This feature allows for COST, CEX and NRC transactions to be exported to QuickBooks enabling you to print checks in CollectMax or QuickBooks and update both seamlessly.
Note: This feature requires the purchase and installation of the Check Writing Module and QuickBooks.
A QuickBooks installer must be executed on any workstations that will be using the QuickBooks Export in CollectMax. To install the QuickBooks Installer, use the following steps:
On the workstation of your choice, right click on the Microsoft Start button on the lower left of the screen.
From the list , select Windows Explorer or File Explorer.
Browse to C:\Program Files (x86)\JS Technologies\CMWin. If using a version of Windows prior to 64 bit, you may need to select program files and not program files (x86)
Within the CMWin Folder, locate the executable labeled QBFC11_0Installer.exe
Run the executable, by double clicking the QBFC11_0Installer.exe.The process may take a few minutes to install.
Note: This must be installed on any workstation that will be exporting to Quickbooks
The QuickBooks Cost Export the feature must be activated within CollectMax. After installing the QuickBooks installer package, complete the following steps in CollectMax to activate the feature:
Note: QuickBooks must be in Multi-User Mode to be able to import charts of accounts and transactions.
On the Main Screen of CollectMax, select 
button and then select the 
tab.
Click the 
button.
Select the 
Tab to display he QuickBooks Settings screen.
QuickBooks Company File: Click the 
button and browse to the QuickBooks Company File.
Check the box to Activate the QuickBooks Feature. This feature must be turned on to Export to QuickBooks.
Check the box for Confirm Sync on Every Check Process Event.
Note: The first sync requires a certificate so it is recommended the initial export be done on a workstation that has an installation of QuickBooks. This box should remain check. It will looking for modifications to the QuickBooks' chart of accounts.
Check Printing Configuration: Select printing options from the drop down list Print Check and use CollectMax Check Number or Do not Print and Use QuickBooks Check Number.
Expense Item Memo: Select your Expense Memo from the drop down list: Case Style, Cost Reason Description, Account Number or a Custom Format. Custom Formats will have to be developed and may require development charges.
Check Line Memo.: Select your Check Memo from the drop down list: Stub Note, Cost Reason Description, Case Style, Account Number, or Custom Format. For a custom format, please contact JST.
Imported: This section will show statistical information from the last sync.
To Setup the CollectMax Bank, Cost, CEX, and Payees with the Chart of Accounts in QuickBooks, you will need to import the Chart of Accounts. This will be needed to make sure that your transactions are recorded properly in QuickBooks.
Note: QuickBooks must be in Multi-User Mode to be able to import charts of accounts and transactions.
From the main screen of CollectMax, click the 
button. Click the 
tab to display the Checks screen.
Click the 
button and then the 
tab to display the QuickBooks Settings Screen.
In QuickBooks, sign into your Company file as an administrator.
Back to CollectMax, click the 
button. The
system will pause. Navigate back to QuickBooks to accept the
certificate produced in QuickBooks.
An Application With No Certificate message should appear in QuickBooks.
CollectMax should be listed in the Application Calls Itself box with a prompt of Do you want to allow this application to read and modify this company file?
Select the
radio button: Yes, whenever the
QuickBooks company file is open option and click the 
button.
You will be prompted to proceed. Select the 
button.
A Confirmation Screen will be displayed. Click the 
button.
After this process, CollectMax will display synchronization complete and Updated section will changed to reflect this sync.
Verify the number of Banks, Expenses, and Vendors in Quickbooks matches the Updates section in CollectMax.
JST Hints:
The maximum length character length for Banks, Expenses, and Vendors are 120.
Make sure you have one CollectMax workstation on a QuickBooks Workstation.
After Sync make sure the numbers equal what you have in QuickBooks.
Make sure that you have check writing on at the Client Level.
The following types import Bank, Expense, Asset, Current Asset, Current Liability, Expense.
Before exporting cost checks for the first time you will have to set up your Translation types first.
