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 *

When viewing a customer’s invoice, you try to print it, and it displays the following screen:

This is indicating the customer has been made “Inactive”

Locate the customer in the Customers > Customer Entry program by typing in either their customer number or name.  Once the screen has filled with their information, click on “Activate” and the invoice will print normally. 

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.

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.

This will happen on some operating systems if you have the display settings set for any size larger than 100%.

To change these settings in Windows 10, do the following:

Click on the Windows icon and then click on the Settings icon:

Then click on System > Display and you’ll find an option for Scale and layout  Make sure it’s set to 100%.

Windows 10 may also be changing your printers on you.  It will default to the last printer used unless the setting is turned off.  To turn the setting off, click on the Windows icon, then the Settings icon.  Select Devices.  Make sure you are in the section “Printers & scanners”  Disable the setting “Let Windows manage my default printer” by setting it to “Off”.

If using Windows 7, you’ll do the following to set the display settings:

Click on the “Start” button, select Control Panel > Appearance and Personalization > Display.  Be sure the setting is for Smaller – 100%.  Be sure to “Apply” the setting.  You’ll be prompted to log off to apply the settings.

This will resolve the invoice being too large for it to fit on a standard 8.5 x 11 page.

If for some reason, the issue continues, the drivers (software) for the printer may be incorrect.  Have your IT person verify the proper drivers have been installed on your computer for the printer.