Prima Edge Inc

QuickBooks Online

QuickBooks Plus is recommended if you want to export vendor invoices and credits from Prima to QuickBooks. If you only want to export sales invoices and credits and input a value for vendors manually, QuickBooks Essentials will be sufficient. Please note we do not intergrate with the desktop version, only online.

Account codes are optional within QuickBooks, consequently, the link between Prima and Quickbooks is based on the Company name. It is essential that you deal with any duplicate names from your legacy system before the transfer. Prima can only post to one company in Quickbooks, if you require posting to multi-company, you will need a separate database for each company.

Export – Prima will export individual line details to QuickBooks for purchase/sales invoices and credits.

Prima will also export customers and suppliers (Company name, billing address, financial contact, phone number, and email)

Import – Prima will import aged balance totals.

Stock Values are not transferred to QuickBooks; however, a stock figure can be obtained from Prima (Stock Valuation Report) and the value can be entered into QuickBooks once a month.

QuickBooks has limited facilities for importing data from Excel, please refer to their help pages to see what can be imported. 

1. Prima Administration>General>Cloud Services>Set Financial to QuickBooks and leave default and tick in Active  

2. When website opens, click connect to QuickBooks, log in with the customer’s username and password and connect. Check Make active> save & close  

3. Customer needs to set up tax rates in QuickBooks, then we can map them in Administration>General>Tax Rates  

4. In QuickBooks, set up Sales & Purchase Nominals 

5. Settings>Lists>Products & Services 

6. Add Product/Service>choose Services 

7. Fill in Nominal Name, make same as Nominals in Prima 

8. Check 'I sell this product' and 'I purchase this product'

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Print Audit/FM Audit

Print Audit and FM Audit offer the capability of automatically generating outgoing e-mail with information such as meter readings and support contract details. This information can then be collected by Prima and imported in to the system.

The import includes:

• Companies
• Machine Lines
• Meter Readings
• Alerts

This integration works by matching on company name or serial number. Please ensure company names are consistent across systems.

Overview 

In both PrintAudit and FMAudit software dealers can install client software (for example in Print Audit they download and install the client software called “Ice” onto their client’s network, which then picks up information about machines on the network e.g., printers, copiers and records information like print usage, errors and toner levels.  

Dealer’s log into FMAudit or PrintAudit to view/manage their customers devices, all devices can be viewed – some of which will be managed e.g., supported services can be billed, services like viewing printing usage, deciding when to send out toners or an engineer and information on general usage.

FMAudit and PrintAudit will show list of managed copiers against each of their customer sites and flags up any machines due for meter readings by automatically giving feedback on live readings/toner levels etc. 

Preparing to link to Prima 

Before you set up the link to Prima, check: 

1. All company names are exactly the same for PrintAudit, FMAudit is matched on serial numbers but will benefit from locations being the same in Prima for efficient management.

2. Any sites are set up with a location name in Print Audit (and not set up as several companies with the same company name) can be manage by naming each location (site) with the post/zip code.

3. There are six options in Prima for matching counters/meters to readings. E.g., print mono, print color, copy mono, copy color, total mono, total color (this is total of print and copying if available for mono or color). Therefore, all existing counters in Prima should be set to ‘Total Count Mono’ and ‘Total Count Color’ unless dealers want to invoice separately for print usage and copy usage. (Please let us on-boarding know if this is not the case and these can be updated globally’). 

4. Ideally, the “Good Reading Days” field against each counter should be left at 5 (so only imports up to 5 days previously and doesn’t import really old readings), however, dealers can set this to whatever works for their business process.

Set up Imports to Prima 

A schedule to import machine and reading information is needed for both FMAudit and PrintAudit, these will import machine lines, readings and history into Prima. It will use the main email that comes into Prima, or you can set up a new dedicated email for this import.

Set up required in PrintAudit:

1. Click on Reporting tab 

2. Data Exports at top 

3. Select Device Inventory (xml) and click proceed 

4. Select Managed Only and click proceed 

5. Call the report “Managed Machines Inventory” and proceed 

6. Next to no 4, select email and your Prima email address 

7. Delivery Type: Deliver this immediately (for initial test) & Schedule this report for future delivery at 8am (for daily imports) 

8. Email report to their main prima email account and their email so can see what is imported each day 

9. Click Generate report 

Set up Required in FMAudit:

1. Create the required fields for a standard .csv export (template information available from Prima Onboarding team).
2. Schedule the report to be ‘emailed’ to Prima – at least twice per week on working days.

When inventory/meter readings report is imported into Prima: 

1. PrintAudit: Companies – The first import will link any companies on exact company name, then they will be matched on company id so it doesn’t matter if one changes.
2. FMAudit: Machines by serial number with location and serial numbers/mac addresses etc.
3. PrintAudit: Machine Lines - will match any new machines on the company name (or company id once matched) and put these into off contract lines 

• If not already against contract, can add by going into support contract, double click off contract line and “Add to contract” 
• If the machine line is already on contract, open existing contract line, in line detail tab click merge (it will appear in the list to merge if matches serial number) – this will update the item description and read only fields for serial number and MAC address  
• Journals tab will show if a machine has been merged and previous description if need to change back  

Meter Readings - Imports new readings and history – for both FMAudit and PrintAudit the same process can be followed. To take a reading manually from an imported reading:

1. In Meter Readings, open counter line.
2. External History gives usage details if a customer calls to query a price 
3. Start reading, apply imported reading, check and complete. 
4. In Meter Readings, it is possible to search all meter readings in not started status and click start reading to do all at once then just need to go through apply imported reading, check against history, complete and click next  
5. FMAudit – the readings will be imported by unique serial number and created by date.
6. PrintAudit: Alerts – Creates Call Logs for active alerts such as low toners or machine errors. To set up an alert first against each company in Print Audit. 
7. Alerting>Profiles>Create New Alert Profile 
8. Apply to – select company 
9. Set name as Toner Low and rules to check, eg below 20% 
10. In Notification Settings 

• Select Email 
• Notify - Set email to be prima main email and click add 
• In conditions tick all (low, empty and errors) 
• A report will be sent to Prima which will create a call log for the customer with alert details 

Troubleshooting 

• Inventory and Alert report emails are available to view in Prima>General>Mail to check if companies are the same and if machine lines and alerts are on the schedule to import 
• If an item is not showing available to merge or as off contract in Prima, there may be a duplicate machine in Prima or Print Audit with the same serial number. Search in Prima>FSM>Support Contracts>Lines for the serial number and if it has linked to another company id, add to contract and delete. Also make sure there’s only the correct one in Print Audit and then will import on next daily schedule report email