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License Agreement

This article presents the features available in the Ultimate plan of XTRF Translation Management System. Please keep in mind that your access to the described options might be limited due to your license agreement. If you would like to change your plan of XTRF Translation Management System and gain access to the additional features, contact your XTRF Customer Success Manager.

Target audience: Home Portal's users

 


 

 


 

Main Settings tab

  

 

 

 

 

Legend

Follow the legend below to find out how to configure settings appropriately in the Home Portal:

  • Required setting: This setting has to be filled to create the entity.

  • Required and unique setting: This setting has to be filled to create the entity, moreover, the content of this setting has to be one of a kind.

  • Auto-selected setting: If none of the options is selected, the system automatically selects the default or first in the list option.

  • Optional setting: This setting is not required to create an entity.

 

The Main Settings tab in QuickBooks section enables you to configure settings of the XTRF Language Business Platform and QuickBooks integration. You can integrate XTRF Platform with the external accounting system and get your client's and vendor's data in sync. This allows you to process your invoicing data and extend the capabilities of payment services. The synchronization can be based on the following properties defined in XTRF Platform:

  • Receivables or Payables
  • Invoicing items.

To make your integration more flexible the following names and descriptions can be configurable with a velocity expressions:

  • Names of QuickBooks client jobs,
  • Names of QuickBooks client invoice items,
  • Names of QuickBooks vendor invoice items,
  • Descriptions of QuickBooks vendor invoice items.

The items names are set up in XTRF Platform and then the items are created in the QuickBooks application software with the corresponding names.

Configuration accordion menu

 
You can search and find the QuickBooks section to gain an access to the QuickBooks settings available in the XTRF Platform.
Search fieldAs soon as you start typing a search query, XTRF Platform returns the list of search results. It is an easy and convenient way of finding the required section in the Configuration accordion menu.
QuickBooks section In the Configuration accordion menu go to the Integration > QuickBooks section to get the list of external system settings which need to be configured in XTRF Platform to get the QuickBooks integration worked properly.
 
 
 

QuickBooks Integration Enabled checkbox

  
It lets you to trigger the integration of XTRF Language Business Platform with QuickBooks.

QuickBooks Integration Enabled checkbox

The integration of XTRF Platform and the QuickBooks system become available when you select the checkbox.
 
 

General Settings section

It enables you to set up all general options of the integration. You have an opportunity to:

  • Select the branches for which the integration will be enabled,
  • Show logs
  • And others.

 

QuickBooks will Sign into XTRF as drop-down menuYou can select the name of a user whose credentials are going to be used with QuickBooks Connector to sign in to XTRF Platform.
Main Currency in your QuickBooks Installation drop-down menuSelect one of the options to determine what currency is used in the QuickBooks invoices.
Synchronize Items Newer than calendar

Set up the required date and time after which your data should get synchronized. Once set, the data is in sync whenever they are modified.

Branches multiple selection field

In XTRF Platform you can associate data to branches, therefore you can decide which data is going to be processed in the QuickBooks software. To make the QuickBooks integration worked properly you need to select at least one branch.

Available Branches

In the Branches multiple selection field you can only gain access to the branches with an active status in XTRF Platform. 

Add QB Invoice Items based on drop-down menu

Select one of the two options to declare on which items the QB invoice is based on. The invoices can be generated taking into account:

  • XTRF Invoice Items: This option allows you to prepare an invoice in QuickBooks for all types invoices available in XTRF Platform, even if a project's items are not created.
  • XTRF Payables/Receivables: This option should be set up when you want to process your invoice data in QuickBooks when the invoice is based on project's items in XTRF Platform.
link
By clicking on the link you can see all actions triggered in XTRF Platform in terms of the integration with the QuickBooks application.
 
 

Clients section

In this section you decide about client data synchronization. Integration with QB allows user to synchronize XTRF projects with QB client jobs and XTRF client invoices with QB client invoices. When payments appear in QB, they are detected by integration and payment status is reflected in XTRF client invoices.

