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The primary link between Fast-Weigh and Spectrum accounting is the Spectrum Data Exchange (SDX) module. If your version of Spectrum Accounting does not include the SDX module, please contact Viewpoint, Inc.
Before Spectrum can be integrated with Fast-Weigh, you will need to set up an SDX Authorization ID and create a profile of web services for Fast-Weigh to access.
Open a web browser and log into your organization's Spectrum server. The URL used to access this server is your SDX IP Address.
Click the [+] tab at the top left of the page to open a site map
Navigate to System Administration > Installation > Data Exchange.
Click New to build a new data exchange profile for Fast-Weigh.
The Authorization ID should be set to match your Fast-Weigh SDX Authorization ID.
You can find this in your Fast-Weigh Web Portal under Settings > Portal Settings > Spectrum Settings
Then select Active as the status in Spectrum
Choose your company code(s) and click OK.
Next, click the Spectrum operator code drop-down menu and hit GO.
Choose your operator code.
The operator code ties the authorization code to a particular login with a security role. When done, click OK.
Click Build.
ACCOUNTS PAYABLE AddAPInvoice ACCOUNTS RECEIVABLE AddARInvoice AddCustomer GetCustomers HUMAN RESOURCES GetJobTitles INVENTORY AddJob_Reqs GetInventoryItems JOB COST GetJob GetJobContact GetJobDates GetJobMain GetJobUDF GetPhase JobNotes UpdateJob PAYROLL GetPayType
When finished, click OK.
Then click OK again to save the new Authorization ID profile.
Be sure to click the black check mark to save the data exchange settings.
Log into the Fast-Weigh Web Portal.
Navigate to Administration > Portal Settings.
Under Spectrum Settings, fill out the fields as follows:
SDX IP Address - The IP or domain used above, to log into Spectrum from your web browser.
Example: spectrum.company-name.com
SDX Authorization ID - The ID you set up in Spectrum, usually " FW "
SDX Company Codes - If you have more than one company code, separate them with commas, but include no spaces.
Click Save when done.
Now, you may import customers, products, and other resources directly from Spectrum Accounting
For Spectrum MM import, file column numbers typically match the line numbers in the import template.
Some values will need to be hard coded in the Vista import.
Two common hard codings are:
Material Sales Company : (insert company number or code)
Batch Transaction Type : A
Ticket #
Customer ID
Job
Product ID
Date - quirk: Vista Month Column Ex: MM/01/YYY (3 y's is correct)
Time
Yard Code / From Location
Truck ID
Hauler ID
Unit Price
Net Units
Gross Weight
Tare Weight
Order Number
Phase
Cost Type
Feight Rate (To Charge)
Freight Amount (To Charge)
Surcharge Amount
Tax Code
Tax Total
Batch Code
PO #
Order Description
Not Used
COD Flag (H/E/N)
Ticket Total
Sale Type (C/J)
Not Used
Invoice #
Hauler Amount (To Pay)
Not Used
Not Used
Order UDF1
Order UDF2
Order UDF3
Hauler Type (H/E/N)
Haul Basis (If per load, 1. If per unit, net units)
Haul Rate (To Charge)
Deliver To (First Line)
Haul Zone Name
Ticket Note
Material Amount
Ticket UDF1
Ticket UDF2
Ticket UDF3
Fast-Weigh Spectrum Accounting Integration is an optional feature add-on. To add the Spectrum Accounting Integration to your Fast-Weigh subscription, contact us today at 865-219-2980 or support@tacinsight.com
Fast-Weigh Integration with Quickbooks Desktop
Fast-Weigh indirectly integrates with Quickbooks Desktop (QBD) primarily through the use of a 3rd party tool called Transaction Pro Importer (TPI). Fast-Weigh can export a customizable CSV containing billing data that can be imported into QBD as an invoice with TPI.
Customers: The Customer Name in Fast-Weigh will need to match the Customer Name in Quickbooks Desktop. Customer ID will only be referenced in Fast-Weigh.
Products: The Product ID in Fast-Weigh will need to match the Item name in Quickbooks Desktop. The Product will only be referenced in Fast-Weigh.
Tax Codes: The Tax Code Name will need ot match the Sales Tax Item name in Quickbooks Desktop. The Tax Code will only be referenced in Fast-Weigh.
