Control - Exporting To Quickbooks
This document will discuss how to export accounts from Control's Chart of Accounts into Quickbooks' Chart of Accounts.
Preparing the Export File
- Under Setup –> Reporting Setup, whether it be “Close Day” or “Close Month”, include the Export Close action at the end menu item list.
- If the GL Export for Quickbooks isn't in the corresponding list, add it.
- In the General tab for the GL Export file, set the Print Option field to “Quick Save”.
- In the Options tab for the GL Export, set the date to “Since Last Export Close.
- In the GL Export, go to the save tab
- Verify that the the save location is set to the ReportExport folder.
- Verify that the file type is set to “QuickBooks”
- To the left of the file name field, select the “Merge Fields” button and choose “DateTime” to append the current date and time at which the export report is ran.
- This is not required but extremely beneficial to not cause confusion when trying to find or troubleshoot the export in question.
Preparing Control for the Export
- In the Accounting Setup–>Chart of Accounts the corresponding accounts need to be mapped to an existing account in Quickbooks with the SAME ACCOUNT NAME and ACCOUNT TYPE:
- The format will follow: AccountNamt—>SuggestedExportAccountName—>GLCLassTypeName
- Customer Credits—>Customer Credit Balance—>Current Liability
- Customer Deposits—>Customer Deposits Taken—>Current Liability
- Employee Advances—> Employee Advances—>Current Asset
- Write Offs—>Bad Debt—>Expense
- Credit Given—>Customer Credits Given—>Expense
- Opening Balance Equity—>Opening Bal Equity—>Equity
- Retained Earnings—>Retained Earnings—>Equity
- Credit Memo—>Credit Memeos Issued—>Income
- Finance Charges—>Finance Charges Assessed—>Income
- Order Rounding—>Order Rounding—>Income
- Shipping—>Shipping Income—→Income
- Sales—>Sales Income—>Account Group
- Vinyl Signs—>Sales Income:Cut Vinyl Sales—→Income
- Design Services—>Sales Income:Design Sales—→Income
- Installation—>Sales Income:Installation Sales—→Income
- Miscellaneous—>Sales Income:Item Sales—→Income
- My County Tax Payable—>Cyrious County Tax Payable—>Sales Tax Liability
- My State Tax Payable—>Cyrious State Tax Payable—>Sales Tax Liability
- Accounts Receivable—>Cyrious Accounts Receivable—> Current Asset
- Large Format Printing—>Sales Income:Large Format Printing Sales—→Income
- Promotion—>Sales Income:Promotion Sales—→Income
- Dimensional Signs—>Sales Income:Routing Sales—→Income
- Screen Printin—>Sales Income:Screenprint Sales—→Income
- Small Format Printing—>Sales Income:Small Format Printing Sales—→Income
- Subcontract—>Sales Income:Subcontract—→Income
- Undeposited Funds—>Undeposited Funds—>Account Group
- Undeposited Amex—>Undeposited Funds:American Express—>Undeposited Funds Account
- Undeposited Cash-Check—>Undeposited Funds:Cash and Check—>Undeposited Funds Account
- Undeposited Discover—>Undeposited Funds:Discover—>Undeposited Funds Account
- Undeposited MC-Visa—>Undeposited Funds:MasterCard and Visa—>Undeposited Funds Account
- The Tax and Accounts Receivable accounts must show as listed because QuickBooks will no allow ExportAccountName or GLClassTypeName if different
Exporting To QuickBooks
- Open Quick Reports for the specified period(Daily or Monthly)
- From the preparation steps above everything is all set for you, so click the print button and answer any questions on the screen.
- The GL Export will automatically save to the ReportExport folder so it will not appear in the list of printed reports.
Importing Into QuickBooks
- Go to File–>Utilities–>Import–>IIF File
- Choose file that you wish to import from the Reportexport folder
- After receiving the prompt of the successful import, go to Company–>Make General Journal Entries
- Verify that the end date of the Control export is the date the import is showing as.
Cautions
Warning or areas where the approach might not work as expected
- Out of Balance
- Run the following query to locate the out of balance in Control
- After correcting out of balance, resave the report and retry the export
- GLAccount missing name on Line(total number of lines in the export file)
- Run the GL Changes Summary Report and look for any accounts that have a debit/credit amount but don't have an export account name.
- Go into Control's Chart of Accounts and insert the desired external account name.
- This message also appears when a QuickBooks Export has no data
- Go to the ReportExport folder and open the corresponding export using notepad or Excel to verify that data is present or not.
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