QuickBooks Export Module

16.16.1 Overview

The QuickBooks Export module allows customers to use pc/MRP for all inventory related processes and QuickBooks for accounting related processes without double entry into both systems. Customers would continue to use pc/MRP to control inventory costs, create multilevel bills of materials, issue stock to manufacturing, route jobs through the manufacturing floor, and generate material requirement planning reports, and at the same time, export AP and AR to QuickBooks for paying bills, making deposits, and generating financial reports. The QuickBooks Export module accomplishes this by exporting parts, vendors, customers, and all open invoices and receivers from pc/MRP into QuickBooks as often as the user wants.

Once the data is setup between pc/MRP and QuickBooks the export process from pc/MRP and import process into QuickBooks only takes a few seconds. To aid in this setup process the QuickBooks Export module contains features to help users open or close pc/MRP invoices and receivers to come up with matching AP and AR balances. Furthermore, the QuickBooks Export module contains options to help users import inventory items and address entries from QuickBooks into pc/MRP. These features combined allow the flexibility to start running both packages without double entry as quickly as possible. Whether a customer is just starting on pc/MRP and QuickBooks or running both or either for years, the QuickBooks Export module will make double entry a needless task.

16.16.1.1 Special Instructions for Current Users of QuickBooks. (If you are not currently using QuickBooks proceed to section 16.16.2)

For users who are currently using QuickBooks and QuickBooks contains part numbers, the following instructions may apply to you. These instructions must be implemented prior to importing parts from QuickBooks.

· No items (part numbers) in QuickBooks can have an account in the COGS Account field or Expense Account Field that is not a Cost of Goods Sold Account. If any QuickBooks item contains an account that is not a Cost of Goods Sold type of account in their "Expense" or "COGS Account" fields, the field must be edited and replaced with a "Cost of goods sold" account. This is necessary because QuickBooks will give you a "Can not change account type” error message if you import an invoice containing a part number that has an account other than a cost of goods sold in the "Expense" or "COGS" account field.

· No items (part numbers) in QuickBooks can have an Item Name/Number longer than 15 characters. You must decide on a maximum part number length of between 6 and 15 characters. Set the part number length in pc/MRP by selecting Configuration, Settings and Utilities, Option 27. Edit all items in QuickBooks where the "Item Name/Number" field exceeds that length. This is necessary because pc/MRP has a part number field that can be set to a maximum of 15 characters while QuickBooks has a 31 character "Item Name/Number" field. If your QuickBooks Item Name/Number fields contain more than 15 characters you will end up with truncated part numbers and possibly duplicate part numbers.

· No items (part numbers) in QuickBooks can be an "Inventory Part" item type. If any item in QuickBooks has an "Inventory Part" item type, you must check the "Add QB Prefix" checkbox prior to your first export of invoices and receivers. This will create an additional set of part numbers in QuickBooks with an inventory item type of "Non Inventory" and a prefix of "QB" attached to the part number when you export invoices and receivers to QuickBooks. The original set of part numbers in QuickBooks can be hidden by editing the part number and checking the "Item is inactive" checkbox". It is recommended that these old QuickBooks parts be marked as inactive. This is necessary because QuickBooks debits the cost of goods sold account when it imports a receiver containing a part number with a Type of "Inventory Part".

· No items (part numbers) in QuickBooks can be classified as a sub-item of another item. If any QuickBooks items are classified as a sub-item of another item, edit the item and uncheck the "Sub-item of" checkbox. This is necessary because pc/MRP has a more sophisticated method of handling bill of materials and associations.

· Importing parts and addresses from QuickBooks into pc/MRP will bring vendors, customers and part numbers into pc/MRP, however part number's will not contain their primary vendor. Edit each part number in pc/MRP and add the primary vendor. You can add 3 primary vendors and their price quantity breaks while editing the items.

16.16.2 QuickBooks Export Implementation

Following steps 16.16.2.1 through 16.16.2.17 to implement the QuickBooks Export Module. Read the instructions carefully. Depending on your situation you may or may not have to follow all 17 steps.

