Accounting Export Changes in V4.3 Beta and Higher

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Overview

The intended audience for this topic is users that are upgrading from Version 4.2 or lower of Stone Edge to Stone Edge 2012.

After installing the new version, all users MUST revisit the Accounting Export Setup process prior to exporting any data - EVEN IF YOU STILL INTEND TO USE THE .IIF FILE INTERFACE.

The changes to the Purchase Orders system and the added support for QuickBooks' XML make this is a requirement; two new accounts must be created prior to export or else the system will not allow the export to occur.

With version 4.3 Beta, two additional methods for exporting accounting data to QuickBooks were introduced for a total of three methods that you can use:

Export the data via XML API which writes the data to QuickBooks almost immediately. (Available in version 4.3 Beta). (recommended)
Export the data to an .IIF file from the QuickBooks Export dialog box. The .IIF file is saved to your Stone Edge (c:\Stone Edge) directory.
Export the data to a text file from the QuickBooks Export dialog box. The text file is saved to your Stone Edge (c:\Stone Edge) directory.

System parameter AccountingApplication controls the method that is used. If you have already performed an export to QuickBooks in an older version of the program, the system defaults to "QuickBooks File Transfer (.iif)"; otherwise the system defaults to "None". When this parameter is set to "None", the Accounting Export Setup dialog does not open, but the program displays the message:

"You have not defined an accounting program to use with SEOM. Go to the Set System Parameters screen, select the Program Group and set the AccountingApplication parameter to the accounting application and format you intend to use before using the Accounting Export Setup."

QuickBooks Direct Transfer (xml) Method

This is the recommended method.

Review the changes in step 9 and create any new accounts in QuickBooks, such as Other Current Asset, if necessary.
In SEOM, go to Main Menu > Settings > System Functions > Set System Parameters.
Set system parameter AccountingApplication = QuickBooks Direct Transfer (xml)
Go to Main Menu > Settings > Data > Accounting Export Setup.
Select the Accounting Export Tab.
Enter the Path to QuickBooks Company Data File (NEW) - User must enter the path and file name of the QuickBooks data file. File name must have a ".qbw" extension to be accepted. The file can be anywhere on your local network, but it must be the same path used by QuickBooks.
Open QuickBooks on the PC Personal Computer, or workstation where you intend to do the import.
In SEOM, click Import Chart of Accounts. QuickBooks prompts for access permission to the company file the first time SEOM tries to connect to QuickBooks. We highly recommend that you set up the permissions to only allow SEOM access to the QuickBooks company file while QuickBooks is open. This requires the user to "log in" to QuickBooks before SEOM can read from or write to QuickBooks (prevents accidental exports and invalid access by other applications). It is at the user's discretion as to what permissions are given. If you do select the option to require QuickBooks to be open, any time you perform an accounting export from SEOM, you must ensure QuickBooks is already running.
Select the Export Setup tab - Notice the File Location and Archive Location fields are hidden when the XML method is selected. Review the changes and update the fields accordingly:

