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. |
- Verify that all Account Numbers in your GrowthZone Chart of Accounts match, EXACTLY, to the Accounts in QuickBooks.
Best Practice: If you are using Account Numbers in QuickBooks, enter Account Numbers in GrowthZone under Setup > Chart of Accounts. Make sure that the Account Numbers match your QuickBooks numbers and then, when performing the export, choose Export Account Numbers. See Setup Your Chart of Accounts for further information.
- Verify proper configuration of all Fee Items (See Setup Fee Items for further information on configuring your Fee Items )
- Verify that your Fee Items have a Deposit Account set to Un-deposited Funds:
- The Deposit Account selection should NOT be a bank account. The selected account is where payments are recorded (debited) when a payment transaction is created in GrowthZone. In the case of Cash/Check, if you do not deposit the amounts in the bank on the same day as the transaction was created, then the bank account entry will not be on the correct date. In the case of credit card payments, the payment amount does not actually get deposited in the bank until several days later and is not controlled by you. At the time of actual deposit, then a manual journal entry can be created to record the deposit to the bank and the associated credit card fees. This allows you to have an entry in your books that will match the deposit amount that actually is being deposited into your bank and on the correct day. NOTE: If you need to update existing Fee Items account, this will only affect new transactions going forward. Transactions completed prior to making this change will not be updated to a different account. Payments made prior to this change will come thru the export as being deposited in the account that was selected at that time.
- The Deposit Account selection should NOT be a bank account. The selected account is where payments are recorded (debited) when a payment transaction is created in GrowthZone. In the case of Cash/Check, if you do not deposit the amounts in the bank on the same day as the transaction was created, then the bank account entry will not be on the correct date. In the case of credit card payments, the payment amount does not actually get deposited in the bank until several days later and is not controlled by you. At the time of actual deposit, then a manual journal entry can be created to record the deposit to the bank and the associated credit card fees. This allows you to have an entry in your books that will match the deposit amount that actually is being deposited into your bank and on the correct day. NOTE: If you need to update existing Fee Items account, this will only affect new transactions going forward. Transactions completed prior to making this change will not be updated to a different account. Payments made prior to this change will come thru the export as being deposited in the account that was selected at that time.
- Verify that all 'Accounting Types' for your Fee Items are set to the proper recognition types.
- Verify that all Fee Items are set to the proper income and A/R account.
- Verify that balances in your QuickBooks Undeposited Funds and Accounts Receivable accounts match the balances in the GrowthZone accounts.
Before imports into your accounting software will ever balance, the current balances in GrowthZone must match the balance you have in your accounting software for that same date. For Example: If you wish to start using the summary export method in GrowthZone on July 1st, you would run the reports for Accounts Receivable, Undeposited Funds (outstanding deposits), and Accounts Payable (typically only applicable if you have sales tax payable) for June 30. The amounts that you show in GrowthZone for those accounts on 6/30 should match the amount that you show in your current accounting software for that date.
- Accounts Receivable: Generate the Accounts Receivable Aging Summary report, and compare the balance to the Accounts Receivable in your accounting software. Fix any discrepancies. See Accounts Receivable Aging Summary for further information on generating this report.
- Undeposited Funds: If this is a new account for you in your accounting software, you’ll want to create a beginning balance entry into this new Undeposited Funds asset account. See your software instructions for entering the beginning balance. This would typically be a debit balance account. In GrowthZone, make sure all deposits have been created and are current up to the date that you want to begin your exporting. Then view the deposits that are still outstanding under Billing > Deposits tab, Create Deposit. The total of the amounts here can be entered as the beginning debit balance for the Undeposited Funds in your accounting software. See Prepare Deposits for additional instructions.