Advance Export Details

What you should know about the Advance data integration?

• Ditat TMS does not retrieve advances from QuickBooks — it only creates them.

• Before exporting, Ditat TMS checks whether an advance with the same reference number already exists in QuickBooks. If it does, the advance will not be exported.

• If a duplicate advance is found in QuickBooks, Ditat TMS will mark it as exported and log a warning in the export report.

• Ditat TMS only exports certain fields to QuickBooks (see below). All other fields in QuickBooks can be modified independently and will not be affected by the export.

• Due to QuickBooks' 11-character limit, Ditat TMS will shorten the Advance ID to comply. For example, AD-0000123456-01 will be transferred to QuickBooks as 123456-01.

 How Advances Are Exported

When an advance is marked for deduction in Ditat, two transactions are sent to QuickBooks. If the deduct option is not selected, only the GL Entry is sent.

GL Entry

When any advance is posted in Ditat, a General Ledger (GL) entry is created in QuickBooks with the date the advance was issued. This transaction:

• Debits the advance account (e.g., Driver Advances)

• Credits the funding account (e.g., Fuel Card Payable)

Vendor Credit

If the advance is deducted from the driver's or carrier's pay, a second transaction is sent to QuickBooks as a Vendor Credit. When the vendor credit is applied, it:

• Debits the account that was credited in the GL Entry (e.g., Driver Advances), indicating the funds were recovered.

• Credits the Accounts Payable account.

For example, if a fuel advance was deducted from carrier VC123Transport, a Vendor Credit will be created for that carrier and the Driver Advances account will be debited.

For frequently asked questions about sync warnings and errors, click here