Quickbooks Accounts Payable & Invoicing

Invoice details for exporting to the Account Payable module of the accounting software are created when Purchase Order items are received into ProfitSystem®. When receiving a PO item, ProfitSystem® will display the Invoice detail screen automatically and complete most of the data fields itself. The data which must entered is the total merchandise amount for the entire invoice (not just the one item that is being received) and the non-discount amount (if any, i.e.: freight charges). ProfitSystem® will automatically calculate discount amounts and due dates based on the vendor terms and discount percentage previously entered for each vendor. If you need to edit an existing, UN-EXPORTED invoice, you may do so through the Invoice form (INVOICE), located at Main->Housekeeping->Accounting Integration->Invoices. Invoice exporting procedures 1. Before exporting your invoices, you may wish to edit them, if necessary. As mentioned above, you may edit an existing invoice, provided you have not already exported it. You may do this on the Invoice form (INVOICE.) Here you may make changes to an existing invoice or add an invoice from scratch by clicking the Add button. Invoice details may be printed using the Invoice report (RP_INV) located at Main->Housekeeping->Accounting Integration->Invoices Export Report. This report may be run for the received date period you specify. You may specify to print only those invoices from a specific vendor, and you may also choose to print only those invoices that have or have not been exported. If the invoice displayed on the screen has already been exported the export date will appear on the form. Remember: Exported invoices may not be edited. 2. Once you are satisfied with the entered invoices, you are ready to EXPORT the invoices to your accounting program. First, go to the Export Accounting Transactions form, located at Main->Housekeeping->Accounting Integration->Export AP/GL. This form will first display the total dollar amount of ALL the invoices and all the general ledger transactions it will be exporting. Many shops will reconcile this total to an audit trail before proceeding with the export. 3. If satisfied check the checkbox next to the invoices total to proceed. The exact details for each accounting program are shown below.

QuickBooks 2001: Next, the system will inform you if an export file already exists from a previous export (Note: This will not appear during your very first export). Make sure you have already imported the previous export file into you accounting program and answer “Yes” to overwrite the old file. This will create an ASCII export file. The file name will be PURCHASE.CSV and will be created in the folder specified in the Accounting set-up form.

QuickBooks Pro 2005 & newer: ProfitSystem will export one invoice for the merchandise total, and a separate invoice for the non-merchandise. These invoices will be added directly to the company file for QuickBooks. No other import step is required.