Field Name	Comments
Start Date for Accounting Exports (NEW)	Allows the user to set a start date for the beginning of all exports. This is designed for users who already have some historical data that they may not want to export. This date restricts the system to only export information from this date forward (this date is included in the export!)
SEOM Accounts Receivable Account (MODIFIED)	Select an "Other Current Asset" account to use as the "Accounts Receivable" account used by SEOM. For QuickBooks users, this list is restricted to an asset account you can no longer select a QuickBooks AR account.
Name of Report for Printing Previews	Default set to "QBPreviewReport" this setting allows the user to substitute a different custom report when printing data from an Export Preview.
Export Sales Data to Accounting?	Select this option to include sales data in the accounting export. Sales data includes product retail sales amounts, cost of goods, taxes, shipping, discounts, surcharges coupons and returns.
Summarize Sales Data?	Select this option if you want the sales data to be summarized by day and account. Clear this box to show sale details.
Rounding Errors Credit Account (NEW) Required	It is inevitable that there will be rounding errors when summarizing data for export. Should there be differences, this account will be used to record the "credit" side of the transaction. The Accounts Receivable will represent the Debit side. Older versions of SEOMcreated an account automatically called "Order Manager Rounding". This will remain as the default account but can be changed by the user if needed.
Misc. Sales Debit account (NEW) Required	This account is only used in the absence of all other "sales" accounts for recording product retails sales. In reality it should never be used because the system requires the selection of a "default" sales account at a minimum. Should be set to an Asset account or the SEOM Accounts Receivable. Older versions of SEOM automatically create this account with the name "Misc Order Manager Debit" which will remain the default for this account. User can change this if needed.
Misc. Sales Credit account (NEW) Required	This account is only used in the absence of all other "sales" accounts for recording product retails sales. In reality it should never be used because the system requires the selection of a "default" sales account. Should be set to an Asset account. Older versions of SEOM automatically create this account with the name "Misc Order Manager Credit" which will remain the default for this account. User can change this if needed.
Export Deposits to Accounting	Select this option to export all payment transactions to QuickBooks.
Summarize Deposit Data	Select this option to summarize the deposits by day and payment method otherwise the system will show each payment separately.
Combine Visa & MasterCard Deposits?	(Only available when "Summarize Deposit Data" is selected.) Select this option to report Visa and MasterCard transactions as a single deposit.
Combine Visa, MasterCard & Discover?	(Only available when "Summarize Deposit Data" is selected.) Select this option to report Visa, MasterCard and Discover transactions as a single deposit.
Show Split Detail in Summary?	(Only available when "Summarize Deposit Data" is selected.) Select this option to have the system break out each deposit as a "split" against the daily summary deposit.
Rollup Credits into Deposit	(Only available when "Summarize Deposit Data" is selected.) Some accounting applications do not permit "negative deposits" when you issue a credit to a customer. This option allows you to include "credits" in a daily deposit provided the total credits to not allow the deposit to equal or fall below zero. Should credits cause the deposit to reach or fall below zero, they will be recorded separately as "checks" (QuickBooks). If not then they will be included as splits against the daily deposit.
Credit Card Deposit Cutoff Time	Transactions recorded in SEOM after this time will be recorded with the following day's business.

Select the Sales Accounts Tab - Notice there is no longer the "POST COG Data as..." option. This was removed and the system was re-designed to ensure that a "Cost of Goods Sold" (QuickBooks) or "Expense" (text) account is set up for the debit account and that an "Inventory Asset" (QuickBooks) or "Asset" (text) account is set up for the Credit account.
There are no changes to the Inventory Categories Tab.
There are no changes to the Deposits Tab.
There are no changes to the POS Deposits Tab.
Select the Purchase Orders Tab and note the changes outlined below:

Field Name	Comments
"Export PO Receiving Data?" and "Export PO Invoicing Data?"	Replaced "Export PO Data to QB" check box.
Path to .iif file for exporting	Removed, now use single file specified on Export Setup tab.
Archive Path	Removed, now use single location specified on Export Setup tab.
Export PO Receiving Data	Check this option to export data regarding items received using the Purchase Orders system.
	IMPORTANT NOTE: SEOM DOES NOT record receiving history at the Inventory Screen or at the Scan Non PO Items into Inventory screen. Any receiving recorded here WILL NOT be exported to your Accounting System!!!
	IMPORTANT NOTE: SEOM DOES NOT yet record inventory valuation changes for "Inventory Adjustments". Adjustments WILL NOT be exported to your accounting system.
Export PO Invoicing Data	Check this option to include invoices (bills) entered at the Purchase Orders system in the export to your accounting system.
Purchase Order Payable Account	Set this to your "Accounts Payable" account (QuickBooks) or an "Expense" account (text). This will be the account that gets credited when invoicing data is exported.
Purchase Order Liability Account	Set this option to an "Other Current Liability" (QuickBooks) or to a "Liability" or "Expense" (text) account. This account maintains the value of received goods (as a negative) that have been received (or drop- shipped) but have not been paid for (invoiced). This account is credited at time of receiving or, for drop-ships, at the time the item is marked as "shipped" (post order approval). This account is Debited by the product totals recorded on an invoice.
Purchase Order Asset Account	Set this account to "Inventory Asset" (QuickBooks) or "Asset" (text) account that tracks your total inventory value. This should be the same account that is set as the Credit Account for Cost of Goods Tracking on the Sales Accounts tab.
Purchase Order Freight Charges	Set this to an "Other Current Expense" (QuickBooks) or an "Expense" (text) account for maintaining the Debit data for shipping charges incurred against Purchase Orders and Drop-Ships. Credit Account is the Purchase Orders Accounts Payable account.
Purchase Order Discounts	Set this to an "Other Current Expense" (QuickBooks) or an "Expense" (text) account for maintaining the Debit data for discounts applied to Purchase Orders and Drop-Ships. Credit Account is the Purchase Orders Accounts Payable account.
Purchase Order Surcharges	Set this to an "Other Current Expense" (QuickBooks) or an "Expense" (text) account for maintaining the Debit data for surcharges applied to Purchase Orders and Drop-Ships. Credit Account is the Purchase Orders Accounts Payable account.

