To export Invoices and Credit Notes from Operate to Quickbooks Desktop Pro, please first make sure that you have configured both applications for the export, then follow the steps below.
THIS TASK COULD HAVE AN ADVERSE AFFECT ON YOUR ACCOUNTING SOFTWARE SHOULD YOU NOT FOLLOW THESE STEPS
1. Open Quickbooks and run a Trial Balances Report
This will give you the balances prior to the export. Email to yourself and keep for reconciliation post export.
In Quickbooks go to the Report Centre > Accountant & Taxes and click on the Trial Balance report and make a note of the Debtor balance. This will tell you the Balance prior to the export.
2. Back up your Quickbooks!
Prior to any export you should always back up your Quickbooks database (in the event that the export might fail or an error has been made the database can be restored from this back up).
Go to File and Create a Backup.
3. Keep Quickbooks open
4. Check Revenue Accounts and Account IDs in Operate
In Operate check that all accounts have Accounts IDs and all Items or Products have a Revenue Account,:
- Go to Member > Accounts.
- Check the Accounts Id column to make sure that all clients have an ID.
- Go to Space > Products and make sure that all of your products have a GL code, by checking the corresponding column.
NOTE: If you do not see the Account id / GL code columns, you can add them in byediting the list view.
5. Run the Un-booked Invoice Summary Report in Operate
This step allows you to check whether there are any unknown values on the export.
Go to Reports, in Operate, then look for the 'Un-Booked Invoice Summary' Report and open it.
Run the report for invoices issued this month.
This report will show you all the invoices available for export. Email to yourself and keep for reconciliation post export. Remember to record the Gross figure including VAT as this will be the total sum exported.
6. Prevent Invoices from Being Raised during Export
It is important to prevent invoices from being raised during your export otherwise this could make reconciliation very difficult as an invoice with the same date as any exported invoices could be raised but not exported.
To do this, go to the Operate Settings > Organizations > then select your organization. You can also search for 'Organizations' in the global search box next to the Operate logo to find your list of configured organizations.
Once you edit your organization, you will find a field called 'Disable Transactions on or Before', where you can set the current date. This will ensure that no invoice will be generated while you are working on the export and after it has been completed. When you are ready, save the change you made to the organization record.
7. Conduct the export
Go to the Financial Export Program Icon and double click to launch it (this will have been installed as a shortcut on the PC or server that Quickbooks is installed on).
The following screen will be presented, displaying your Legal Entities and export criteria:
Click on the Options tab and select what you are going to export.
For Invoices and Credit Notes, make sure that 'Export Invoices and Credit Notes' IS ticked and 'Export Cash and Journals' IS NOT ticked:
- Click on the Legal Entity (if you have more than one) that you want to conduct the export for.
- The default selection is for 'Printed but not booked' and 'Anytime' - this selection means that all transactions that have not been exported yet will be included in the export
- Click Export - Operate will then export all the transactions to Quickbooks
- An acknowledgement will pop up to tell you the export is finished
8. View Log Files to look for failures or non exported items
Click on View Log File in the Financial Export Program to check for any failed transactions. The reason for the failure will be stated.
9. Correct any failed Items and re-export
If an invoice has failed, correct the data and then re-export the invoice.
The cause is likely to be:
- Account ID missing or not matching,
- Item Description or Revenue Account not matching
Correct the field that is causing the error in Operate
To re-export the failed transaction:
- Launch the Financial Export Program
- Select 'Booked'
- Click on the 'Select Transactions' button to find the individual transactions
- Find the transaction that you want to re-export, select the Site, select the month and then tick the box next to the relevant transaction and click OK.
- Then click on Export.
10. Reconcile balances
In Quickbooks run the Trial Balance report again.
The balance of the debtor account balance should now be the sum of the starting Trial Balance and the Unbooked Invoice Summary Report total.
If it is not, investigate the failures in the log to see which transaction is causing the difference and repeat from Step 9 again.