Note: Only US Editions of QuickBooks are considered to be "supported", meaning those are the only ones that are tested with a new release of the program. However, some of our Canadian and UK customers have been able to use their country-specific editions. Please refer to the Stone Edge Forum for more information.
There are four broad categories of information that can be exported from the Order Manager and imported into QuickBooks: sales, deposits, purchasing (receiving) and invoicing. They can be exported individually or all at the same time.
Sales
Sales are exported as General Journal Entries that can be summarized by day and account. Included are sales, sales tax, shipping charges, discounts, surcharges, coupons and the costs of goods sold. You can use one or more sales accounts. Items can be assigned to sales accounts individually, by inventory category, by a system-wide default sales account or any combination of these.
The Order Manager collects sales data from the time that an order is approved, therefore sales data for unapproved orders is not exported.
Deposits
Deposit data refers to transactions in the Order Manager which are created each time a payment is received or a credit is issued. Payments received are imported into QuickBooks as deposits and are summarized by date and payment method with an option to combine Visa, MasterCard and Discover payments into one journal entry. Credits issued are imported as individual checks, unless they are rolled up into the Daily Deposit. You can specify which payment methods are exported and to which QuickBooks accounts. Each payment method can have a number of "delay days", i.e. the number of days it takes for a credit card payment to be deposited into your account. For example, Visa and MasterCard payments are deposited into your account the next business day but American Express and Discover charges are deposited in five business days. You can also specify a cutoff time so that payments received after a given time of day are assumed to have been received the following day. The user can specify the starting and ending dates (inclusive) that the Order Manager will export
When it exports deposit data or transactions, the program looks at the "type" field of the transaction record. If the field contains a value, i.e. the value is "not null", the Order Manager looks up the value in the Payment Methods table to determine which credit and debit accounts are assigned to it. If either account is missing OR the payment method does not exist, the transaction is not exported, allowing the user to limit the types of transactions that are exported. If you wish to export store credit and gift certificate transactions, you must create corresponding payment methods on the List Maintenance screen.
Receiving data refers to records written in the Order Manager’s POHistory table when purchase orders are received/posted in the Order Manager. General Journal entries are created in QuickBooks, which debits the “Inventory Value” account and credits the “PO Liability” account.
Invoice data refers to records written into POInvoice & POInvoiceDetails tables when a vendor invoice is posted in the Order Manager. Bill entries are created in Quickbooks, which debits the “PO Liability Account” and credits the “Accounts Payable” account. Invoices are NOT edit-able at this time!!! Be sure data is correct prior to posting!
When an item is “sold”, the AR account is debited with the price of the item sold and the Sales account is credited with the price of the item sold.
A $100.00 widget is sold.
AR = $100.00
Sales = -$100.00
When the payment is recorded for the widget, the Deposit account is debited and the AR account is credited.
Payment is received for the $100.00 widget
Sales = -$100.00
AR = $0.00
Deposit = $100.00
The changes described above take place as two separate transactions in QuickBooks – one as a General Journal entry (Sale) and one as a Deposit entry (Payment).
When a return occurs, the reverse is applied and the AR account is credited, and the Sales account is debited.
Sales = $0.00
AR = -$100.00
Deposit = $100.00
The line below indicates this is occurring – For the return on order 81845, -$152.95 is being debited (to offset earlier credit) to the sales account “OM Refund”.
And the offset (credit) is applied to the “OM SALES ACCT REC” (AR - rolled into the daily journal entry)
Once the credit is issued to the customer (they are given a refund) the AR account is debited, and the Deposit account is credited.
Sales = $0.00
AR = $0.00
Deposit = $0.00
Notice that the refund issued to order 81845 shows the deposit account (OM PayPal) as being credited and the sales account (OM SALES ACCT REC) being debited for the amount of the return.
Keep in mind that at any given time the AR could show a balance/credit situation for one or more of the following reasons:
An order has been approved but not paid (shows Balance Due) – AR would show positive.
An order has been paid for but not approved (order shows paid in full but no sales data has been recorded – AR would show negative).
A Return has been processed but the credit has not been issued (order shows credit due) – AR would show negative.
An error condition could have caused incorrect data to be written or could have omitted data from the sales history system leaving an imbalance.
A review of the current state of the order versus sales history system versus deposit history can usually identify these problems.
See Also
Updated 5/19/09
Modified 7/5/10