If you are presently using QuickBooks for accounting, make a backup of your QuickBooks data by selecting from within QuickBooks File and Backup. After following the integration instructions, continue to run both QuickBooks companies in parallel for several months until you are satisfied that the QuickBooks Export module is exporting invoices and receivers into QuickBooks correctly. Thus, you would continue to enter invoices and receivers by hand into the backup QuickBooks company and import the receivers and invoices into the primary QuickBooks company.

If you are presently using pc/MRP for accounting, continue to use pc/MRP for accounting and export to QuickBooks on a once a day or once a week basis. Continue to run both in parallel for several months until you are satisfied the QuickBooks Export module is exporting invoices and receivers into QuickBooks correctly. Be sure to uncheck the "Mark invoices as complete" and "Mark receivers as complete" checkboxes before exporting. pc/MRP accounting uses the complete fields to signify the invoice and or receiver has been paid in full. You must export invoices before payment is received and receivers before they are paid, as an invoice or receiver with a "Y" in the complete field would not be exported.

In addition we recommend you make a backup of both the QuickBooks and pc/MRP database files prior to exporting the invoices and receivers.

To back up your pc/MRP data prior to exporting data select Configuration, Settings & Utilities, enter you configuration code number, and select option 73, Backup pc/MRP dbf, dbt, dbc, frx, frt, and mem files. This program will backup your pc/MRP data files. On a separate basis the network administrator should back up the entire pc/MRP directory once a night with an odd day, even day, end of week, and end of month rotation.

To back up your QuickBooks data prior to importing data select File and Backup.

16.16.2.1 Step 1. Activate QuickBooks Export Module

Select Configuration from the pc/MRP menu, Module Activation, QuickBooks Export, Activate and select the radio button for either a Ten Day Trial or call Software Arts for the full activation number and enter the activation number.

Activating the QuickBooks Export module will add an additional tab to the pc/MRP Inventory screen for each inventory item. This tab contains the following fields:

· QuickBooks Inventory Id

· QuickBooks Asset account

· QuickBooks Cost of Goods Sold

· QuickBooks Income Account fields.

The QuickBooks Inventory Id field will be filled with the pc/MRP part number. The Asset, Cost of Goods Sold, and Income Account fields will be blank. These fields must be filled with the account number and name from QuickBooks. The account type must match the account type listed in red. If the account entered is a subaccount, enter the child account number and name.

In addition, all existing pc/MRP addresses will have a QuickBooks Tab that contains a QuickBooks Customer ID field and a QuickBooks Vendor ID field.

The QuickBooks Customer Id field will contain the company's name + " - Cust - " + the Address ID. The QuickBooks Vendor Id fields will contain the company's name + " - Vend - " + the Address ID

For now leave the part numbers and addresses as they are and move on to step 2.

16.16.2.2 Step 2. Set-up/Check pc/MRP Settings

From within pc/MRP select Configuration and Settings & Utilities. pc/MRP must be changed to the following settings:

· Set option 10 to the perpetual accounting inventory method. pc/MRP will use the perpetual accounting method when exporting invoices and receivers regardless of how you set option 10. But, go ahead and set to it to perpetual.

· Set option 17 to use the Partmaster as the source for cost of sales. pc/MRP will use the Partmaster as the source of the cost of sales regardless of this setting

· If you have not set the size of your part numbers, select option 27 to set your maximum part number size. pc/MRP part number size may be set from 6 to 15 characters. If QuickBooks already contains your part numbers and you plan to import your part numbers from QuickBooks into pc/MRP, set the part number size to match the maximum number of characters in the QuickBooks Item Name Number field. If the QuickBooks Item Name Number Field contains more than 15 characters see the "Special Instructions" chapter 16.16.1.1.

· Set option 35 to export average costs or standard costs for cost of sales. pc/MRP will include component, labor, and overhead costs when exporting costs of sales. If you do not want to see wages included in your COGS account do not add labor items to your Bills of Materials.

· Set option 50 to configure the cost averaging formula. We recommend including all areas even WIP.

· Set option 60 to establish your labor overhead rate (%).

