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Accounting Integration

The ProfitSystem® Accounting Integration is a series of integrated program functions that allow ProfitSystem® to export portions of its data to outside accounting programs. It is important to note that ProfitSystem is a front end to other accounting programs TWO specific features, 1) Invoice exporting 2) Revenue Report exporting.

Currently the supported accounting programs with ProfitSystem® are Peachtree Accounting for Windows and QuickBooks Pro 2004/2005/2006/2007, However, other accounting programs, which offer IMPORT capabilities may be able to work with ProfitSystem® with little or no modification. Contact BBL Tech Support for questions.

Accounting functions supported

First,Accounts Payable invoice data from the ProfitSystem® Purchase Order module and second, Daily Revenue Report details that insert into the accounting General Ledger.

For Peachtree and older QuickBooks versions like 2004 (and older), ProfitSystem creates two export ASCII text files which contain the invoice details and general ledger entries respectively. These files are manually imported into Peachtree and QuickBooks using functions built into those programs.

ProfitSystem communicates directly to the QuickBooks 2005 & newer via a utility program (QBFC) provided by the Quickbook's manufacturer and installed on the computer that Quickbooks was installed upon during the Quickbooks installation process. These versions of Quickbooks allows ProfitSystem to automatically insert the transactions in the correct locations.

Quickbooks Note

Quickbooks 2005 & newer must be installed on the same PC as ProfitSystem© for accounting data to be successfully inserted (exported). This is a specific Quickbook's requirement.

ProfitSystem® does not require both accounting export functions be used. For example a user may wish to only utilize the Invoice export functions for Accounts Payable, but not the General Ledger export functions.

This is accepted, However, please remember all the GL Account Numbers must be entered in the ProfitSystem® accounting setup regardless. See the section “Entering General Ledger Account numbers” for more details.

As with any accounting endeavor, it is suggested that the user have a good understanding of basic accounting principles. If not, please ask for help from a CPA. Also, you must set up your company in your accounting program before proceeding with the ProfitSystem® accounting integration setup. Consult you accounting program’s manual or your CPA for assistance.

Important Note:

ProfitSystem® utilizes ProfitSystem Account Numbers/Names for the posting of information to our internal ledger file. This file is created by entering transactions onto Sales Tickets and used by the Revenue Report to compute totals for the report. Do NOT confuse the ProfitSystem® account numbers with the General Ledger account numbers of your accounting software. They ARE NOT the same thing & do not have to match! BBL recommends that the ProfitSystem® account numbers are NOT MODIFIED.

Modifying the ProfitSystem® account numbers/names can cause the totals on the Revenue report to become incorrect. Correcting a ProfitSystem® account modification is a billable service offered by BBL.

The integration of ProfitSystem® with an accounting software package is accomplished by entering the GL Account Numbers of the accounting software within the the ProfitSystem® export fields described. Please refer to the Integration Set-up topic for more detail.

Revenue Report Export Flow

A revenue report is run for a specific day.

For each line on the revenue report, the program looks up the ProfitSystem account number in the Chart of Accounts and retrieves the Export Account Number. The Export Account number is the GL number from the accounting program.

It then saves the dollar amount from the line item along with the export account number, plus the date and some other data to a record in the GL Export file.

It repeats this process for all the lines on the revenue report.

Now, the user then selects to export GL transactions.

For each record in the GL export file, it sends the account number, amount, and date to the accounting program. It then marks the line items as exported.

Invoice Export Flow

A stock or special order item is received.

The program creates an default invoice to hold the invoice details. The invoice is filled out as follows:

Now, the user then selects to export Invoices..

For each record in the Invoice file that is not exported, it exports one AP entry for the purchase export account using the merchandise total, and one AP entry for shipping/freight account using the non-merchandise total.