How Maximizer Entries are Created and Updated in QuickBooks

Updated 1 year ago by Niall Clifford

Data type differences and how they are handled between Maximizer and QuickBooks

In Maximizer, Entries are in Parent and Child record formats and are associated or linked together. In QuickBooks, Companies, Individuals and Contacts (as we would know them in Maximizer) are represented as stand-alone Customers in QuickBooks.

Scenario 1 - Maximizer Company

  • If the Maximizer Company does not exist in Quick Books, the Integration will create an independent Company Customer in QuickBooks.

  • If the Maximizer Company also exists in QuickBooks and is spelled exactly the same, the integration will update the existing entry as required.

Scenario 2 - Maximizer Contact

  • If a Maximizer Contact does not exist in QuickBooks, the Integration will create an independent Contact Customer in QuickBooks. The Company name will not display, however it will display as “Company Name – Contact’s First Name and Last Name.”

  • If the Maximizer Contact also exists in QuickBooks and is spelled exactly the same, the integration will update the existing entry as required.

if you wish to create the Contact in QuickBooks, and wish to then add the Parent company at a future date, both the Company and Contact will exist in QuickBooks as separate Customers but they will be correctly linked back in Maximizer maintaining their relationship. The company name would then appear in the contacts company field.

Scenario 3 - Maximizer Company & Contact

  • If you want to connect a Maximizer Company and its associated Contact to QuickBooks. This will create two new Customers in QuickBooks. The first will be the Company Customer and the other will be the Contact Customer. Both entries in QuickBooks will have the Company Name in the QuickBooks Company Name field, the Contact customer however will display as “Company Name – Contacts First and Last Name."

  • If a Maximizer Company & Contact already exists in QuickBooks, and is spelled exactly the same, the Integration will update the QuickBooks Entries as required. The Company name will appear in the Contacts Company Name Field and the Contact will be displayed as “Company Name – Contacts First and Last Name.”

Scenario 4 - Individual without Company Name

  • If the Maximizer Individual that does not have a Company Name, i.e an Individual that is not associated with a Company, and does not exist in QuickBooks, the Integration will create a Customer Entry in QuickBooks.

  • If the Maximizer Individual also exists in QuickBooks and is spelled exactly the same, the integration will update the existing entry as required.

 

If there are more than one contact entries in QuickBooks with exactly the same name, you may need to rename the Individual Entry in Maximizer, in order to create a uniquely distinct entry in QuickBooks. Example: John Smith may need to become John Smith2, This is to ensure that information for the second John Smith, does not update information in the John Smith that already exists. See QuickBooks Duplicate Warning Article.

Scenario 5 - Maximizer Individual with Company Name

  • If a Maximizer Individual that has a Company Name (an Individual that is associated with a Company), and does not exist in QuickBooks, the Integration will create a Customer Entry in QuickBooks. The Company Name will not be filled in on the Contact Customer in QuickBooks but the Contact Customer in QuickBooks will Display as “Company Name – Individual’s First and Last Name.”

  • If the Individual in Maximizer also exists in QuickBooks and is spelled exactly the same, the integration will update the existing entry as required.

Scenario 6 - Maximizer Individual & Contact

 

  • If a Maximizer Individual & Contact entry does not exist in QuickBooks, the Integration will create a new Company Customer & Contact Customer in QuickBooks. The Contact will have the Company Name, and will display as “Company Name – Contact’s First and Last Name.”

  • If the Maximizer Individual & Contact also exists in QuickBooks and is spelled exactly the same, the integration will update the existing entry as required.


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