From the main screen of CollectMax, click the button. Click the tab to display the Checks screen.
Click the button and select
the 
tab.
Select Bank Accounts in the Translation Type drop down. All Banks will be displayed on screen. Highlight a bank that should be linked with QuickBooks and click the 
button to display the QuickBooks Link screen listing the QuickBooks Chart of Accounts.
Select the correct Bank from the chart
of accounts link and click the 
button.
Continue to setup any bank accounts that need to be linked to QuickBooks for exporting Costs, CEX and NRCs.
From the main screen of CollectMax, click the button. Click the tab to display the Checks screen.
Click the button and select
the tab.
Select Expense Accounts in the Translation Type drop down. Highlight the cost reason to be exported to QuickBooks and click the 
button to display the QuickBooks Link Screen listing the QuickBooks Expense Types.
Select the correct Expense from the
Chart of Accounts Link and click the button. Continue to define the cost reason codes that are being exported to QuickBooks.
If the cost reason can have a different expense translation per bank account, click the 
button.
Select the bank account and click the 
button to display the QuickBooks Cost Override Select Screen.
Select the Expense type and click the button. Continue to override the Expense translation for any banks that use another code until all banks are set correctly.
From the main screen of CollectMax, click the button. Click the tab to display the Checks screen.
Click the button and select
the tab.
Select Vendors in the Translation Type drop down to display the QuickBooks Link Screen listing all Court Payees. Highlight the court/payee to be defined into a QuickBooks Vendor and click the 
button.
Select the QuickBooks Vendors from the
chart of accounts link and click the 
button. Continue to define the Court/Payee into QuickBooks Vendors until all that will be exported are defined.
First, please insure that check writing is enabled at the Client Setting Level. To enable check writing or to ensure check writing in on for the Client, go to the client account by selecting the 
button from the main screen of CollectMax.
On the Client Find form, select to find by Client ID or Name and find and enter the client account. and click 
.
Click the 
tab and click the 
button on the bottom stack of buttons to display the check settings tab. Click the 
button
next to Generate and Print Cost Checks.
Click the 
button and then click the F4 or the 
button.
To Post a Cost, CEX or NRC, go to the Main Menu of CollectMax, click the 
button. Find and pull up the account that needs a cost transaction. Click on the 
tab.
In the Enter
Transaction Code section, click the drop down and pick COST, CEX or NRC or type those codes in the box. Click the 
button.
The transaction date will default to today’s date. If needed, edit this field to back-date your cost transaction.
Select a Reason from the drop down 
list. If you need to create a new Reason code,
click on 
. These reason codes should be defined in QuickBooks translation see above.
Enter the Amount of the transaction in the amount field. The amount may already be filled in by default if an amount has been attached to a reason or court/payee code.
Select which Bank account will be funding the cost.
In the Note field, type any notes specific to the posting of this cost.
If you already have a court attached to this
claim, the check payee will automatically be displayed in the Payee drop down list. If not, select the payee from the drop down or if this is a new payee, click the button to select Court Payee. If you need to create a new Court Payee, click
the 
button.
Click the 
button.
Click the 
button to return to the main menu screen of
CollectMax.
The QuickBooks export allows two options for you to print your checks. The first option is to print your checks in CollectMax and export the transactions in a file to QuickBooks. The second option is to print your cost checks in QuickBooks and mark all items as exported in CollectMax check history section.
From the main screen of CollectMax, click the button. Click the tab to display the Checks screen.
Click the button. On the Setting Tab, set the Check Printing Configuration. Select Do Not Print Use QBooks Check Number option from the Drop Down list. Close the QuickBooks Screen.
On the Pending Checks screen, select the proper Bank Account from drop down list.
All pending checks for this account will be displayed.
To
Narrow down the listed checks, select the check type to be viewed and/or
printed. By default all checks are
selected. If you select the button you will have Cost Checks, Firm Transfer
checks, Refund Checks, Remittance Checks, Payee, Amount, Dates. Please
keep in mind even though you have all these selections only COST/CEX/NRC checks will
export to QuickBooks.
