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 #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. 

 

Collect Sales Tax must be enabled

Create an item for SalesTax as type “Sales Tax Item” in

• Edit ->  Preferences -> Sales Tax
  • Named SalesTax-[ST]ate, for example SalesTax-OK, SalesTax-TX, SalesTax-FL
  • THIS MUST BE NAMED SALESTAX(ONE WORD) + A DASH + THE STATE ABBREVIATION
    • SalesTax-FL
    • SalesTax-TX
    • SalesTax-OK
  • ALERT! The newly created Sales Tax Line Item will AUTOMATICALLY be assigned as the Default Sales Tax Item. Nothing you can do will change this
    • You must save the Sales Tax preferences then go back into the Sales Tax preferences and change the Default Sales tax item to a Sales Tax Item other than one of the ones that will actually be used, otherwise errors will occur on import.

• You must assign a vendor to the Sales Tax account as the “Tax agency”
  • For example Florida Department of Revenue must be setup as a Vendor
  • For Example SalesTax-OK would need to have a tax agency of “OK Department of Revenue”

• The Tax Rate can be set to 0 as the values are passed directly into QB from SMART rather than calculated by QB