====== Control - Exporting To Quickbooks ======



This document will discuss how to export accounts from Control's Chart of Accounts into Quickbooks' Chart of Accounts.



===== Preparing the Export File =====


  - Under Setup --> Reporting Setup, whether it be "Close Day" or "Close Month", include the Export Close action at the end menu item list.


  - If the GL Export for Quickbooks isn't in the corresponding list, add it.


  - In the General tab for the GL Export file, set the Print Option field to "Quick Save".


  - In the Options tab for the GL Export, set the date to "Since Last Export Close.


  - In the GL Export, go to the save tab
    * Verify that the the save location is set to the ReportExport folder.
    * Verify that the file type is set to "QuickBooks"
    * To the left of the file name field, select the "Merge Fields" button and choose "DateTime" to append the current date and time at which the export report is ran.
      * This is not required but extremely beneficial to not cause confusion when trying to find or troubleshoot the export in question.



===== Preparing Control for the Export =====


  - In the Accounting Setup-->Chart of Accounts the corresponding accounts need to be mapped to an existing account in Quickbooks with the SAME ACCOUNT NAME and ACCOUNT TYPE:
    * The format will follow: AccountNamt--->SuggestedExportAccountName--->GLCLassTypeName
    * Customer Credits--->Customer Credit Balance--->Current Liability
    * Customer Deposits--->Customer Deposits Taken--->Current Liability
    * Employee Advances---> Employee Advances--->Current Asset
    * Write Offs--->Bad Debt--->Expense
    * Credit Given--->Customer Credits Given--->Expense
    * Opening Balance Equity--->Opening Bal Equity--->Equity
    * Retained Earnings--->Retained Earnings--->Equity
    * Credit Memo--->Credit Memeos Issued--->Income
    * Finance Charges--->Finance Charges Assessed--->Income
    * Order Rounding--->Order Rounding--->Income
    * Shipping--->Shipping Income---->Income
    * Sales--->Sales Income--->Account Group
    * Vinyl Signs--->Sales Income:Cut Vinyl Sales---->Income
    * Design Services--->Sales Income:Design Sales---->Income
    * Installation--->Sales Income:Installation Sales---->Income
    * Miscellaneous--->Sales Income:Item Sales---->Income
    * My County Tax Payable--->Cyrious County Tax Payable--->Sales Tax Liability
    * My State Tax Payable--->Cyrious State Tax Payable--->Sales Tax Liability
    * Accounts Receivable--->Cyrious Accounts Receivable---> Current Asset
    * Large Format Printing--->Sales Income:Large Format Printing Sales---->Income
    * Promotion--->Sales Income:Promotion Sales---->Income
    * Dimensional Signs--->Sales Income:Routing Sales---->Income
    * Screen Printin--->Sales Income:Screenprint Sales---->Income
    * Small Format Printing--->Sales Income:Small Format Printing Sales---->Income
    * Subcontract--->Sales Income:Subcontract---->Income
    * Undeposited Funds--->Undeposited Funds--->Account Group
    * Undeposited Amex--->Undeposited Funds:American Express--->Undeposited Funds Account
    * Undeposited Cash-Check--->Undeposited Funds:Cash and Check--->Undeposited Funds Account
    * Undeposited Discover--->Undeposited Funds:Discover--->Undeposited Funds Account
    * Undeposited MC-Visa--->Undeposited Funds:MasterCard and Visa--->Undeposited Funds Account
  * The Tax and Accounts Receivable accounts must show as listed because QuickBooks will no allow ExportAccountName or GLClassTypeName if different



===== Exporting To QuickBooks =====


  - Open Quick Reports for the specified period(Daily or Monthly)


  - From the preparation steps above everything is all set for you, so click the print button and answer any questions on the screen.


  - The GL Export will automatically save to the ReportExport folder so it will not appear in the list of printed reports.



===== Importing Into QuickBooks =====


  - Go to File-->Utilities-->Import-->IIF File


  - Choose file that you wish to import from the Reportexport folder


  - After receiving the prompt of the successful import, go to Company-->Make General Journal Entries


  - Verify that the end date of the Control export is the date the import is showing as.



===== Cautions =====



Warning or areas where the approach might not work as expected


  - Out of Balance
    * Run the following query to locate the out of balance in Control
    * After correcting out of balance, resave the report and retry the export


  - GLAccount missing name on Line(total number of lines in the export file)
    * Run the GL Changes Summary Report and look for any accounts that have a debit/credit amount but don't have an export account name.
      * Go into Control's Chart of Accounts and insert the desired external account name.
    * This message also appears when a QuickBooks Export has no data
      * Go to the ReportExport folder and open the corresponding export using notepad or Excel to verify that data is present or not.



===== See Also =====
  * Backlinks [[include_pagepage_componentbacklinks]]