Overview

This article will explain the general procedure for selecting and export data to your selected accounting application.

Details

The overall process for exporting data to accounting is quite simple. You select one or more items to export and then click the Export button. Doing this will generate a file which you then import into your accounting software. For example, to export a customer you would:

• From the Workflow tab click on Send to Accounting.
  

• Once the Send to Accounting window is open, click on the Customers tab.
  

• Select one or more customer records that you want to export.
• Click the Export Selected Customers button.
  

• Open the Export Files folder.
  • For a 1 user system, this will be located at C:\Solatech Data\WCS5\Export Files
  • For a system that has 1 or more Roaming Workstations, it will be located within you File Sharing Service folder.  For example:  Dropbox\WCS5\Export Files   or   GoogleDrive\WCS5\Export Files
• Into your desktop QuickBooks software, Import the customers.iif file, found in your Export Files folder.

Finding the data to export

When you first open the Send to Accounting screen you will be presented with at least one tab, the Overview tab, and most likely other tabs such as Customers, Invoices, etc.

The Overview tab is always visible and contains the following information:

• The Summary section provides a total of the individual items that have not been exported. Clicking the Show link next to each number will take you to the tab where you can export specific data.
• The sidebar on the right provides links to export settings, the folder where the export files are created, links to specific item export tabs and a history showing when you last exported various items.
• At the bottom you will find some links to common knowledge base articles.

• The other tabs such as Customers, Invoices, Payments, etc. will appear only if there is something in those tabs that needs to be exported. For example if you don’t have any customers that need to be exported then you won’t automatically see the Customers tab.

• Once you are ready to export something like a customer or invoice you can select the tab, select the item or items to export and then export them. You can select one item or hold down the Control or Shift keys to select multiple items.
  

• Each tab has a Show filter that by default is set to show the items that need to be exported. You can change this filter to see items that have already been exported and on some tabs like customers you can also select other filters, like recently exported.
• Each tab also has a Filter field in the upper right. Typing in this field will filter the visible results so that you can quickly find a specific item within a large number of items. Delete the filter text to show all items within the specific show filter.

What to do when it won’t export what you’ve selected

A common occurrence when exporting data is to receive a message that the selected items cannot be exported. This occurs because the software is checking to make sure that supporting information has been exported. If supporting data has not been exported then it’s likely that it’s not been imported into your accounting software either and this could cause problems with your accounting data. To resolve this you should export the supporting data that was indicated and import it before exporting and importing the original data you wanted to export.

Example 1

You select a customer to export but you receive a message that you can’t export it because the sales rep has not been exported.

You will typically see this when you have setup a new sales rep and you have not yet exported that rep to your accounting software. To fix this you would

1. Click OK to close the warning message.
2. Click on the Employees tab.
3. Find and select the sales rep.
4. Export it. This will create an employees import file.
5. Import that file in to your accounting software so that any future data you import into your accounting software will reference the correct sales rep.
6. Return to the Customers tab.
7. Find and select the original customer you wanted to export.
8. Export it. This will create a customers import file.
9. Import the customers file.

Example 2

You select an invoice to export but receive a message that you can’t export because some products and charges have not been exported. To fix this you would:

1. Click OK to close the warning message.
2. Click on the Additional Charges tab.
3. Find and select the additional charges or customer promotions that were listed in the message.
4. Export them. This will create a charges import file.
5. Import that file in to your accounting software so that any future data you import into your accounting software will reference the correct additional charge or customer promotion.
6. Click on the Products tab.
7. Find and select the products that were listed in the message.
8. Export them. This will create a products import file.
9. Import that file in to your accounting software so that any future data you import into your accounting software will reference the correct products.
10. Return to the Invoices tab.
11. Find and select the original invoice you wanted to export.
12. Export it. This will create an invoices import file.
13. Import the invoices file.

Example 3

You select a product to export but receive a message that you can’t because the product does not have a sales account. This will typically happen on new products. To fix this you would:

1. Click OK to close the warning message.
2. Find and double-click on the product that was listed in the message.
3. On the Accounting tab update the sales and purchase accounts.
4. Click OK.
5. Select the product again and click the Export button

Notes

Typically the supporting data does not change very often so once it has been exported and imported you won’t receive warnings as you perform your typical data export. If you do receive a warning its most likely because a new piece of supporting data is being referenced, for example a new product or sales rep.

APPLIES TO

• SalesPRO Software