QuickBooks File Transfer (.iif) Method

Go to Main Menu > Settings > System Functions > Set System Parameters.
Set system parameter AccountingApplication = QuickBooks File Transfer (.iif)
In SEOM, go to Main Menu > Settings > Data > Accounting Export Setup.
Select the Export Setup tab. Review the changes and update current settings accordingly:

Field Name	Comments
Start Date for Accounting Exports (NEW)	Allows the user to set a start date for the beginning of all exports. This is designed for users who already have some historical data that they may not want to export. This date restricts the system to only export information from this date forward (this date is included in the export!)
SEOM Accounts Receivable Account (MODIFIED)	Select an "Other Current Asset" account to use as the "Accounts Receivable" account used by SEOM. For QuickBooks users, this list is restricted to an asset account you can no longer select a QuickBooks AR account.
Output file name and path	Specify the path and file name where you want SEOM to write the accounting data. At time of export if this file exists, SEOM prompts the user to either "Archive" or "Delete" the existing file the (system does not support appending new data to the file). If the option to archive is selected, the file will be moved to the "Archive Path" location. The file name MUST end with a ".iif" extension.
Archive path	Set the path where old .iif files will be moved.
Name of report for Printing Previews	Default set to "QBPreviewReport" this setting allows the user to substitute a different custom report when printing data from an Export Preview.
Export Sales Data to Accounting	Select this option to include sales data in the accounting export. Sales data includes product retail sales amounts, cost of goods, taxes, shipping, discounts, surcharges coupons and returns.
Summarize Sales Data	Select this option if you want the sales data to be summarized by day and account. Clear this box to show sale details.
Rounding Errors Credit Account (NEW) Required	It is inevitable that there will be rounding errors when summarizing data for export. Should there be differences, this account will be used to record the "credit" side of the transaction. The Accounts Receivable will represent the Debit side. Older versions of SEOM created an account automatically called "Order Manager Rounding". This will remain as the default account but can be changed by the user if needed.
Misc. Sales Debit account (NEW) Required	This account is only used in the absence of all other "sales" accounts for recording product retails sales. In reality it should never be used because the system requires the selection of a "default" sales account at a minimum. Should be set to an Asset account or the SEOM Accounts Receivable. Older versions of SEOM automatically create this account with the name "Misc Order Manager Debit" which will remain the default for this account. User can change this if needed.
Misc. Sales Credit account (NEW) Required	This account is only used in the absence of all other "sales" accounts for recording product retails sales. In reality it should never be used because the system requires the selection of a "default" sales account. Should be set to an Asset account. Older versions of SEOM automatically create this account with the name "Misc Order Manager Credit" which will remain the default for this account. User can change this if needed.
Export Deposits to Accounting	Select this option to export all payment transactions to QuickBooks.
Summarize Deposit Data	Select this option to summarize the deposits by day and payment method otherwise the system will show each payment separately.
Combine Visa & MasterCard Deposits?	(Only available when "Summarize Deposit Data" is selected.) Select this option to report Visa and MasterCard transactions as a single deposit.
Combine Visa, MasterCard & Discover?	(Only available when "Summarize Deposit Data" is selected.) Select this option to report Visa, MasterCard and Discover transactions as a single deposit.
Show Split Detail in Summary?	(Only available when "Summarize Deposit Data" is selected.) Select this option to have the system break out each deposit as a "split" against the daily summary deposit.
Rollup Credits into Deposit	(Only available when "Summarize Deposit Data" is selected.) Some accounting applications do not permit "negative deposits" when you issue a credit to a customer. This option allows you to include "credits" in a daily deposit provided the total credits to not allow the deposit to equal or fall below zero. Should credits cause the deposit to reach or fall below zero, they will be recorded separately as "checks" (QuickBooks). If not then they will be included as splits against the daily deposit.
Credit Card Deposit Cutoff Time	Transactions recorded in the Order Manager after this time will be recorded with the following day's business.

