This help document is for 365 Member Access and goes over how your WCNumber custom field should be set up in your QuickBooks so Crik-IT orders linked to warranty claims can be sent to QuickBooks properly. 

Overview

When entering a Crik-IT order linked to a warranty claim, select the 'Claim Replacement' order type. 

Then, enter the 'Vendor's Claim Reference #' associated with the warranty claim in the 'Customer's Reference' field, located in the order header. 

If you don't know what the Vendor's Claim Reference # is, you can find it in the Warranty tab, find the claim you're entering the order for, then click 'Update Status'. The following screen will show you the Vendor's Claim Reference #. 

When the order is submitted, the 'Vendor's Claim Reference #' entered in the 'Customer's Reference' field will be brought over in the WCNumber custom field,  located in the sales order header in your QuickBooks. 

Within a half hour or so, the order will then show up as being linked to the warranty claim in Crik-IT. When that sales order is invoiced, the invoice will also show as being linked to the warranty claim in Crik-IT.

You can view this by going in the Warranty tab, clicking on 'Update Status' for that warranty claim, and going in the 'Actual Transactions Related to this Claim' tab. 

You can have multiple orders and invoices linked to a warranty claim if needed. 

Note that your customer users can also access this information in their portal. To do so, they would go to their 'Details' page, in the Warranty tab, and click the "See Transactions" hyperlink. 

When It Doesn't Work

However, if you already have a default value in the WCNumber custom field for that customer in QuickBooks, it will prevent the warranty claim reference number from coming in from Crik-IT, and Crik-IT will keep trying to send it over to your QuickBooks. This will result in multiple duplicate sales orders getting created in your QuickBooks. If this occurs it is important that you resolve the issue ASAP! 

If this issue occurs, you will get an email notification, similar to the one in the image below. This email will be sent once per day until the issue is resolved.   

Prevent This From Happening! 

1. Do not enter in a value in the 'Text' area next to the WCNumber custom field, for any customer. If you do so, it will make the value you entered in the 'Text' area the default value in the WCNumber custom field.

The default value will then automatically populate the WCNumber custom field on a new sales order created for that customer. 

If you then try to submit a 'Claim Replacement' order type for that customer in Crik-IT—where the warranty claim reference number is different from the default WCNumber value in QuickBooks—the aforementioned issue will occur. 

2. If you enter or change the WCNumber value on a sales order or invoice in QuickBooks (and click on save) you will get a pop up message. 

If you click on 'Yes', the value you entered in the WCNumber custom field on that sales order will become the default WCNumber value for that customer in your QuickBooks. 

As previously mentioned, the default value then automatically populates the WCNumber custom field on a new sales order created for that customer. 

If you then try to submit a 'Claim Replacement' order type for that customer in Crik-IT—where the warranty claim reference number is different from the default WCNumber value in QuickBooks—the aforementioned issue will occur. 

You must therefore click on 'No'.

If you accidentally click on 'Yes', you must delete the default value in the WCNumber custom field for that customer. 

Questions? We're here to help! Email our support team at support@crik-it.com or click here to schedule a quick support call.