Integrating with QuickBooks
To access: Rate and Pay → Accounting Company → Manage Integration.
The QuickBooks Web Connector interface allows the Ditat TMS to exchange data with QuickBooks. This page covers system requirements, how to enable and configure the integration, and what data is transferred between the two systems.
System Requirements
QuickBooks – Premier or Enterprise 2015 or later.
Web Connector – Version 2.2.x.x or later. Download the latest version here and install it on the machine where the QuickBooks client is installed.
Network Access – The Ditat TMS host must be accessible from the machine running QuickBooks.
Setting Up the Integration
Setting up the QuickBooks integration involves three stages:
Configure Ditat TMS – Set up company profiles, user access, permissions, and generate the
.QBCfile(s) in Ditat TMS. Follow this guide for step-by-step instructions.Prepare QuickBooks and Web Connector – Set up the QuickBooks user, permissions, and Web Connector configuration. Follow this guide for step-by-step instructions.
Perform a Dry Run – Map items and schedule the Web Connector to run automatically. Follow this guide for step-by-step instructions.
How Data Is Exchanged with QuickBooks
Because Ditat TMS is a web application, it cannot push data directly into QuickBooks Desktop. Instead, QuickBooks must initiate each data exchange session through the Web Connector — a tool developed by Intuit for this purpose.
When a Web Connector sync starts, it connects to the Ditat TMS and requests any new data to be transferred. The Ditat TMS responds with tasks and data, and this exchange continues until all data has been transferred.
The following data is sent from Ditat TMS to QuickBooks during each sync:
Invoices and Credit Memos – All invoices and credit memos are sent to QuickBooks. The TMS will attempt to apply a credit memo to the most recent invoice on the same shipment.
Service Items – The TMS requests a list of Service Items from QuickBooks so they can be mapped to payment methods.
Customers – New customers and all future customer updates are sent to QuickBooks.
Driver and Carrier Settlements – Settlements are sent to QuickBooks as Vendor records.
For detailed information on what is included in each export, see:
Settlements Expense Types Export Details
Settlements Deduction Types Export Details
Settlement Advance Types Export Details
Checking Integration Status and Troubleshooting
Every time the Web Connector creates a data exchange session, the Ditat TMS logs everything that occurs in an internal report. Once the sync is complete, a report is sent to the configured user group. See Set up integration in Ditat TMS for instructions on how to configure notification groups.
For frequently asked questions about sync warnings and errors, click here.
Multiple Companies
Ditat supports multi-company QuickBooks integration in the following way:
Set up separate companies in System → Maintain Companies.
Assign a billing company to each shipment in Dispatch → Maintain Shipments.
When invoices are posted, they will be posted under the assigned company.
The QuickBooks export can be configured to send invoices to the appropriate company and will sync customer records accordingly.
In QuickBooks, each company will have its own company file and a separate application profile in the Web Connector. The setup steps in this guide apply to one company — repeat them for each additional company.