Invoice Numbers: Quickbooks does not allow for duplicate invoice numbers (Ref Number), to avoid unwanted errors it is best to enable an invoice number prefix in Fast-Weigh
Navigate to Admin Settings (gear icon) > Portal Settings
Enter a prefix in the Optional Invoice Prefix field
we recommend using "FW"
After batching tickets onto invoices you will be able to export the data via CSV.
Navigate to Billing/AR > Billing
Switch to the Billing History tab
Click Export on the batch you would like to export
once you have purchased a license from Transaction Pro you will need to install it on your computer
Upon initial installation of Transaction Pro, the software must be connected to the QuickBooks company file that you wish to use it for.
If Transaction Pro will be used with multiple QBDT company files, then this process will need to be repeated for each company file for the initial connection to each.
Note: Once the initial connection has been completed, users of Transaction Pro are not required to have Administrative rights. However, Transaction Pro users must have read/write access to the Chart of Accounts in QB as well as to any section in QBDT into which the user will be importing or any section out of which the user will be exporting.
Before launching Transaction Pro (Importer, Exporter, or Deleter) for the first time, open the QBDT company file to which the Transaction Pro product is to be connected.
For the initial connection, the user must be signed in as the ADMIN user and be in Single User Mode.
Only one QBDT company file can be open at a time when using Transaction Pro.
Wait for QBDT to completely open before launching Transaction Pro. Once QBDT is completely open, launch the Transaction Pro product.
An Application Certificate will appear to verify the connection between Transaction Pro and QBDT. It is suggested to select the third option YES, WHENEVER THIS QUICKBOOKS COMPANY FILE IS OPEN.
Also, if personal data such as Social Security Numbers or credit card information will be imported or exported, select the option at the bottom to allow Transaction Pro access to this information. (This option may be updated at a later time, if necessary).
NOTE: If the import or export will be automated, the fourth option should be selected - YES, ALWAYS; ALLOW ACCESS EVEN IF QUICKBOOKS IS NOT RUNNING.
Click CONTINUE.
The next window allows you to confirm Transaction Pro's access to the QB company file.
Click DONE.
Launch Transaction Pro
Select Importer
Confirm the following settings:
Select you file source: file
Select a field delmiter and new record character:
Field: Comma
Record: CR/LF
Import Type: Invoice
Click Options:
Basic Options
Optional List Items: (click the check box for anything you do not want TPI to Add/Update)
Do not update addresses on existing Quickbooks List Items
Do not add new customers to Quickbooks
Do not add new vendors to Quickbooks
Do not add new items to Quickbooks
Do not add new accounts to Quickbooks
Import Options:
If you are receiving errors during import it is possible that some records being imported from Fast-Weigh exceed QBD's maximum character length. Enabling "Truncate import field data that exceeds maximum length allowed by Quickbooks" can prevent those errors
Advanced Options
If you have custom item fields (CIFs) enable "Enable Custom Fields defined in QuickBooks company file"
NOTE: a common use for a CIF is Ticket Number
General Mapping:
If you have a custom export these field names and mappings may vary. If you need assistance with installation or mapping you can reach out to our Support by calling 865-219-2980 or emailing support@tacinsight.com
Fast-Weigh integrates directly with QuickBooks Online (QBO). This allows users to import Terms, Tax Codes, Customers and Products. Invoices can then be sent directly from the Fast-Weigh Web Portal to QuickBooks Online. If your Fast-Weigh Subscription includes the A/R Module you can manually export payment data via CSV.
To add the Quickbooks Online Integration to your Fast-Weigh subscription, contact us at 865-219-2980 or support@tacinsight.com
Once the integration is enabled, it needs to be connected to a Quickbooks Online account. This is done by clicking the "Billing" tab in the Web Portal and logging into QBO with Admin Credentials.
Now that the first-time connection is complete, it is time to begin importing resources from QuickBooks Online.