Make the necessary changes or additions to the QuickBooks accounts.
Export your Chart of Accounts from QuickBooks. File > Utilities > Export > Chart of Accounts.
In SEOM, select the Accounting Export Tab.
Click Import Chart of Accounts. You are asked to confirm the deletion of the existing Chart of Accounts and all new information will be imported. Click OK. Navigate to the file created in step 6 and import the data from the .iif file.
Select the Sales Accounts Tab - Notice there is no longer the "POST COG Data as..." option. This was removed and the system was re-designed to ensure that a "Cost of Goods Sold" (QuickBooks) or "Expense" (text) account is set up for the debit account and that an "Inventory Asset" (QuickBooks) or "Asset" (text) account is set up for the Credit account.
There are no changes to the Inventory Categories Tab.
There are no changes to the Deposits Tab.
There are no changes to the POS Deposits Tab.
Select the Purchase Orders Tab. Note the changes outlined below and update the fields accordingly.

Field Name	Comments
"Export PO Receiving Data?" and "Export PO Invoicing Data?"	Replaced "Export PO Data to QB" check box.
Path to .iif file for exporting	Removed, now use single file specified on Export Setup tab.
Archive Path	Removed, now use single location specified on Export Setup tab.
Export PO Receiving Data	Check this option to export data regarding items received using the Purchase Orders system.
	IMPORTANT NOTE: SEOM DOES NOT record receiving history at the Inventory Screen or at the Scan Non PO Items into Inventory screen. Any receiving recorded here WILL NOT be exported to your Accounting System!!!
	IMPORTANT NOTE: SEOM DOES NOT yet record inventory valuation changes for "Inventory Adjustments". Adjustments WILL NOT be exported to your accounting system.
Export PO Invoicing Data	Check this option to include invoices (bills) entered at the Purchase Orders system in the export to your accounting system.
Purchase Order Payable Account	Set this to your "Accounts Payable" account (QuickBooks) or an "Expense" account (text). This will be the account that gets credited when invoicing data is exported.
Purchase Order Liability Account	Set this option to an "Other Current Liability" (QuickBooks) or to a "Liability" or "Expense" (text) account. This account maintains the value of received goods (as a negative) that have been received (or drop- shipped) but have not been paid for (invoiced). This account is credited at time of receiving or, for drop-ships, at the time the item is marked as "shipped" (post order approval). This account is Debited by the product totals recorded on an invoice.
Purchase Order Asset Account	Set this account to "Inventory Asset" (QuickBooks) or "Asset" (text) account that tracks your total inventory value. This should be the same account that is set as the Credit Account for Cost of Goods Tracking on the Sales Accounts tab.
Purchase Order Freight Charges	Set this to an "Other Current Expense" (QuickBooks) or an "Expense" (text) account for maintaining the Debit data for shipping charges incurred against Purchase Orders and Drop-Ships. Credit Account is the Purchase Orders Accounts Payable account.
Purchase Order Discounts	Set this to an "Other Current Expense" (QuickBooks) or an "Expense" (text) account for maintaining the Debit data for discounts applied to Purchase Orders and Drop-Ships. Credit Account is the Purchase Orders Accounts Payable account.
Purchase Order Surcharges	Set this to an "Other Current Expense" (QuickBooks) or an "Expense" (text) account for maintaining the Debit data for surcharges applied to Purchase Orders and Drop-Ships. Credit Account is the Purchase Orders Accounts Payable account.

QuickBooks Simple Text Method

Accounting Import - Same as .IIF EXCEPT that when you click the Import Chart of Accounts button, you are prompted for a ".txt" file which must be a tab delimited file of 4 columns of data containing the following information in the order specified with no field name header:

Field 1 - Account Name - Name of the account

Field 2 - Account Number - Must be numeric

Field 3 - Account Type - Must be one of the following values: "Revenue", "Expense", "Asset", "Liability"

Field 4 - Description - A short description of the account

(later revisions of SEOM will make this a more flexible import/export system)

Export Setup - Same as .IIF EXCEPT that the Export File Name must end with a ".txt" extension

All other tabs - Same as .IIF.

