Quickbooks Integration Overview

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

Currently the supported accounting programs are QuickBooks Pro 2004-2014. However, other accounting programs, which offer IMPORT capabilities may be able to work withProfitSystem® with little or no modification. Contact BBL Tech Support for questions.

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

For 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 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.

Note:
Quickbooks 2005 & newer, the QBFC, andProfitSystem© must be installed on the same computer 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 ProitSystem® 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 theProfitSystem® accounting integration setup. Consult you accounting program's manual or your CPA for assistance.

Important Note

ProfitSystem® utilizesProfitSystem 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 theProfitSystem® 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 theProfitSystem® account numbers are NOT MODIFIED.

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

The integration ofProfitSystem® with an accounting software package is accomplished by entering the GL Account Numbers of the accounting software within the theProfitSystem® export fields described.