This article will show you the correct process needed to do an Ownership change in Quickbooks when integrated with uManage.  Since Quickbooks represents both accounts and units on the customer record and does not have the concept of an ‘ownership change’ built in to the data structure, the process to perform an ownership change must be handled in a specific way.

 

Each customer record in Quickbooks corresponds to a specific AccountId in uManage.  This linkage allows the uManage account to display the correct account info, including ledger transactions in uManage and CommunityLink.  Since there is a 1:1 between the uManage account and the Quickbooks customer, an ownership change must be done by adding a new customer in Quickbooks.  In addition, the unit address on the ‘new’ Quickbooks customer must exactly match the unit address on the ‘old’ Quickbooks customer.   The ownership change process in uManage is triggered when a new customer is detected for an existing address.  

 

WARNING:  Do not simply update the existing customer name with the new homeowner's name in Quickbooks.  Doing so will allow the new owner to view all the history on the old owner’s account including violations, contacts and financial information. 

 

To perform an Ownership Change in Quickbooks:

  1. Create a new customer in Quickbooks.
  2. Ensure the unit address (this is typically the Ship-To address) on this new customer exactly matches the unit address of the former customer.  For example, if the Ship-To address was '1234 First Rd' - make sure to abbreviate the 'road' as 'Rd'.  this allows uManage to know that this is a new owner on the same property.  If the unit address in the new customer account does not exactly match the unit address in uManage, a duplicate unit will be created resulting in two different accounts for two different units instead of two different accounts related to a single uManage unit.
  3. Deactivate the old customer in Quickbooks.


 

To change the name of an existing owner in Quickbooks:

    In this case, just change the account name in Quickbooks.   This will then update in uManage during the next integration.