Exporting individual files to Quickbooks

If you use a version of QuickBooks POS for Mac earlier than 2009, or want to send your accounting exports as files to another computer, you can save each file to your hard drive and then import each one individually.

To export files to QuickBooks POS

  1. In OnSite StoreMaster on the Tools menu click Export to QuickBooks POS.
  2. Depending on your version select either QuickBooks POS 2005-2008 or QuickBooks POS 2009/2010 (File Export).
  3. Choose either a Summarized or Detailed journal entry export.
  4. Click the Setup button and enter the sales tax vendor for each tax. These vendors are in QuickBooks POS, and must be entered in OnSite exactly as they appear on the vendor list in QuickBooks POS. Click Save.
  5. Select the items to export - Suppliers (first time only), Invoices, Payments, Purchases, Transfers, Vendors, or Inventory Adjustments.
  6. Click the Back button to return to the main window.
  7. Select the date range for your export.
  8. Click Export. One file for each item you choose to export is saved to your hard drive. The names of the file include what is being exported, data range of the export, and a unique ID number you can use to identify files for reconciliation.

About exporting suppliers to QuickBooks POS

To create OnSite suppliers as QuickBooks POS vendors, you must do a one-time export of suppliers. After the suppliers are set up in QuickBooks POS as vendors, you do not need to re-export them. However, if you add any suppliers to OnSite you must re-export your list of suppliers and re-import it into QuickBooks POS.

Important: If you modify the name of a supplier or vendor in OnSite or QuickBooks POS, you must manually make the same change in the other software.

About exporting invoices to QuickBooks POS

Select the type of journal entry you want to export: Detailed Journal Entry or Summarized Journal Entry.

If you select Detailed Journal Entry, each Invoice is exported as a separate transaction. Important: Invoices are not imported into QuickBooks POS as invoices but as journal entries that debit or credit the appropriate GL account in QuickBooks POS.

If you select Summarized Journal Entry, the Invoices are batch exported as a single transaction.

Export files list:

  • a common journal entry number generated by OnSite for each entry
  • the date of the transaction
  • a memo containing the original Invoice ID
  • the GL account number
  • the debit or credit amount.

Both types of export files have the same structure. The first line of each transaction is the Accounts Receivable account, followed by the income, tax, COGS, and inventory accounts. The number of lines for each transaction depends on how your GL accounts are set up in OnSite. If all products use the same income account, there is only one line for income and the other categories.

When you export invoices, a file is created called Invoices (To Import). This is the file you import to QuickBooks POS.

Rather than exporting unique customer names for each invoice, OnSite exports a single summarized journal entry with OnSite Export Customer tagged as the customer in accounts receivable. This customer tag is a requirement in QuickBooks POS. The default file names include the date range of the export and an ID number you can save for your records. Exporting invoices is how you change the values of your income, asset, COGS and accounts receivable accounts.

About exporting payments in QuickBooks POS

Exporting payments is how you change the value of the GL accounts related to payment methods, as well as the value of your accounts receivable account.

Each payment is exported as a separate transaction. In the export file Payments (To Import), the first line is for the accounts receivable account and the second is for payment method. Every line has the same journal entry number generated by OnSite and the transaction date. Each transaction has a memo containing the invoice ID, customer name, GL account number and debit or credit amount. The default file names include the date range of the export, and an ID number you can save for your records.

You can export credit cards, cash, and checks.

About exporting transfers in QuickBooks POS

Exporting transfers is how you change the value of the GL accounts that track inventory value as stock moves from store to store and while it's in transit.

When you enable OnSite’s Multi-Store functionality you can set up a GL account for product that's in transit – that is, not in the inventory of any location. Transfers are not posted, so it is important that you do not export the same in transit transfers twice. Transfers affect this asset/inventory GL account as well as your regular asset/inventory GL account. When your Transfer Out is in transit, the value of the inventory is taken out of your regular asset account and moved to your in transit GL account. When the other location receives the transfer, the value is moved from the in transit GL account to the regular asset account of the receiving location. The file name is Transfers (To Import).

About exporting purchases in QuickBooks POS

Exporting supplier invoices (purchases) is how you change the value of your inventory after receiving product on a PO, and the value of your accounts payable account.

When you export your POs into QuickBooks POS, you are asked if you want to export your suppliers. The first time you do this export, save it as Vendors (To Import) and then import it into QuickBooks POS. In QuickBooks POS, go to File >Import > From IIF Files, and then choose this file. You are asked to save two files: a Supplier Invoices (To Import) file, which you will import into QuickBooks POS, and a Supplier Invoices Detail (Do Not Import) file, which is for your records. You can change the file name.

Each transaction block in the export file corresponds to a supplier invoice. The number of lines depends on how the GL accounts for taxes (collected and paid) are set up in OnSite. The first line is for the asset account and the others are for the tax accounts. If you want the taxes (paid) to be counted separate from the line items, you must set up your GL accounts in tax setup accordingly. By default, the taxes are counted with the asset account.

You can export multiple payables for the same PO. Each time you receive product on a PO, you create and save a new supplier invoice. This let you import multiple supplier invoices into QuickBooks POS for each PO entered in OnSite.

The export file lists the Supplier, PO ID, PO Date, GL account number, and amount.

In the US, taxes are counted in the asset accounts. In Canada some provinces count their taxes separate from line items.

About inventory adjustments in QuickBooks POS

Adjusting your inventory negatively or positively affects its value in your accounting software. Each adjustment you make must be exported along with your supplier invoices and invoices as a credit or debit to your accounting package. The default name of this file is Inventory Adjustments (To Import), and is editable.

To import to QuickBooks POS

  1. In QuickBooks POS on the File menu click Import.
  2. Choose From IIF Files.
  3. Choose the type of file you want to import:
    • Invoices (To Import)
    • Payments (To Import)
    • Transfers (To Import)
    • Supplier Invoices (To Import)
    • Inventory Adjustments (To Import)

To view your export history

  1. In OnSite StoreMaster on the Tools menu click Export to QuickBooks POS or Export to MYOB > History.

The exports are listed by date with the most recent first. For each entry, there's a checkbox you can select for each export. Be sure to select this only once for QuickBooks POS exports.

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