John’s Journal is a newsletter to provide SMARTSystem™ Users with the latest software highlights and solutions to improve business operations. SMARTSystem updates are included with your Software Support Plan (SSP).

We have added a new program that will reflag customer credit memos for export to accounting.

Exporting customer invoices and credits is a standard function of the SMARTSystem EOD (End of Day) processing.  The EOD process marks each customer invoice and credit memo to prevent exporting them more than once.  These two reflag programs give you the ability to reset the export flags so information can be re-export to accounting, if needed.

To select these programs, go to:

Management Menu ->

• Reflag Invoices for Export to Accounting
• Reflag Credit Memos for Export to Accounting

       

These programs work the same way to reflag both Invoices and Credit Memos.

First, select the Delivery (Ship) Date Range, Start Date and End Date, from the date filter to display information:

The *Export column heading can be double clicked to automatically check all of the export boxes displayed on the screen or, you can check only the individual items that you need to re-export.

            

When you are done selecting all of the items that need to be re-exported, click the “Save Changes” button

The next time that you run your EOD process:  The Invoices and/or Credit Memos that you marked will be exported with the EOD process and included for Import to your accounting program.

Our goal is to provide you with tools to make your job easier and improve your success with quality service delivered quickly. Your feedback is always welcome. If you have any questions, please contact us at Support@Floralcomputer.com or call 727-483-5306 for assistance. If you would like to submit an on-line support request, go to http://floralcomputersystems.freshdesk.com  and click on the “New support ticket” button. 

Thank you, John

SMARTSystem- Exporting Data to QuickBooks or your Accounting System

How to Export Data to QuickBooks from SMARTSystem

1. Check if the days Sales Orders have been Invoiced. Go to End of Day> Invoice Print Verification

1. If the popup says “All of the orders for delivery on (your date) have been invoiced.” You can continue with export to QuickBooks. If you receive a list of Invoices, those need to be processed before continuing:
   1. By clicking each sales order listed one at a time to display the sales order
   2. Invoice the sales order or change the delivery date

1. Pick the Date Range Start >End Date. Then click the “Export Daily Activities to Quick Books” Button.

Note: leave the Start Date set to capture any back dated transactions. Usually, the End Date will be the last full day of operations.

1. Items will save to your file and become available for import into Quick Books or your Accounting System:

   

2. The Report: Invoice Register by Delivery Date will list all invoices and credits transferred for import to Quick Books or your Accounting System.

   

   ** Create a Backup of your QuickBooks company file at this time.

3. Using the Quick Books Import Tool:
   1. You must have Quick Books open
   2. Switch to Single User Mode to prevent an import error by having another user access QB data until the Import process completes.

      

4. Click Quick Books Import Tool icon

   

5. Go to QuickBooks Import Tool:

   

6. You need to Define Accounts first before first use to start Export process. Your Accounts will likely look different from the below example:

   

   Alternate Settings in Import 7.0:

   How to setup inventory in Quick Books as Non-Inventory Parts:

   Click “Define Accounts” then check “Create New Inventory Items as Non-Inventory Parts” Click Save.

   

7. Click the Browse button to Navigate to the file you want to import. Choose the most recent file in C:\WFSData\ExportFiles (Be sure that the file you are importing says “COMPLETE” and there is more than 1KB of data):

   

   Click Open.

8. Your source file will appear in the Browse box.

   

   Click the Import Data to QuickBooks button.

9. If the import was successful, you will receive a popup with the number of records successfully uploaded:

   

10. Process Complete
11. Export Customer Balances

    

12. When the process is complete you will see this pop-up:

14. Print Import Log

15. The Today’s Invoice Register report is automatically created. It is strongly suggested that you print it as a record of what will be exported to QuickBooks after the QuickBooks Import Utility is run. Files are created at this location on your computer: , as shown below. When you run this again, the old files will move to the Backups folder and the new ones will display in place of the old ones.

    

16. If you need to check what was in the “QB COMPLETE” file you can go to the file in C:\WFSData\ExportFiles and right click file and choose OPEN with>Notepad. You can File >Save As >Documents file if needed.

Do not delete the Backup files this may be your only source of past information from the EOD. They cannot be replaced. Although there are additional backup measures in place deleting files is not recommended. If you have a question, please call support 727-483-5306.

Import Back into SMARTSystem

If you have not done so from the earlier steps above:

Click on the “Export Customer Balances” and the export from Quick Books will begin:

         

When completed close the QB Import Tool.

Open SMARTSystem, File menu >Import Customer Balances.

 

The following screen will be displayed:

Click “Browse” to select the folder for Import:

C:\WFSData\ImportFiles

          Click on “customerbalances.txt” to select.

