Before you can export sales and deposit data from the Order Manager for import into QuickBooks, you must complete the following steps:
Create a default accounts receivable account and a sales tax account in QuickBooks.
Export your Chart of Accounts from Quickbooks.
Import your Chart of Accounts into the Order Manager.
Set up the necessary accounts and options in the Order Manager.
Note: This article does not apply to exporting payable information for inventory received against purchase
orders. Instead, see Exporting Purchase Order Data to QuickBooks.
**Important**: Stone Edge cannot provide you with accounting advice. We strongly recommend that you consult with an
accounting professional on the best way to set up the QuickBooks export for your business.
Create a default accounts receivable account and a sales tax account in QuickBooks
Create the following accounts in your QuickBooks data:
|
Account |
Purpose |
Account Type |
Suggested Account Name |
|
Default accounts receivable account |
Used as either the debit account or the credit account for most exported data. This should not be the standard QuickBooks A/R account. |
Other Current Asset |
Accounts Receivable -- Order Manager |
|
Sales tax account |
Used for sales tax collected. This should not be the standard QuickBooks Sales Tax account. |
Other Current Liability |
Sales Tax -- Order Manager |
Export your Chart of Accounts from Quickbooks
In QuickBooks, go to File>Utilities>Export.
Click in the Chart of Accounts check box.
Click OK.
Enter a location and name for the export file. Make a note of the path as you will need it to import the file into the Order Manager.
Import your Chart of Accounts into the Order Manager
In the Order Manager, go to the Main Menu>Maintenance Menu>Import/Export tab>Accounting Export Setup button. The Accounting Export Setup dialog box opens:
Click the Import Chart of Accounts button on the Setup Information tab.
Navigate to the export file you created above and click OK. The Order Manager imports the data.
Set up the necessary accounts and options in the Order Manager
In the Order Manager, go to the Main Menu>Maintenance Menu>Import/Export tab>Accounting Export Setup button. The Accounting Export Setup dialog box opens:
Click the Edit Settings button.
Complete the following information on the Setup Information tab:
|
Field Name |
Instructions / Explanation |
|
Accounts Receivable Account |
Select the default accounts receivable account that you created in QuickBooks for that purpose. This should not be the standard QuickBooks A/R account. |
|
Full path & file name for text files |
Enter the full path and file name for the text files that the Order Manager will create when you export data for QuickBooks. The file name must have an extension of .iif. |
|
Folder for archiving used text files |
When you tell the Order Manager to export data to QuickBooks, if the file specified above already exists, the program will ask if you want to add to that text file, archive the file in the folder specified here, or replace the file with the new data. It is very important to either delete or archive (move to a safe storage location) data that has already been imported into QuickBooks – otherwise, you will get multiple copies of each transaction in the text file the next time you import it into QuickBooks! |
|
Export sales data to QuickBooks? |
Put a check mark in this field if you want the Order Manager to export data for your sales, sales tax, shipping charges, etc. to QuickBooks. All data will be exported as General Journal Entries. |
|
Summarize sales data? |
If this option is selected, sales data exported to QuickBooks will be summarized by date and QuickBooks account. If it is not selected, detailed information about each transaction will be exported. We suggest exporting detailed information initially to help confirm that everything is working properly, then switching to summarized data later on to save space. This option only matters if "Export sales data to QuickBooks?" is selected. |
|
Export deposits to QuickBooks? |
Select this option if you want to export transaction information (payments received and credits issued) to QuickBooks. Payments received will be exported as Deposits. Credits issued will be exported as Checks. |
|
Combine Visa and MasterCard deposits? |
If your bank account statement combines Visa and MasterCard deposits, you should select this option. Otherwise they will appear separately in QuickBooks, which will make them more difficult to reconcile. |
|
Credit Card Deposit Cutoff Time |
If you want payments processed after a certain time in the afternoon or evening to go into the following day’s deposits, enter a cutoff time in this field. For times after noon, either use 24 hour time (e.g. enter 17:00 for 5:00 PM) or enter the letter "p" after the time (e.g. enter 5:00 p) so the program knows that you mean PM. |
|
Summarize Deposit Data? |
If this option is checked, all of the deposits for each payment method for the date range will be combined into a single deposit in QuickBooks. If this option is not selected, each payment will appear as a separate deposit, including the order number it is associated with. |
|
Report to use for printing data previews |
Prior to exporting to QuickBooks, you can print a report with the data that will be exported. Use this option to select the report format to use. |
If you selected the option to export sales data to Quickbooks, proceed to the Sales Accounts tab. 
