Compare QQube reports to QuickBooks desktop | CLEARIFY

Comparing QQube to QuickBooks Desktop Reports

One of the first things QQube Trial Users do is to compare the data in a QQube report or analytic against a QuickBooks report.

Financial Reports are pretty simple, but some of the detail analytics may require the knowledge of specific filters in both QQube and QuickBooks to ensure that apples are compared to apples.

Secondly, QQube produces many fields for which there are no QuickBooks reports to compare to, for example: inventory consumption qty, or discounts applied on document vs via an applied payment, 52/53 tax year periods and amounts, to name a few.

General Rules for Comparing

Here are the general guidelines for comparing a QQube field or analytic against QuickBooks.

1. Current Error Free Synch. A successful synch - with no prior abnormal interruptions or aborts - is the most important first step. Learn more about synch logs here.
2. Summary Reports Basis. Ensure that you are comparing the same cash basis reporting for financial statements.  QQube will extract profit and loss, balance sheet, trial balance, based upon the default reporting preference in QuickBooks.
3. Dates.  There are two considerations:
   1. For A/R and A/P detail analytics make sure that the date you set in the QQube Configuration Tool matches the date you run the report in QuickBooks.
   2. For all other detail analytics except for Open SO, Open PO it is best to set QuickBooks reports to all dates and ensure that the specific QQube analytic has no date filters.
4. Filters.  The QQube out-of-the-box examples should contain the correct default filters, but there certain filters to watch out for:
   1. Document Current Posting State contains the values "Posted", "Pending" "Non-Posting".  QQube does not mix posted and non-posting amounts or quantities, so those will always be separate fields.  "Pending" can impact a sales report.
   2. Active Accounts, Customers, Items can affect your expected outcome.  QB Inventory Valuation Summary and Stock Status by Item Reports start with only active.

What is "n/a"

The value '(n/a)' you see in certain fields in QQube, allow you to include values that otherwise might be filtered out in a "normal filter"

Example 1 - Sales Analytic. Let's say that you wanted to see what invoices were paid or open, AND you wanted to show Open Sales Orders.  Only posting transactions can be paid or open, so if you just chose "paid" or "open", the Sales Orders would get filtered out.   '(n/a)' saves the day to include the non-posting transactions (Open Sales Orders).

Example 2 - Inventory. The example in the QQube Configuration Tool for Excel (Inventory_open_so_po_details_(qqube7.x) shows on hand quantities from posting transactions, but also Open Purchase Orders, and Open Sales Orders - both non-posting transactions.  The '(m/a)' option in both the "Document Current PO Status" and "Document Current SO Status" make this possible.

What is a 1980 date doing in my list of dates?

The value 1/xx/1980 you see in certain fields in QQube, allow you to include values that otherwise might be filtered out in a "normal filter" - similar to the '(n/a)' feature above.

We don't use '(n/a)' in the date field, because all fields in a date column MUST be date formatted.

So each date has a unique 1980 date associated with it.   estimate date is 01/15/1980, meaning that if the transactions is not an estimate, you will see 01/15/1980 in the estimate date field.

Example 1 - Job Cost Analytic.  QQube does something extraordinary with the transaction and estimate dates in the Job Cost Details Analytic.  They are separate dates (as opposed to QuickBooks which keeps them the same), so that you can filter out costs for a certain date, while keeping the estimates - IF the estimate date does not fall within the filtered date range. 

You will notice that the estimate date has 01/15/1980 in the list which, when checked, will allow the transactions to show.  Un check that date, and you will see that non-estimate transactions disappear from the analytic.

Troubleshooting

Our goal is to be 100% accurate, but over the years, we occasionally find something we have never seen, or there is corruption in the QB file, that the Intuit SDK (Software Development Kit) didn't find during the extraction process.  And of course we have simple bugs that we have fixed over the years.

If something doesn't match, and you are sure that you have a successful current synch, checked the filters, dates, etc. then the key is, to narrow things down.

Filter, in this order:

1. Transaction Type
2. Date
3. Specific Transaction

If you think you have found a bug, then please create a ticket as shown in our support overview document - telling us what specific transaction anomaly you have found.  You will be instructed further.