To select a particular user when requested the
check select the button and select the user code from the
list.
To find a pending check, click the 
button and select from the menu. All checks can be found by transaction id number, payee, amount, or date range.
Checks can
be held to be printed at another time. To hold a check, click the 
box next to the check entry on the pending checks screen.
To print the checks, enter the next check number into the next check filed.
Then click the 
button. The check format screen will be displayed.
If any of your chart of accounts are missing a QuickBooks Link you will get the follow error report for any Bank, Expense, or Vendor that is not defined.
If linked properly, this confirmation box will be displayed.
Click the 
button.
Select the 
button to print checks.
Next select the QuickBooks option and you should see an image of the checks.
From here you can choose to print or save this check report and then to close
click the 
.
A printer confirmation box should appear confirming that everything printed okay.
Select the 
button.
To view the checks printed, select the 
button and scroll to the bottom and you should
see the printed checks.
In this example you will see check number 118 and it shows that it was exported to QuickBooks because it has a “YES” by it. The check number is not available at this point because it was not printed in QuickBooks or you have not updated your checks log.
If you go to QuickBooks you can go to 
.
Select Print Forms and then select CHECK and the appropriate bank.
The Select Checks to Print form will be displayed. Enter the first check number and check the checks you would like to print. Select OK.
To view the physical check, select Banking and then Write Checks and the appropriate bank. The check should be displayed. Quickbooks will allow you to modify the check information at this point however in CollectMax the only modified item that will be imported is the check number making modifying anything other than check number in Quickbooks .
After printing the check it should update the check with the check number .
It should show up in your check register. If you go to Banking>Use Register> and select your bank.
Once the check is printed in QuickBooks you can then go back to CollectMax.
Go to 
, select the 
tab and click the 
button.
On the QuickBooks Settings screen, select
the 
tab.
Highlight the check batch to be updated. When selected, an arrow on the left hand side of the word “EXPORT” will point to the export.
Then click the 
button to update the checks in that export.
A confirmation box will be displayed confirming that you want to update the check information from QuickBooks.
If you choose to update, click the 
button.
The process will display a Status Box listing the number of checks update.
To check to see if the checks were updated properly, select the button and scroll to the bottom to see the checks that were printed.
In this example, the check number 118 shows it was exported to QuickBooks and now the Check Number is has been updated.
The QuickBooks export allows two options for you to print your checks. The first option is to Print your checks on CollectMaxand send and export file to QuickBooks of the data exported. The second option is to Print your cost checks in QuickBooks and mark all items as exported in CollectMax check history section.
From the main screen of CollectMax, click the button. Click the tab to display the Checks screen.
Click the button.
Change your Check Printing Configuration to
The Pending Checks screen will list a summary of all pending check items for the selected account with an item count at the bottom.
To display all pending checks for a specific bank, click the button and select from the list of bank accounts.
To further narrow the listed checks, select the
check type from the list to display on the following types: Cost Checks, Firm Transfer
checks, Refund Checks, Remittance Checks, Payee, or Amount, Dates. Only COST checks will
export to QuickBooks despite the check type selection.
To narrow the listed check by User, select the user by clicking button and selecting from the list of Users.
To
find a pending check, click the 
button and select from transaction id number, payee, amount, or date range.
Checks
can be held to be printed at another time. To hold a check, click the 
box next to the check entry on the pending checks screen.
To print the checks, enter the next check number into the next check filed.
Click the 
button and a Check Format confirmation screen will appear unless any of the chart of accounts are missing a
QuickBooks Link you will get an error for each Bank, Expense, or Vendor that is not defined.
Click the 
button.
Select the 
button.
Select the QuickBooks option and to an image of the checks.
To
close click the 
.
Then you should get a box that asks if everything printed ok.
Select the 
button.