Navigate to Resources > Billing > Pay Terms
Click [+ Quickbook Terms]
A Table with Terms that have been set up in QBO will appear
Use the Check Boxes to choose terms you wish to bring to Fast-Weigh
Enter a unique 1 character Code for the Terms
Enter the number of Days
Save the Terms
Tax Codes in QuickBooks Online must be no more than 10 Characters Long to import correctly into Fast-Weigh
Navigate to Resources > Billing > Tax Codes
Click [+ Quickbooks Tax Codes]
A Table with Tax Codes that have been set up in QBO will appear
Use the Check Boxes to choose the tax codes you wish to bring into Fast-Weigh
Save the Tax Codes
Navigate to Resources > Customers
Click [+ Quickbooks Customers]
A Table with Customers that have been set up in QBO will appear
Use the Check Boxes to choose the customers you wish to bring into Fast-Weigh
Fill in the required defaults underneath the table
Credit Status
Billing Mode
Terms
Pricing Template
Tax Code
Regions
Save the Customers
Products in QuickBooks Online must have SKUs assigned to them in QBO before they can be imported into Fast-Weigh
Navigate to Resources > Products > Products and Pricing
Switch to the Product Setup Tab
Click [+ Quickbooks Products]
A Table with Products that have been set up in QBO will appear
Use the Check Boxes to choose the products you wish to bring into Fast-Weigh
Choose the Unit of Measure (you will need to save multiple times if you have different units of measure)
Optionally: Assign the products to a Category
Save the Products
Fast-Weigh Web Portal
With the integration, you can:
Fetch :
Customers
Hauling vendors
Products
Post :
Invoices
Vendor bills
Integration authentication setup:
Oauth2 enabled:
Setup > Company > Enable Features > Manage authentication
Make sure the Oauth2 box is checked
Authorizing user:
The authorizing user for the integration will need full Oauth2 management rights.
Role attributes:
OAuth 2.0 Authorized Applications Management
Log in using OAuth 2.0 Access Tokens
The authorizing user must also have full read/write access to Invoices, Credit Memos, Vendor Bills, Customers, Vendors, Items.
Integration header setup
Setup > Integrations > Manage Integrations > New
Give the integration record a descriptive name (Ex: Fast-Weigh API Integration)
Oauth2:
Check the Authorization Code Grant box
Check the REST Web Services box
IMPORTANT: Upon saving the record the client credentials will display. This is the only time they will be shown and it's important to copy them for later use within the Fast-Weigh Web Portal setup. Make sure you grab the:
CONSUMER KEY / CLIENT ID
CONSUMER SECRET / CLIENT SECRET
Automated sync authentication:
Requires a TBA token to be setup, not Oauth2.
Needs to be authorized for whatever resources will be automatically synced. (customers, vendors, etc).
Required for integration:
CONSUMER KEY / CLIENT ID
CONSUMER SECRET / CLIENT SECRET
Invoicing and Vendor Bill setup:
Enable manual invoice and credit memo numbers (Fast-Weigh needs to control and post it's own sequence)
Setup > Company > Auto-Generated Numbers
Document Numbers subtab:
Check the Allow override box for:
Invoice
Credit Memo
(Optional) Setup custom body and transaction fields to store ticket info posted from Fast-Weigh. These can be used in NetSuite forms and reporting.
Customization > Lists, Records & Fields > Transaction Body Fields > New
Note: NetSuite automatically prefixes custom body fields with "custbody_". If you intend to use these fields please make note to prefix the field name accordingly when searching for it.
fw_order_number
fw_order_info
fw_order_job
fw_order_lat
fw_order_long
fw_order_direction
fw_order_paytype
fw_order_udf1
fw_order_udf2
fw_order_udf3
Customization > Lists, Records & Fields > Transaction Line Fields > New
Note : NetSuite automatically prefixes custom line item fields with "custcol_". If you intend to use these fields please make note to prefix the field name accordingly when searching for it.
fw_ticket
fw_hauler
fw_truck
fw_ticket_udf1
fw_ticket_udf2
fw_ticket_udf3
API Endpoint and credentials :
Your implementation manager will need these to enable the integration from the backend:
NetSuite Account ID
CONSUMER KEY / CLIENT ID (from integration header setup)
CONSUMER SECRET / CLIENT SECRET (from integration header setup)
INTERNAL NOTE FOR FW IMPLEMENTATION MANAGER : These are defined in the SettingsExtended table with the following "SettingName"
NS Account ID
NS Consumer Key
NS Consumer Secret
(These will be different for Sandbox vs Production NetSuite accounts.)
