Accounting Interface (Part 2 of 2 - Accounting Export File)
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"Control the Present, Predict the Future ..." |
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Hello Everyone… |
Accounting Interface (Part 2 of 2 - Accounting Export File) |
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You may have noticed that my weekly newsletter is rarely a weekly event. There are a couple of reasons for this. One is that it takes some creativity to write these things which requires quite a bit of time as well as uh... well, some creativity. In other words, I have to be in the mood to write. The other reason is that Tom and I have been working on an international presence in Europe. We are happy to announce the formation of Club Prophet Systems €urope (CPS€). |
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Located in Eindhoven, Netherlands, CPS€ is a Netherlands corporation and Albert Donlou (aka "Albert from Holland") is the Managing Director, reporting to me. Stop by and meet him at the PGA show this year. We already have over 50 installs in Scotland, Netherlands, Ireland, France, Portugal and England with many more to come. We have come a long way from running this company from the spare bedroom at mom's house! We have also added a night shift at our Thailand office so that we have support folks available around the clock. In addition, our software has been translated to 7 languages. Keep us in mind if you happen to be traveling or talking to peers -- we are happy to pay you finders' fees for new accounts. Last newsletter, I outlined how you can set up your Chart of Accounts for accounting, associate those accounts to your Sale Categories and Payment Codes, and how to produce a Transaction by GL Posting report so that your accounting folks can do General Journal entries. Now I want to take this one step further and show you how you can create an export file that your accounting folks can import into the accounting package, eliminating having to key in the General Journal entries. Before I do so, just a word of caution contributed by one of our readers: "Before you send off that file to accounting, make sure you balance shop sales. Data entry errors by your staff will ripple through to your accounting system causing undesirable results down the road." This is the primary reason we do not support real-time interfaces to accounting packages. Though it looks good on paper, it just propagates errors to multiple places prior to giving you a chance to check your homework. From the main menu, click the Extensions button (Note: You need to purchase the Accounting Interface so you may not see this on your computer - purchase information at the end of the newsletter). There are several Accounting Interfaces available (I will list them all below) but they all work pretty much the same so I will show you how to export the data for Peachtree Accounting. Down the left side of the Extensions screen are the different exports you can use. Click on the Peachtree Export and you will see the screen below. The Export Path is where the file will be created. If you and your accounting folks are on the same LAN, use a network or shared folder so they can simply pick up the file. Otherwise, note where you're creating the file and then you can email it to your accounting folks later. The From and To Date is the date range of data you want to send, and the GJ Data is the actual file name. If your Sales Categories are set up and correctly matched to your GL codes, this will all work flawlessly. However, due to taxes and inclusive pricing, you may get rounding variances (typically just a few pennies). The Accounting packages require that the debits and credits balance, so you need to provide a GL code for any rounding variance. Clicking the Export Gen Journal button will create the file. If you have multiple sites, you can also elect to run this by Store Code. That's pretty much it! Just send that file off to your accounting folks and they can import it into the accounting package. The Accounting Interfaces we currently support are: · Peachtree · QuickBooks · Links (our in-house accounting package) · Great Plains · Solomon · Exact (Europe) · Business Works · Incode · J.D. Edwards Accounting Interfaces start at $50 per month. Also, you may need to have a support contract with Michael Dell (not that one, this Michael is our CPA accounting partner). QuickBooks especially is demanding on initial setup and requires professional accounting help. Call or email Mike Stanovich (800-793-1872 or Mike@ClubProphetSystems.com) at our sales office if you would like an exact quote for your facility. If your accounting package is not in the list, feel free to contact us for a quote to add your accounting system to the list. | |
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Until Next Time… Enjoy J If you need anything, let us know. Also, if you would like something specific covered in one of these Lessons, send the request my way. See all the great tips in our prior newsletters posted on our website under the Lessons from the Pro link. Thanks
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