Note: Each type of account's corresponding debit and credit accounts listed in the table, with the exception of Cost of Goods, has been preset to the accounts receivable account you specified on the Setup Information tab. This setting cannot be changed.
Complete the following information on the Sales Accounts tab:
|
Post Returns to |
Select "Separate Account" if you want amounts for returned items to be posted to a separate "Returns" account in QuickBooks. Select "Same as Sales" to simply subtract returns from your regular Sales account(s). |
|
Default Sales |
If you want all sales to be posted to the same QuickBooks account, select that account here. If you want to assign different sales accounts by product or by inventory category, you should still select a "catch-all" sales account here for any items that are not otherwise assigned to a different sales account. |
|
Sales Tax |
Select the sales tax account that you set up in QuickBooks specifically for this purpose. |
|
Shipping Charges and Surcharges |
Select appropriate Credit Accounts for these purposes, e.g. Miscellaneous Sales. |
|
Coupons and Discounts |
Select appropriate Debit Accounts for these purposes, e.g. Advertising/Promotion or Cost of Goods Sold. |
|
Cost of Goods |
Select both a Debit Account and a Credit Account for tracking Cost of Goods Sold. |
|
Returns |
Select an appropriate Debit Account, e.g. Returns & Allowances. Note: This option will only appear if you selected "Separate Account" for the "Post Returns To" option at the top of this form. |
If you selected the option to export sales data to Quickbooks, proceed to the Inventory Categories tab. This tab lists the inventory categories you set up using the List Maintenance screen.
Note: Each type of account's corresponding debit and credit accounts listed in the table has been preset to the accounts receivable account you specified on the Setup Information tab. This setting cannot be changed, hence, the Edit Settings button is not available.
Complete the following information on the Inventory Categories tab:
|
Category |
These are the Inventory Categories that you set up and maintain at the List Maintenance form. |
|
Credit Account |
Select a Credit Account for each inventory category that you want to assign to a specific QuickBooks sales account. |
|
Debit Account |
Pre-set by the Order Manager to your Accounts Receivable Account. Cannot be changed here. |
If you selected the option to export deposits to QuickBooks, proceed to the Payment Methods tab.
Note: Each payment method's corresponding credit account listed in the table has been preset to the accounts receivable account you specified on the Setup Information tab. This setting cannot be changed.
Complete the following information on the Payment Methods tab:
|
Payment Method |
These are the payment methods set up by the Order Manager. You can add to them at the List Maintenance screen. You cannot change them here. |
|
Debit Account |
For each payment method that you want to export to QuickBooks, select a Debit Account here. If no Debit Account is selected for a particular method (e.g. Purchase Order or COD), transactions using that payment method will not be exported to QuickBooks. |
|
Delay Days |
In many cases transactions using some credit cards will take longer to appear in your bank account than others. Typically, Visa and MasterCard payments only take a day or so, while American Express and Discover payments take longer to get credited to your account. If you enter a number here, payments received using that payment method will be exported to QuickBooks delayed by that number of days. Use this option to help make reconciling your bank account statements easier. |
|
Credit Account |
Pre-set by the Order Manager to your Accounts Receivable Account. Cannot be changed here. |
Click Close Form to save your settings and exit the Accounting Export Setup dialog box.
See Also