 

Click on “Import Customer Balances” and your customer balances will be updated in the SMARTSystem:

When completed close the “Import Customer Balances” screen.

This completes the entire End-of-Day cycle from beginning to end.

SMARTSystem Management Training Series

Training Session #17C – Create a QB Invoice Register

Purpose:   

This document will outline how to create only an Invoice Register in QuickBooks which is not part of their reporting.

Overview:

The SMARTSystem EOD produces an Invoice Register and after importing sales invoices and credits to QuickBooks we need to produce a QB Invoice Register.

These two Invoice Registers, QuickBooks and SMARTSystem, can be compared to verify totals transferred and recorded in QuickBooks.

Establish Invoice Register in QuickBooks:

Here are the steps to create this report:

1. Select from the menu REPORTS > Sales > Sales by Customer Summary

2.  Click Customize Report in the upper left corner of the screen:

3. Select the Display Tab and enter the information needed:

a. Dates = Custom

                  b. Report Basis = Accrual

      4. Select the Filters Tab and create a Filter by Transaction Type = Invoice

 

5. The Header/Footer Tab does not change.

6. The Fonts & Numbers Tab does not change.

7.  Create and fine tune this Invoice Register:

8. Click Memorize to change the report name and save it for future use:

Before:

After:

9. Click OK and Click Refresh:

10. You are now ready to use your QuickBooks Invoice Register to compare against your SMARTSystem Invoice Register.

* End of Document *

SMARTSystem EOD Checklist 

Date: ________________

   SMARTSystem Backup (Before EOD for the first month, then only periodically)

• File > Backup Database.

   SMARTSystem End of Day Delivery Date Verification

• End-of-Day > Invoice Print Verification > Select date > Click Check Date button > Click Exit button.

   SMARTSystem End of Day

• End-of-Day > Export to Accounting > Select end date > Click the Export Daily Activities to QB button (turns red when done).
• Optional: Print Invoice Payment Register or create PDF. (Store PDF report in WFSData\EOD folder)
• Print Invoice Register or create PDF. (Store PDF report in WFSData\EOD folder)
• Click the Exit button.

   Quick Books Backup

• File > Switch to Single User Mode.
• File > Backup Company > Create a Local Backup. Local Backup > Save it now > OK > Save in QB Local Backup folder on the Server or on your PC.

   Quick Books Import Tool – Import Data to QB

• Click the Browse button > In WFSData folder > Export Files > Select QB_Complete file > Click the Import Data to QB button.
• Processed a total of ### records. OK.   #

   Quick Books back to Multi User Mode.

   Fill out Deposit Sheet and Make the Deposit. $____________________

   Quick Books Import Tool – Export Customer Balances.

• Click the Export Customer Balances button.
• Customer Balances have been exported > OK.

   SMART System – Import Customer Balances from QB.

• File > Import > Import Customer Balances > Browse > WFSData: Import Files > Open the file > Click the Import Customer Balances button.

** End of Checklist **

SMARTSystem Management Training Series
Training Session #11A – SMARTSystem End-of-Day Processing Summary

The following is a brief checklist of steps to close the day after completing Driver Check-in:

1. Select the End-of-Day Menu:

2. Invoice Print Verification

3. Export Data To Accounting

      a. Set the End Date to yesterday’s Delivery date.  You do not want to process today’s invoiced orders:

      b. When ready, click the button to

             

     c. The End-of-Day process is completed when the Red EXPORT COMPLETE button is displayed.

         

    d. There are three reports produced during this EOD process:

                 i. Invoice Register by Delivery Date

                ii. Invoice Register by Route

                iii. Invoice Payment Register

     

  

 



QB Import Tool Daily Operations

The sequence of events for daily importing of SMARTSystem transactions:

1. Run the SMARTSystem End-of-Day process to export transactions from the SMARTSystem.
2. Open your Quick Books with the administrator password, put Quick Books in Single User Mode and minimize.
3. Double click on the Quick Books Import icon:

                                                 

       4. The following screen will be displayed:

                       

       5. Click the Browse button on the lower right side of the screen, navigate to the WFSData Folder, Export Files               and the following will be displayed:

Click on the QB_COMPLETE entry to highlight it which is always at the top of the list.  The files under QB_COMPLETE contain each transaction type that is consolidated in the QB_COMPLETE file. Therefore, you select only one file, QB_COMPLETE to process your End-of-Day Import to Quick Books.

Click the Open button to continue.

       6. The screen will return with the selected QB_COMPLETE file in the “Source File:” area below:

                                             

       7. Click “Import Data to QuickBooks” and when the import process is completed you will be notified by the                   number of records processed.