To review the checks, click the 
button and scroll to the bottom to see the Checks. In this
example you will see check number 8900 and it shows that it was exported to QuickBooks because it has a “YES” by it.
To see the QuickBooks check register, go to 
and select Use Register and then pick the Bank Account.
The only different about grouping checks in QuickBooks is now we allow you to group checks by Debtor Key. The grouping of Court/Payee codes can be found under Definitions, Codes, and Court Payees. In the grouping dropdown select Debtor Key and it will group all Debtors with the same payee.
If you need additional help or a touch up on How To Write a Group Check visit this section in our help file.
Provided that your checks our created and ready for print.
From the Main Menu of CollectMax, click the 
button.
Select
the 
tab.
Select .
Change your Check Printing Configuration.
When the screen loads you will be aligned to the Pending Check screen. This screen will list a summary of all pending check items for a selected account with an item count listed at the bottom.
To print the checks, enter the next check number into the next check filed.
Then click the 
button. The check format Screen will be displayed.
If everything is linked properly you should get this box.
Then click the 
button.
The select the 
button.
Then select the QuickBooks option and you should see an image of your checks.
To close
click the 
.
Then you should get a box that asks if everything printed ok.
Select the 
button.
Then this box will appear.
Click on the 
button.
Then select to print to screen.
The following printable report will pull up.
To close
click the 
.
Then you should get a box that asks if everything printed ok.
Select the 
button.
If you
select the 
button and scroll all the way down you should
see the check you printed. In this example you will see check number 119 and it shows that it was exported to
QuickBooks because it has a “YES” by it. The check number is missing at this point because it has not printed in
QuickBooks yet or you did not update your checks log.
If you go to QuickBooks you can go to 
.
Select Print Forms and then select CHECK and the appropriate bank.
This form should pull up and the enter the check number and check all the checks that you want to print and then select ok.
To view the physical check select Banking and then Write Checks and the appropriate bank. The following check should appear. Anything can be altered at this stage in QuickBooks, however in CollectMax the only thing that we will update automatically is the check number.
After printing the check it should update the check with the check number.
It should show up in your check register. If you go to Banking>Use Register> and select your bank.
Once the check is printed in QuickBooks you can then go back to CollectMax.
Go to 
.
Go
to 
.
Select 
.
Select
the 
tab that should pull up.
Then highlight the check batch that you would like to update. This will have an arrow on the left hand side of the word “EXPORT”.
Then click the button.
Then you will get this box asking if you would like to update your information.
If you do click the 
button.
Then you should get the status box listed below.
If you
select the 
button and scroll all the way down you should
see the check you printed. In this
example you will see check number 119 and it shows that it was exported to QuickBooks because it has a “YES” by it. The check number is now
filed in
The check number is now updated.
The only different about grouping checks in QuickBooks is now we allow you to group checks by Debtor Key. The grouping of Court/Payee codes can be found under Definitions, Codes, and Court Payees. In the grouping dropdown select Debtor Key and it will group all Debtors with the same payee.
If you need additional help or a touch up on How To Write a Group Check visit this section in our help file.
Provided that your checks our created and ready for print.
From the Main Menu of CollectMax, click the 
button.
Select
the 
tab.
Select 
.
Change your Check Printing Configuration.
When the screen loads you will be aligned to the Pending Check screen. This screen will list a summary of all pending check items for a selected account with an item count listed at the bottom.
Checks
can be held to be printed at another time. To hold a check, click the box next to the check entry on the pending checks screen. 
To print the checks, enter the next check number into the next check filed.
Then click the 
button. The check format Screen will be displayed.
If everything is linked properly you should get this box.
Then click the 
button.
The select the 
button.
Then Select the QuickBooks option and you should see an image of your checks.
To close
click the 
.
Then you should get a box that asks if everything printed ok.
Select the 
button.
Then this box will appear.
Click on the 
button.
Then select to print to screen.
The following printable report will pull up.
To close
click the 
.