Once the endpoint and credentials are set, an initial sign in is needed to authorize the application for NetSuite.
On the Fast-Weigh Web Portal, go to Resource > Customers > [+ NetSuite Customers]
You should be prompted to sign into your NetSuite account
Authorizing user requirements:
The authorizing user for the integration will need full Oauth2 management rights.
Role attributes:
OAuth 2.0 Authorized Applications Management
Log in using OAuth 2.0 Access Tokens
The authorizing user must also have full read/write access to Invoices, Credit Memos, Vendor Bills, Customers, Vendors, Items.
Resources > Locations > Yard defaults
The fields associated with the Fast-Weigh yard serve as posting defaults for invoices.
These should be filled in with the Internal ID value from NetSuite. This can typically be copied from the URL. (Ex: <your-account>.app.netsuite.com/app/common/otherlists/locationtype.nl? id=410 )
ERP/Accounting Code: The NetSuite subsidiary
AR Cost Center: The NetSuite department / cost center for AR transactions
AP Cost Center: The NetSuite department / cost center for AP transactions
ERP Location ID: The NetSuite location ID
Tax Code ID: If using Avalara, this code will be used to post as a default tax code for the invoice
There are 3 possible query overrides for getting data from NetSuite. These can be set by the Fast-Weigh team as overrides for your integration:
SettingName: NS Customer Query
SettingName: NS Hauler Query
SettingName: NS Product Query
Default Customer Query:
SELECT SUBSTR(entityid, 0, 10) as CustomerID, customer.id as QBID, companyname AS CustomerName, BUILTIN.DF(CustomerSubsidiaryRelationship.subsidiary) as CompanyCode, BUILTIN.DF(terms) as Terms, email as InvoiceEmail, BUILTIN.DF(salesrep) as Salesperson, BillToAddress.Addr1 As Address1, BillToAddress.Addr2 As Address2, BillToAddress.Addr3 As Address3, BillToAddress.City As City, BillToAddress.State As State, BillToAddress.Zip As Zip, BillToAddress.Country As Country FROM customer LEFT OUTER JOIN EntityAddressbook AS DefaultBilling ON ( DefaultBilling.Entity = Customer.ID ) AND ( DefaultBilling.defaultbilling = 'T' ) LEFT OUTER JOIN EntityAddress AS BillToAddress ON ( BillToAddress.nkey = DefaultBilling.AddressBookAddress ) LEFT OUTER JOIN CustomerSubsidiaryRelationship ON ( CustomerSubsidiaryRelationship.Entity = Customer.ID ) where customer.isinactive = 'F'
Default Hauler Query:
SELECT entityid as HaulerID, SUBSTR(companyname, 1, 50) as HaulerName, id as VendorAPNum, SUBSTR(email, 1, 70) as ContactEmail, SUBSTR(phone, 1, 14) as ContactPhone, SUBSTR(BillToAddress.Addr1, 1, 30) As Address1, SUBSTR(BillToAddress.Addr2, 1, 30) As Address2, BillToAddress.Addr3 As Address3, SUBSTR(BillToAddress.City, 1, 25) As City, BillToAddress.State As State, SUBSTR(BillToAddress.Zip, 1, 10) As Zip, BillToAddress.Country As Country from vendor LEFT OUTER JOIN EntityAddressbook AS DefaultBilling ON (DefaultBilling.Entity = vendor.id) AND (DefaultBilling.defaultbilling = 'T') LEFT OUTER JOIN EntityAddress AS BillToAddress ON (BillToAddress.nkey = DefaultBilling.AddressBookAddress) where category = '9' and isinactive = 'F'
Default Product Query:
SELECT SUBSTR(itemid, 1, 15) as ProductID, SUBSTR(description, 1, 50) as ProductDescription, BUILTIN.DF(saleunit) as UoM, id as QBID FROM item
TPI Field | Fast-Weigh Field |
---|---|
Redirect URI:
Customer
Customer Name
Transaction Date
Invoice Date
RefNumber
Invoice Number
PO Number
PO Number
Item
Product ID
Quantity
Net Units
Description
QB Description
Price
Unit Rate
Sales Tax Item
Tax Description
Sales Tax Code
Taxable (N or Y)