SMARTSystem- Exporting Data to QuickBooks or your Accounting System
How to Export Data to QuickBooks from SMARTSystem
- Check if the days Sales Orders have been Invoiced. Go to End of Day> Invoice Print Verification
- 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:
- By clicking each sales order listed one at a time to display the sales order
- Invoice the sales order or change the delivery date
- 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.
- Items will save to your file and become available for import into Quick Books or your Accounting System:
- 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.
- Using the Quick Books Import Tool:
- You must have Quick Books open
- Switch to Single User Mode to prevent an import error by having another user access QB data until the Import process completes.
- Click Quick Books Import Tool icon
- Go to QuickBooks Import Tool:
- 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.
- 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.
- Your source file will appear in the Browse box.
Click the Import Data to QuickBooks button.
- If the import was successful, you will receive a popup with the number of records successfully uploaded:
- Process Complete
- Export Customer Balances
- When the process is complete you will see this pop-up:
- Print Import Log
- 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.
- 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 #17B – SMARTSystem, QB Importer and QuickBooks Setup
Purpose: To establish the correct program settings for the SMARTSystem, QB Importer and QuickBooks based on the customer’s’ requirements.
Overview:
Section I is to establish settings for exporting SMARTSystem G/L accounts to QB for proper accounting of transactions.
Section II is to clearly define the settings on how purchase orders are being processed in QB.
Setting your Accounting System preferences in the SMARTSystem is done by an FCS Support person. They must log in under programmer security:
To select your Accounting System preferences in SMARTSystem:
Go to the Control Info menu > Utilities > Select Accounting System.
Section I
It is required that you setup and coordinate the G/L accounts between SMARTSystem and Quickbooks.
The G/L Account Descriptions are used to update QB, therefore when entered into the SMARTSystem they are correctly written exactly the same way, including upper and lower case letters. For example:
To use the G/L accounts established in the SMARTSystem on transactions being exported to QB, it is necessary to set the checkbox in your Selected Accounting System to “Export GL Accounts to QB” as shown below:
Click “Update System Control” to SAVE before exiting.
QB Importer:
When SMARTSystem is generating the G/L transactions the checkbox “Use Accounts from Imported Data” need to be set.
Section II
There are three areas to setup with Purchase Orders.
SMARTSystem:
To select your Accounting System preferences in SMARTSystem:
Go to the Control Info menu > Utilities > Select Accounting System.
When NOT processing Purchase Orders in QB, the two items circled in red are to be set as shown in the example below. When PO’s are being processed in QB reverse this sequence.
Click “Update System Control” to SAVE before exiting.
QB Importer:
When SMARTSystem is generating the G/L transactions the checkbox “Use Accounts from Imported Data” need to be set.
QuickBooks:
QB Inventory creation from SMARTSystem is OK as an Inventory Part when the “QB Inventory and purchase orders are active” is not checked in the QB Preferences because there will be no costs, sales or average cost creation. Inventory will go negative with sales coming in, but does not have any impact on cost of goods.
- Preferences is turned off (see Preferences on Edit Menu)
When QB Preferences are turned off:
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Situation:
An invoice is missing in Quick Books, but it’s in SMARTSystem.
Solution:
Under the Management menu, go down to the third section. Locate, and click on, “Reflag Invoices for Export to Accounting.”
Once the program launches, select the date range you’ll need to locate the invoice. A list of invoices will display in the window for that date range.
Locate the invoice(s) that are missing and click the checkbox for the ones you want to have re-export.
Click the “Save Changes” button at the top.
The next time you run End of Day, the selected invoices will be re-exported to be brought into Quick Books.