Then you should get a box that asks if everything printed ok.
Select the 
button.
If you select the 
button and scroll all the way down you should
see the check you printed. In this
example you will see check number 120 and it shows that it was exported to QuickBooks because it has a “YES” by it.
If you go
to QuickBooks you can go to 
and select Use Register.
Select the appropriate Bank account. Then you should see this check in the register.
JST HINTS:
The advantage of printing the voucher report is for the details and for the check to be added to your reconciliation grid.
Please keep in mind it is totally possible to have a check made payable to a totally different party in CollectMax and then it be linked to another Vendor in QuickBooks. JST recommends that when linking your accounts that you keep the names somewhat similar to keep it easy to understand.
We have some default reports in CollectMax to help you stay on track. This report will show all the item and all the details of checks that were exported to QuickBooks and we also have a recommend report to use and QuickBooks to make sure that everything stays on track.
From the Main Menu of CollectMax, click the 
button.
Select the 
tab.
Click on the 
.
Click on the 
Uncheck the box by Remittance. The QuickBooks export does not include remittance checks .
Put in your Date Ranges Start and End Date.
Check the Box for Expand Groups this will give you the detail such as the debtors name, amount, check numbers in CollectMax and QuickBooks, Export details.
Check the box to Show QuickBooks Report and QuickBooks Items only.
Select
the 
button and the output to Screen.
From the Main Menu of QuickBooks, click the 
button.
Select the Banking.
Select the Check Detail Report.
Click on the 
.
Then click on the Display tab and enter the details that are highlighted and checked.
Then click on the Header/Footer tab.
Then in the Report Title you will need to save the name of your report.
Then select Filterstab.
Then select the appropriate highlighted items.
Then select 
to save all your changes.
This report can also be saved. This can be done by selecting your 
button in QuickBooks.
This box will show up
Then name your memorized report.
Then click 
.
All voids and deletes will have to be done manually in CollectMax and then you will need to do the appropriate transaction in QuickBooks to delete or void any unwanted checks. Please review your QuickBooks program on how to properly void or delete a transaction. The below instructions are for how to void a check in CollectMax.
From the
Main Menu of CollectMax, click the 
button.
Select the 
tab.
Select the 
tab.
Find the check that you want to void.
Click the 
.
This window will pop up.
Then select your 
button.
Enter you master password for your system.
Click the
button.
Then this window will pop up.
Then
select the 
button.
To confirm that the check was voided this box will show up and you item will be back in pending.
JST HINTS:
Please keep in mind you will not be able to void a reconciled cost check.
This is also helpful if you printed the wrong check number . Also if you
do not want to reprint the check you can just manually change the check number
by following steps 1-6 and then click the 
button.
We have some default reports in CollectMax to help you stay on track. This report will show all the voided items and all the details of checks that were exported to QuickBooks and we also have a recommend report to use and QuickBooks to make sure that everything stays on track.
From the
Main Menu of CollectMax, click the 
button.
Select the 
tab.
Click on the 
.
Click on the 
.
Uncheck the box by Remittance. The QuickBooks export does not include remittance checks .
Put in your Date ranges Start and End Date
Check the Box for Expand Groups this will give you the detail such as the debtors name, amount, check numbers in CollectMax and QuickBooks, Export details.
Then select Include Voided checks and Voided only. By selecting one by default it checks the other.
Check the box to Show QuickBooks Report and QuickBooks Items only.
Select the 
button and the output to Screen.
From
the Main Menu of QuickBooks, click
the 
button.
Select the Accountant & Taxes.
Select the Voided/Deleted Transactions Detail.
Click
on the 
.
Then click on the Filters and enter the details for Transaction Type.
Then click on the Filters and enter the details for Account.
Then select the Display tab.
Then select 
to save all your changes.
This report can also be saved. This can be done by selecting your 
button in QuickBooks.
This box will show up. In the name field give a Title to your memorized report.
Then
click 
to save your changes.