The text file is exported in two sections. Each section includes a header record in the following tab delimited format:

Section 1: Account information - List of accounts included in the export for verification that accounts exist in your accounting application

Field 1: AccountName

Field 2: AccountNumber

Field 3: AccountType

Field 4: AccountDescription

Section 2: Transactions - Actual accounting data

Field 1: AccountName - Name of the account affected

Field 2: AccountNumber - Account Number affected

Field 3: Amount - positive dollar amount of transaction

Field 4: Date - Transaction date

Field 5: TransactionType - "Debit" or "Credit" - indicates whether the "Amount" to apply to the account is positive (Debit) or Negative (Credit)

Field 6: Memo - Notes regarding the transaction

Other Changes to the Accounting Export System

Purchase Orders

Receiving is now separated from billing. In the past, when you "Posted" your receiving, the program exported a Bill to a QuickBooks .IIF file. This is no longer the case.

Receiving

Now, when you Post Receiving, the data is maintained in a history table (similar to the sales history table). The data can be exported to QuickBooks on demand. Receiving regular inventory items (i.e. not drop-ships) increases (debits) your Inventory Value and decreases (credits) an "Other Current Liability" account (same as drop-ships) indicating the items have been received but not yet "Invoiced" in the PO System.

Invoicing

When you enter your invoicing in SEOM, the Other Current Liability account is increased (debited) and your Accounts Payable is credited with the Bill now due.

Exporting Data to QuickBooks Interface

A new single export point for all Accounting application data is now available. The Export Data to QuickBooks screen now includes all Sales, Deposit, Receiving and Invoicing exports - which can be run independently. The Export screen now has check boxes allowing you to define what data is exported.
If you selected the "Export Sales Data to Accounting?" option on the Export Setup tab of the "Accounting Export Setup" screen, the "Sales" check box is enabled on the "Export Setup" screen.
If you selected the "Export Deposits to Accounting?" option on the Export Setup tab of the "Accounting Export Setup" screen, the "Deposits" check box is enabled on the "Export Setup" screen.
If you selected the "Export PO Receiving Data?" option on the Purchase Orders tab of the "Accounting Export Setup" screen, the "Receiving" check box is enabled on the "Export Setup" screen.
If you selected the "Export PO Invoicing Data?" option on the Purchase Orders tab of the "Accounting Export Setup" screen, the "Invoicing" check box is enabled on the "Export Setup" screen.
If the controls above are "enabled", they are selected by default. You can clear the boxes of the items you do not wish to export.
You can still "preview" the data prior to exporting it (critical for QuickBooks XML users). Each export is recorded with the time and date the export took place and the data that was exported (sales, deposits, receiving & invoicing).

QuickBooks XML API

The QuickBooks XML API (SDK) allows SEOM to export your data directly to the QuickBooks data file rather than to an .iif file. This requires that the instance of SEOM performing the export must be on a computer that has the QuickBooks Client installed. The versions supported are 2003-2012 for US - Pro, Premier and Enterprise. It is highly recommended that you use the Export Preview to review the data being sent prior to running the actual export.

IMPORTANT NOTE: It is possible to re-export previous batches of accounting data, however, if you do this while using the QuickBooks XML API, you may end up with duplicate data in QuickBooks. There is no way of knowing what historical data remains in QuickBooks as a result of the original export so all data is exported and is accepted again by QuickBooks. Please use the re-export function with care.

Notes

Bug: When a drop-ship item is sold, a "cost of goods" entry is made in History. When the entry was exported to QuickBooks, the "Cost of Goods" account was debited and the "Inventory Asset" account was credited which was incorrect since drop-ships are never received into inventory.

Fix: The system has been changed to record a new history record called "Cost of DropShips" so that when the export to QuickBooks occurs the "Cost of Goods" account is debited and an "Other Current Liability" account (designated by the user) is credited for items that have been "sold" but not "invoiced" in the PO System. Once a drop-ship PO has been "Invoiced", the "Other Current Liability" account is debited and the "Accounts Payable" is credited thus creating a "Bill" for QuickBooks. The "Other Current Liability" account should balance to zero assuming that all drop-ships ordered have been invoiced. This same Liability account is also used for inventory items "received" and not yet invoiced.

Bug: Users had to list the "Cost of Goods Sold" account as the Credit account and the "Inventory Asset" account as the Debit account for the Cost of Goods Sales category because costs were initially being reported as a negative value when debited.

Fix: The user can now "post COG as a positive" rather than a negative (correcting the error). The system corrects this account assignment automatically and lists the Cost of Goods Sold as the debit account and the Inventory Asset account as the credit account for Cost of Goods reporting.

Additional information

Accounting Export Setup

Export Accounting Data

Created:

Revised: 8/5/12

Published: 04/13/16