately after the ‘CUST’ (in this example – TechData). You may have many CUST lines – one for each new Account you are importing. Check each of these names to see if they exist in the QuickBooks Vendor List. When you match the Name with the Vendor Name, then you need to return to that Account in Tigerpaw and Change the A/R Customer # for that Account (Suggestion-Add “-AR” to the end of the existing name), mark the Account for export, and recreate the Account Export file. This new file should import into QuickBooks without a problem. Any duplication can be eliminated via the merge process in QuickBooks.

Invoice Imports: If this problem exists, and you import the invoices before importing the Accounts, you will get an error message “Can’t record invalid transaction.” This is a generic error message. Please cancel the invoice import until you can determine what the problem is. What’s happening is that since there isn’t a customer record in QuickBooks that matches the incoming invoices, QuickBooks will attempt to create a ‘skeleton’ record for the customer. Since the name already exists as a Vendor, it cannot create it, and gives the error message. You will need to manually change the A/R Customer # on the Invoice Header record in the AR Batch to match the new A/R Customer # on the Account record, and then recreate the batch and re-import it.

Permanent Resolution: The best way to avoid this problem is to always use a Vendor’s name that would never be used as a Customer name in QuickBooks. With the introduction of CRM+, the Vendor identification to QuickBooks is the AP Vendor ID on the Vendor Information screen. By using the Account Name and appending “- Vendor”, the duplication danger is eliminated. A simple SQL statement can do this for all accounts that are also Vendors. Then, this information can be exported from Tigerpaw and imported into QuickBooks via an Excel spreadsheet.

Disclaimer: This document expresses the findings and recommendations of Williams Technology Solutions and it is not a statement from Tigerpaw Software or Intuit.

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