Techna Glass Inc.
LX/QB Daily Maintenance Activities
Now we need to complete the transition of invoices in GlasPacLX to QuickBooks, including the Customers, Items and Tax Item records, and complete the Accounts Receivable process in QuickBooks.
Transfer Invoices from GlasPacLX to QuickBooks
Print Daily Sales – Detail Level
From LX main window select Reporting > Reports. Print (or preview) a Daily Sales report setting the Detail Level to Detail for the date range being exported to get a control sales dollar total to compare against the export and import totals.
At the end of day, you will generate an export file that contains all the invoices, cash sales, and refunds created during the day that will be imported to QuickBooks. This file will also contain export records for each customer, item, and tax item used on the invoices/cash sales/refunds being exported. If in the Accounting Integration Setup > Settings option you chose to Export Cash Sales as Payment Transactions, a payment export record is created for each cash sale.
From the Accounting Integration main window, select the Export Invoices icon.
Beginning/End Date – This date range will default to the number of days specified in the Accounting Integration Setup > Settings > Number of Days to List Batches For. The End Date being the current computer clock date and the Beginning Date being the set number of days prior to the End Date. It controls the batches that will display, based on the date they were exported. Any batch dated within the date range will be listed. This date range also controls the un-exported documents that will be listed in the New Count file. You can edit this date range here, but the default will be restored when this window is closed and reopened.
Refresh Batches – Select this button to update the information in the box to the right after any changes to the date range have been entered or to see any new invoices that have been entered since you opened this window. New invoices/cash sales/refunds that have not been exported before will be included in the New Count line with a total number of documents and their total dollar value. This dollar value should match the sales report you printed earlier. Previously exported invoices/cash sales/refunds will be listed in numbered batches, in descending order, below the New Count line. If you highlight any of these lines, detail of the invoices will be listed in the table below and can be re-exported in whole or part.
Export New – Select this button to export all invoices listed under New Count. This will create a file named INVOICES.IIF in the shared folder specified in the Accounting Integration Setup > Settings. The exported invoices will be assigned a batch number and the batch will be listed below the New Count line, which now displays 0 (zero) count and amount.
Export Selected – If you need to re-export invoices included in a previous batch or export only some of the invoices in the New Count file, highlight the batch that you want to re-export or the New Count file you want to export from. You may then use the Check/Uncheck All Invoices button or the individual check boxes to select all or only part of the batch or New Count file to be re-exported/exported. Then select the Export Selected button to export those documents that have been selected for re-export or export. This will recreate the INVOICES.IIF file for the invoices selected to export in this batch.
Copy the IIF From the Server – The INVOICES.IIF file is located in a folder on the remote desktop labeled IIF Files. Open the folder and right-click the iif file, and then left-click Copy. Minimize the remote desktop view to paste the file to a location on the local desktop.
From the main window of QuickBooks, select File > Utilities > Import > IIF Files.
On the Import window in the Look in field, browse to select the folder on the local desktop, highlight the filename INVOICES.IIF and select the Open button. This operation imports the invoices, credit memos, and payments along with any customer, items, and tax items used on the invoices. If the customer or item already exists in QuickBooks, the existing record will be overwritten. If the customer or item does not already exist, it will be created in QuickBooks. The same filename INVOICES.IIF is overwritten every time invoices are exported or re-exported.
Printing the QB Daily Sales Detail from QuickBooks
When your accounting integration setup was done you should have been helped to modify the Customers & Receivables > Custom Transaction Detail Report and saved it in Reports > Memorized Reports under the name QB Daily Sales Detail. In QuickBooks open the Reports menu, select Memorized Reports and QB Daily Sales Detail. Enter a date range that matches the date range used to export invoices from LX accounting sync. Use this report to compare to the Daily Sales Detail report printed from GlasPacLX as a control to verify export the equals the import totals. The totals should always match. When they don’t match you have to manually determine which invoice(s) is/are missing and make the necessary adjustments.
Applying Payments and Making Deposits in QuickBooks
Payment transactions are imported into QuickBooks through the Undeposited Funds account, but need to be applied manually to each invoice. After you import, a simple process can be accomplished successfully to apply these payments to the invoices by following the outline below.
- You can open the Undeposited Funds account in register view or open the Customer & Receivables Open Invoices report. We will use the Open Invoices Report.
- Expand the Num column so you can see the full document number. Double click the first payment transaction to open it in the Receive Payments window.
- Apply the payment to the invoice by matching the Ref./Check No. to the invoice Number and placing a check in the check box field. Click Save and Close.
- Open the Record Deposits icon to reveal a list of payments ready to deposit.
- Select each payment individually by placing a check in the check field, or select all payments by clicking on the Select All button. This is an opportunity for you to match your QuickBooks deposit to the physical deposit to your bank.
- Click OK.
- Verify the deposit is to the correct bank account and date.
- Save and Close.
Once a deposit is saved, QuickBooks will write the deposit transaction to your bank account and a reversing entry to Undeposited Funds. To view these transactions open the account in register view. Undeposited Funds will have an ending balance of $0.00 when all payment transactions have been deposited.
Notice that each of the September 22 undeposited funds increases now have a corresponding decrease entry, the items are checked, and the balance of this account at the end of that date is zero.
Updating Customer Balances in GlasPacLX
Once you have applied all cash payments and entered all on-account payments, your Accounts Receivable processing is up to date. Your steps to update the LX customer balances to match the QuickBooks Customer balance are as follows:
- Start QuickBooks and open your company file.
- Select Reports > Customers & Receivables > Customer Balance Summary.
- Click Modify Report…
- Click Advanced…
- Click All in Display Rows area, and click OK.
- Click OK on the Modify Report window.
- Click Memorize… to save this report for future use.
- Click Print…
- Click File: and select Tab delimited file from the pull-down arrow
- Click Print.
- When prompted to create the file, enter the file name as BALANCE.TXT and click Save. Remember where you save the file.
- Copy this text file and paste it in the IIF Files folder on the server.
- Open GlasPacLX if it is not already running and log on.
- Click the Dollar Sign ($) icon to start the Accounting Integration Program.
- Select Import/Export > Update Customer Account Balances From TXT (QuickBooks) to GlasPacLX.
- When the update is complete, you are notified how many customers were updated.