About accounting

Export your transactions invoices, payments, purchases, multi-store transfers, and inventory adjustments, to the general ledger of MYOB or QuickBooks.

How you import and export depends on the accounting software you use.

  • MYOB AccountEdge, QuickBooks 2005–2008 for Mac: individual files that are exported for each item that must be imported individually and then archived on your hard drive for later reference.
  • QuickBooks for Mac 2009–2013: uses a simplified process in OnSite to export all data, a click in QuickBooks to import all data, and no resulting files to archive. This feature is supported in version 14.0.6 R7 or later of QuickBooks for Mac 2013.

Exports debit and credit the GL accounts you have linked in OnSite to products, payment methods, taxes and multi-store according to your transactions. It does not export customer data or update customer accounts in these accounting packages, nor should you be maintaining customer accounts in these accounting packages. You should maintain your accounts receivable in OnSite.

Accounts Payable is handled in your accounting package, so OnSite exports more detailed journal entries of your purchases (supplier invoices), including your supplier list. If you have any errors in your export a message is displayed.

Files exported

File exported from OnSite GL account affected
Invoices Income, Inventory/Asset, Cost of Goods Sold, Accounts Receivable, Sales Tax
Payments Undeposited funds, Accounts Receivable
Purchases (supplier invoices) Accounts Payable, Inventory/Asset, Payable Expense
Inventory adjustments Inventory/Asset, Cost of Goods Sold
Transfers (for multi-store) Inventory/Asset, Transit

Main exporting steps

  1. Import your accounting software's GL accounts into OnSite.
  2. Map GL accounts to products, payment methods, taxes, accounts receivable, accounts payable, and Multi-Store locations. If your export has errors, check the Troubleshooting reports to find missing GL accounts.
  3. Post before you export – invoices, payments, supplier invoices (purchases), and inventory adjustments. Posting finalizes documents and transactions. Transfers are not posted.
  4. Choose the items you want to export, and export data.
  5. Unpost if you need to change something, and then repost it and mark it exported, if necessary.
  6. Import into your accounting software. Do not import a file into your accounting software twice. Each export from OnSite has an ID number to identify it.
  7. If your export saved files to your desktop, do not delete the files exported from OnSite. Instead, archive them.

Glossary of accounting terms

Inventoried: Products with physical inventory.

Non-inventoried products: Products without physical inventory: Non-inventoried products can be services or small goods that you don’t count. For example, although stickers have physical inventory, you don't track them because there are many of them and they're inexpensive per unit.

Income account: Used to record revenue. When you sell products on invoices, your income account is credited and its value increases. Both inventoried and non-inventoried products have income accounts.

Cost of goods sold (COGS): The COGS account records the value of goods you've sold to customers. The value of the goods is recorded as the cost you paid, not the price at which you’ve sold them. The COGS and Inventory/Asset Account must balance. Only inventoried products have a COGS account; non-inventoried products do not.

Inventory/Asset Account: records the value of goods you have received and paid for but not sold. In other words, it's the value of goods in your inventory for items you have not yet sold. Inventory/Asset accounts must balance with a COGS account. Only inventoried products have a Inventory/Asset account; non-inventoried products do not.

Balanced GL Accounts: In OnSite, a COGS account must be paired with an Inventory/Asset account. If they are not paired, that is, if a product has one account, but not another, they are said to be unbalanced. Attempting to export documents that have products with unbalanced accounts attached to them results in an export error.

Expense account: This account is rarely used by OnSite. It records the value of pure expenses, such as shipping and handling, extra fees, and some consumables. Products with expense accounts are typically non-inventoried.

Payment accounts: These are typically bank-type accounts. They record the value of money that you take in through OnSite. Some users have separate accounts for each payment method, other users record all payments in one account, and another option is to record cash and checks in one account and electronic payments in another.

Sales tax collected accounts: These accounts record the value of sales tax you have collected from your customers when they purchase goods or services and that owe to your tax vendor (government). Typically you have one account per sales tax.

Sales tax paid accounts: These accounts record the value of sales tax that you have paid to your suppliers for goods you have purchased for resale.

Tax vendor: Entity you pay sales tax to, such as the government or board of revenue.

Accounts receivable (AR): Account that records the value of money you are owed. When you export invoices, AR is credited (increases). When you export payments, AR is debited (decreases).

Accounts payable (AP): Account that records the value of what you owe your suppliers. Although each supplier’s account is kept in your accounting package, AP represents all money that you owe, including any other expenses entered in your accounting package.

Posted: Documents in OnSite that are posted are locked and ready to export. Only posted documents are exported, and documents must be posted to be exported. Exported documents remain locked, but are marked exported instead of posted.

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