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What you should know about the Settlement Advances data integration?

  • Ditat will request an updated Chart Of Accounts and Item List from QuickBooks.
  • Ditat TMS does not retrieve Vendors from QuickBooks.
  • Ditat TMS only creates and updates Vendors in QuickBooks.
  • Ditat will check if a Vendor already exists in QuickBooks if it does it will update any new information about The Vendor, if the Vendor doesn't exist Ditat will create a new Vendor using the Accounting ID as the Vendor Name.
  • Ditat will send 2 entries to the QuickBooks General Journal to offset each other.
  • Debit- Driver Advances: Other Current Asset
  • Credit - Fuel Card Payable: Credit Card
  • Ditat TMS will check if a Vendor Credit with the same Ref Number already exists if it does - it won't export.
  • If a Vendor Credit or General Journal entry already exists in QuickBooks (with the same number) - Ditat TMS will mark it as exported and write a warning in the export report.
  • Ditat TMS only sends certain fields to QuickBooks (see below). Other fields can be changed/added in QuickBooks and will not be affected by export.
  • Due to the QuickBooks 11 Character limit, Ditat TMS will shrink the Vendor Bill ID to be in compliance. SB-0000123456-01 will transfer as 12 3456-01 to QuickBooks. 

Fields exported to QuickBooks

Header Data

  1. Accounting id will be sent with Vendor Credit, this will show up in QuickBooks as Vendor Name. This will allow QuickBooks to pull all of the address and related info.
  2. Credit Date.
  3. The Trip Number from Ditat TMS will be sent to a Reference Number field in QuickBooks.
  4. Trip number, Pickup and Delivery Cities, Driver Number, Carrier information, Truck, and Trailer number will be mapped to Memo field in QuickBooks.

Details Data

  1. Advances will be entered into QuickBooks as a Vendor Credit. The Vendor Credit will be mapped to the Driver Advances QuickBooks account, and will be offset by a General Journal Entry Credit Made to the Fuel Cards Payable Account.
  2. Advance Description fields from Ditat TMS will be mapped to the Memo field in QuickBooks on the Vendor Credit.
  3. Advance amounts from Ditat TMS will be mapped to the Amount field in QuickBooks on the Vendor Credit.




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