Yes, you can! First, a little background. When we first developed the Request for Payment system, we built it using the Accounts Receivable model. As we started working with Community Members, we realized we could build an even better mousetrap and viola! RFP Liability was born! So, now you want to switch to the new and improved RFP process. Here are the steps you’ll need to take.
- Go to Settings > Module Settings > Proposals > Accounting. Here you’ll want to change two settings on the far right at the bottom of the screen.
- Place a check in the Push RFP as Invoice checkbox.
- Place a check in the RFP Invoices use Customer Liability Model instead of unapplied credits checkbox.
- Go into QuickBooks and create a Service Item called RFP-Liability or something similar. Note: Keep in mind this from your old RFP item. Also, this is a customer-facing item, so make sure the item is called something that makes sense to your customers.
- Make sure the item is set as non-taxable.
- The associated account should be an Other Liability account, something like “Customer Deposits.”
- Go to iPoint > Settings > QuickBooks > Items
- Click the blue Get Items from QuickBooks button – if you are prompted to get an updated list of items from QuickBooks, answer Yes.
- Once the synchronization is complete, you will see the QuickBooks Inventory Item Sync screen. Find the RFP item you created in step #2 above.
- Place a check in the Select box next to the new RFP item.
- Click Import Selected Items from QuickBooks button.
- Verify the import occurred by going to your items module and finding the new RFP item. Note: When you sync a Service Item from QuickBooks into iPoint, iPoint will label that item as a Labor Item.
- Now go to Settings > QuickBooks > Chart of Accounts (tab)
- In the third column labeled , find the Request for Payment dropdown and change the value from your old RFP item to the new RFP Liability item you imported in step 3 above.
- You will notice that the old PMT item used in the RFP A/R process is no longer available – That is because RFP invoices are now traditional invoices and don’t need the old payment process.
- Finally, go back to Settings > Module Settings > Proposals > Accounting (tab) and set any other RFP options you need.
In a perfect world, you would have closed out all of your old RFP A/R jobs so that everything works as an RFP Liability job. But we all know this world isn’t necessarily perfect! The truth is, you can run both A/R and Liability jobs in iPoint simultaneously.
When you open a Sales Order, click the Options button and then choose the Advanced tab. You will notice a couple of new options available here.
- Do Not Use RFP – check this box to use the basic line item billing method.
- Use RFP WITHOUT Liability – this box will use the old RFP A/R process and will be checked on any outstanding RFP A/R jobs that were still active when you switched to Liability.
It’s important to understand that any single sales order can only use one billing methodology. Therefore, you cannot combine Line Item and RFP Liability, or RFP Liability and RFP A/R, for example.