QB Import Security Questions (first time only)

The first time you import SMARTSystem records to Quick Books the following QB security questions will be displayed.  Check the items highlight below:

  

After checking the two items above, click “Continue”.

After you click “Continue” Quick Books will want you to confirm your selection by clicking “Yes”

  

To finish the Quick Books security access process, click “Done” below:

  

    

QB Export Customer Balances

Normally, payments are manually posted against customer invoices and afterwards the customer balances are exported from Quick Books and Imported to SMARTSystem.

The sequence of events for daily exporting Quick Books Customer Balances that will be imported into the SMARTSystem is:

1. After payments are posted to your customer accounts.
2. Keep Quick Books open and minimized.
3. Double click on the Quick Books Import icon:

                                                         

       4. The following screen will be displayed:

               

       5. Click on the “Export Customer Balances” and the export from Quick Books will begin:

       

      6. When completed close the QB Import Tool.

      7. Open SMARTSystem, File, Import and Import Customer Balances.

             

      8. The following screen will be displayed:

             

       9. Click “Browse” to select the folder for Import:

                               C:\WFSData\ImportFiles

    Click on “customerbalances.txt” to select.

       

     10. Click on “Import Customer Balances” and your customer balances will be updated in the SMARTSystem:

     

     11. When completed close this “Import Customer Balances” screen.

This completes the entire End-of-Day cycle from beginning to end.

QB Peculiarities

1. Customer Names must be unique.
2. Vendor Names must be unique.
3. A Customer Name cannot be the same as a Vendor Name.
4. A Vendor Name cannot be the same as a Customer Name.
5. The Account No. field for each customer record in Quick Books is automatically updated with the SMARTSystem customer number.  If this customer number is missing you will not be able to update your Customer Balances in SMARTSystem.  See Quick Books, Customer Edit screen below:

                       

Situation:  You’ve done your EOD and imported the transactions into QuickBooks.  There are some invoices that didn’t come into Quickbooks, but you didn’t see any error messages being thrown during the import.  At the end of the import, you see the message that XX number of records were processed.  Everything looked normal, but why are there invoices missing?

Resolution:  The only place you’ll see what happened during the import, in this type of situation, will be the QuickBook Import Tool log files.  These files are located in one of two places.

If you’re running Windows 7, then these files will be located in the C:\Program Files (x86)\Floral Computer Systems\Quick Books Import Tool 5.3.2 folder.

If you’re running Windows 8 or above, the log files will be located in the C:\WFSData\Quick Books Working\Quick Books Import Tool 5.3.2 folder.  There may be some slight variations on the folder names, but the Quick Books Import Tool folder will always be located in the WFSData folder.

The log files will be named “import_log_[date] [time].log” Here is an example of a log file name:  import_log_05-06-2019 14-17-12.log 

Open the most current log file and search for the customer’s name that didn’t come into QuickBooks.  This is the error message you’ll most likely see for that invoice:

Error: request 1: 3140: There is an invalid reference to QuickBooks Item “8000000B-1548357736” in the Invoice
line. QuickBooks error message: You cannot use the same tax item in both the line items and the txn tax.

What that means is that customer’s Sales Tax settings in QuickBooks is configured incorrectly and needs to be changed before the import will work. 

Normally, because SMARTSystem is logging sales tax, a customer needs to be set up in Quickbooks as “non-taxable” even though they are being charged sales tax.  The import tool takes the sales tax information from SMARTSystem and passes it over to Quickbooks.  If the tax settings are incorrect for the customer, Quickbooks will try to tax that customer again, and “get confused” because the sales tax is already included on the invoice. 

Verify the sales tax settings for the customer(s) whose invoices didn’t come in and correct them to be the same as your other “taxable” customers are set up in Quickbooks. Each company will have their own designated “non-tax type” name for this.

Also, verify the company preferences for sales tax are set to a non-taxable tax item.  This setting may be accessed by going to the Edit > Preferences menu item.  From there, locate the Sales Tax item in the left menu and verify the Company Preferences are set correctly.

You may then run the import again.  That should resolve the issue. 

 

Problem:

When end of day is run, the Invoice Payment Register is reporting one amount, but it doesn’t match what was brought in to Quick Books.  What is happening to cause this?

 

Changes were made to the sales orders associated with the invoices that were already in Quick Books. 

Any changes made to a sales order,will automatically cause the invoice to be updated with the changes.  The invoice then gets flagged to be re-exported.

The changes will not be imported to QB because the invoice is already there.  The updated invoices are listed on the Invoice Payment Register to let you know that something has changed and that QB needs to be updated manually.