 


 

Synchronize Clients checkboxSelect the checkbox to get your client's data stored in XTRF Platform synchronized with your storage in QuickBooks.
Synchronize Projects as QB Jobs checkbox

If you want to transfer your project's data to QuickBooks within it's structure you can store it as QuickBooks jobs. Select the checkbooks to trigger the following actions:

  • Synchronizing data in a one-way manner: from XTRF Platform to QuickBooks,
  • Synchronizing projects created in XTRF Platform with client's jobs in QuickBooks,
  • Linking invoices based on project's tasks in XTRF Platform with client's jobs in QuickBooks if from the Add QB Invoice Items based on drop-down menu the XTRF Payables/Receivables is selected.
QB Job Name Expression field

Provide the velocity expression which allows you to set up a configurable invoice job name in QuickBooks. You can declare the expression basing on the project's properties in XTRF Platform. Find the samples of the velocity expressions

  • ${project.idNumber}: The QuickBooks jobs name is set up as follows: Client Name . Project ID in XTRF Platform
  • ${project.idNumber} ${project.contactPerson.person.firstAndLastName}: The following name of the QuickBooks job is generated: Client Name . Project ID in XTRF Platform . Full Name of Contact Person .
  • ${project.name}: The QB job is set up accordingly: Client Name . Project Name in XTRF Platform.
For Client Invoices Use QB Item Name Expression field

This expression allows for customizing the QB client invoice name on the basis of XTRF client invoice data. The following velocity expression is set up by default: ${item.name.replace("»", "-")}.

For Client Invoices Use QB Default Item Name fieldProvide a velocity expression to set up a default QuickBooks name which is going to be used on a client invoice, for example: customerItem:customerItem.
Synchronize when Client Invoice Status is drop-down menu

select the minimum status of a client invoice in XTRF which will be required for the invoice to be transferred to QuickBooks. 

The following statuses are available in terms of QuickBooks data synchronization:

  • Not Ready status: The client invoice has been unfinished, therefore it has not been sent yet,
  • Ready status: The requirements has been fulfill to finish the invoice, therefore the invoice is ready to be sent to the client,
  • Sent status: The invoice has been sent to client.

The default synchronization status is Not Ready.

 
 

Vendors section

In this section you determine how the vendor's data are synchronized. Integration with QB allows user to synchronize XTRF vendor invoices with QB vendor invoices. When payments appear in QB, they are detected by integration and payment status is reflected in XTRF vendor invoices.

 

 

Synchronize Vendors checkboxTo turn on the synchronization of the vendor's data select the checkbox.
For Vendor Invoices Use QB Item Name Expression field

This expression allows for customizing the QuickBooks vendor invoice name on the basis of XTRF vendor invoice data.

There is recommended for use the following expressions:

${item.ActivityType.name.replace("»", "-")}

For Vendor Invoices Use QB Item Description Expression fieldThis expression allows for customizing the QB client invoice name on the basis of XTRF vendor invoice data. The following velocity expression is set up by default: ${item.displayName.replace("»", "-")}.
For Vendor Invoices Use QB Default Item Name fieldProvide a velocity expression to set up a default QuickBooks name which is going to be used on a vendor invoice, for example: providerItem.
Synchronize when Vendor Invoice Status is drop-down menu

Select the option to determine when the invoicing data needs to be synchronized and transferred to the QuickBooks software.

Available statuses:

  • Postponed status: The invoice which is currently suspended because of an unresolved issue.
  • To be Sent status: All the job specifications which are ready and need to be sent to the vendors for confirmation.
  • Sent status: All the job specifications require to be sent to the vendor. After receiving and reviewing the job specification, the vendor responds to it. If the vendor confirms the job specification, the invoice can be started to be created.
  • Confirmed status: After a vendor confirms a job specification, the vendor invoice can be created. The invoice specifies the vendor's charges.
  • Bill Received status: The invoice's bill has been received from a vendor.

The default synchronization status is Postponed.

 
  
 
Edit buttonClick this button to modify the QuickBooks integration settings in XTRF Platform. 
Save buttonClick this button to save the settings.
Cancel buttonClick to terminate the changes you have made.
 

 

 

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