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 #17A – SMARTSystem QuickBooks Employee Name Setup
Purpose: The purpose of this document is to detail how to make QuickBooks employee records align with SMARTSystem to permit successful importing of the sales reps associated with invoices.
Overview:
It is a prerequisite that all of the staff that have invoices exported to accounting be entered, manually, into QuickBooks before importing invoices. QuickBooks Import tool does not create new Employee records in QuickBooks because there are too many variables associated with this process to perform this action accurately.
The Middle Initial: The compatibility issue revolves around whether or not the salesperson has a middle initial. If there is no middle initial there is no issue.
SMARTSystem appends a period (.) to the middle initial to make sure it is easy to read when displayed or printed. This can cause incompatibility with QuickBooks which does not automatically append a period to the middle initial of the employee.
The SMARTSystem staff name with a middle initial will look like this:
In the QuickBooks Employee Center the middle initial must be present and have a period after it or it will not be recognized during the import process.
To modify an existing Employee in QuickBooks, open the Employee Center:
Then right click to select the employee you would like to edit:
Then Left Click on the Employee and Select “Edit Employee”
Once you click “Edit Employee” the following screen will appear in Quick Books:
To add the period to the Middle initial, click to the right of the Middle initial in the M.I. field and type a period.
Click OK when done to save the change to the Employee Record.
No Middle Initial: If the sales person record in SMARTSystem does not have a middle initial, nothing is required in QuickBooks for compatibility. The Period is NOT added to staff records with no middle initial.
The QuickBooks Import Tool has a “Browse” button to locate the file SMARTSystem exported when you ran your End of Day.
If you’ve not used the Import Tool before, it will usually default to the “Documents” folder. The exported file will not be there.
Open the File Explorer and click on the “Computer” name.
On the right-hand panel of that window, you’ll see your Drive C: Double-click on it and locate the WFSData Folder.
Double-click on that and locate the ExportFiles folder. Your exported file will be in that folder.
Double-click on the ExportFiles folder to select the file to be imported.
Once you’ve done the import, the Import Tool will remember where the files are stored.
This is the most common location for the export files. Your configuration may be different. The information for where the export files are sent will be found in Control Info > System Control > Doc & Dir Config:
