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Monthly - Accounting Transaction Export

Updated

The Accounting Transaction Export file makes it easy for you to show the journal entries created in GrowthZone for import into your accounting software. While this option is available, GrowthZone highly recommends that you simply enter summary information from GrowthZone into your accounting software. See Strategies for Efficient Accounts Receivable Tracking for more information.

 

There are four options available for export:

  • QuickBooks IIF export (only available for QuickBooks Desktop, not QuickBooks Online)
  • CSV (generic export option, not targeted to a specific software)
  • Sage 50 (CSV with targets to specific software, compatible with Sage 100 Export)
  • Great Plains Dynamics
    • Columns exported are Account Code, Amount, Description, TrxDate in a tab-delimited format
    • The export has a daily single total for each account* for whatever date range is selected. (*This is not a detailed export of each transaction, but a summary of the account totals for each day.)

 

IMPORTANT: The IIF export is only available for import to QuickBooks Desktop, NOT QuickBooks Online.

 

  1. Select Billing in the left-hand navigation panel.
  2. On the Overview tab, click Export Accounting Transactions in the Reports section.
  3. On the Accounting Transaction Export screen use the   to filter to the transactions that you wish to export. 
  4. On the Accounting Export Filter screen enter desired filters:
    • Select the previous month Date Range.
    • Select Exclude Refund Transactions. Best Practice: never export today's transactions so you don’t miss any late night incoming payments or transactions.
    • Add any additional filtering criteria as needed.
      NOTE: We do not recommend filtering the export items so that you don’t filter out part of the transaction that should be included to make a complete transaction. Our database architecture is not built to reliably export to separate companies/books. Exporting to separate companies/books would be done at your own risk.
    • Best Practice: Select Exclude Previously Exported Transactions.
  5. Click Done. 

     

  6. On the transactions displayed on the Accounting Transaction Export screen are now transactions based on your filters. Click EXPORT.
  7. Complete the Accounting Export Options screen:
    • Export Type: Select the type appropriate for your accounting software- IIF (QuickBooks Desktop only!), CSV, or Great Plains Dynamics.
    • Select Summarize and total by Account (in order to export the summary), if you wish to export only the totals for each account. If de-selected, full details will be exported. Best Practice: Export only summary amounts. See this white paper Strategies for Efficient Accounts Receivable Tracking for more information. If this option is selected the following fields will be displayed:
    • Select your GrowthZone Accounts Receivable Account. The accounting summary only supports a single Accounts Receivable account at this time.
      • Enter the name of the Customer in your QuickBooks Customer List that you will use to hold the GrowthZone Accounts Receivable summary amounts. We recommend a customer name in QuickBooks that matches the name of the A/R account in GrowthZone that you are exporting this from.
      • Select Export Account Numbers instead of Names if you have Account numbers enabled in QuickBooks and you also have entered those matching account numbers in the GrowthZone Chart of Accounts. Best Practice: Matching by numbers is recommended as it eliminates errors that deal with typos in account names and relies solely on a match between account numbers. IMPORTANT: If your accounts in QuickBooks include sub-accounts, you must export by Account Numbers.
    • Click to Create Batch so that a copy of the export file is available to be viewed later by clicking View Past Exports. NOTE: Transactions included within the View Past Exports list will not be included your export if “Exclude Previously Exported Transactions” is selected on Customize Results when ready to export. If clicking to Create Batch, enter a Batch Name that will be meaningful to you, for example, include today’s date and time and a general description of the export. 
  8. Click Export. The saved export file can now be imported into your accounting software.

 

Best Practice: Always perform a backup of your accounting software before importing any file.

Tip! The best report to review the details of what is included in the export is the Revenue Recognition report or the Billing Accounting Summary tab

 

Note on Cash Basis vs Accrual

The actual export process is the same for both accrual and cash basis accounting. The main difference is that any cash basis items are only going to have accounting transactions when there is a cash related transaction (i.e. payment/deposits, refunds). Transactions such as invoices, write-offs, credits of cash basis items will never show up in the accounting export file because with cash accounting the only time the GL is posted to is when there is cash activity. You’ll never see a cash basis item posted to A/R, for example.