16.16.2.3 Step 3. Set-up/Check QuickBooks Settings

If your company has not been using QuickBooks follow steps 1-23 listed below:

1. Start QuickBooks.

2. Select "File" and "New Company".

3. Click on the Next button 7 times.

4. Enter your company's name and address.

5. Enter your company's tax id ###-##-#### and start of fiscal year.

6. Pick the income tax form that your company uses (Corporation, Sole Proprietor, etc.).

7. Select a business type (usually pc/MRP customers select Manufacturing).

8. Enter your company name. Keep the QBW extension and click "Save."

9. Select "No" when prompted to have QuickBooks automatically create your chart of accounts.

10. Enter the number of QuickBooks users and continue on to step 11.

If your company has been using QuickBooks follow the steps 11-23 listed below:

11. select File, Easy Step Interview, Company Info

12. Click Next to get to the Inventory screen. Select Yes, to maintain inventory.

13. Select Yes on “Do you want to turn on the inventory features”. If you choose No, you would not get the Inventory Option under the Activity. You need the Inventory Option to show up under the Activity so that you can import the pc/MRP receivers as ITEMRECEIPT type.

14. Select, "Yes", if your company collects sales tax.

15. If you select Yes on collecting sales tax, on the next screen you will get two options shown below:

· I collect single tax rate paid to a single tax agency.

· I collect multiple tax rates OR have multiple tax agencies.

If you choose to collect single tax rate paid to a single tax agency, you would need to fill out the tax name, tax description, tax rate, and tax agency on the next screen.

16. Select "Product" for the invoice format on the next screen.

17. Select, "Yes", if you wish to use the QuickBooks Payroll feature.

18. Select, "No" for written or verbal estimates for customers. Use the pc/MRP Sales Quote module to provide quotes for customers since all of the costing and sales prices exist in pc/MRP.

19. Select No for issuing more than one invoice for one estimate.

20. Choose Yes or No for employee time tracking for your company. If you plan to use QuickBooks Payroll Module, select "Yes."

21. Select "Yes," if you wish to use classes for divisions and or departments.

22. Select "Enter the bills first and then enter the payment later."

23. You may now choose to leave the Easy Set-up Interview.

16.16.2.4 Step 4. Set-up the Default Path to QuickBooks

Select Options from the pc/MRP main menu, select QuickBooks Export and Set Default Settings to display the Export to QuickBooks Default Settings Screen shown below.

Click the Locate button to set the default path to your QuickBooks folder where the exported invoice and receiver files will be deposited.

16.16.2.5 Step 5. Set-up Sales Taxes

If you do not collect sales tax, click on the No radio button. You are done with sales tax; continue to step 6.

If you do collect sales tax, click on the Yes radio button

If you collect a single tax rate and pay sales taxes to a single sales tax agency, click on the single tax rate button.

The Export to QuickBooks Default Settings Screen will change as shown below allowing you to fill in the:

· sales tax description that will appear on invoices

· sales tax rate

· address id for your sales tax vendor (state agency that collects sales tax).

Be sure to scroll and pull up the sales tax agency from the pc/MRP address book by clicking on the ellipsis (…) button to the right of the sales tax agency address id field. The address id should contain the address of the sales tax agency.

If you collect multiple tax rates or pay multiple sales tax agencies, enter the sale tax agencies and their respective addresses into the address book within pc/MRP. Then, return back to the QuickBooks Default Settings screen, click the multiple tax rate radio button, and press the Set-up Sales Taxes button.

Pressing the Set-up Sales Taxes button will allow the sales tax entity screen shown below to pop up. Enter a tax code and description for each sales tax entity. Enter the state, county, state sales tax rate, county sales tax rate, local sales tax rate (if any), transit authority sales tax rate (if any) and the pc/MRP address ID. The address ID can be located by clicking in the address ID box and selecting the correct address from the scroll window that appears.

Please note that the Tax Entity Description should be worded such that it makes sense on an invoice. Instead of “CA ALAMEDA COUNTY”, it should read “Sales Tax Alameda County”. If you pay sales taxes to more than one state it should read “Sales Tax Alameda County CA”.

16.16.2.6 Step 6. Set-up Chart of Account Names

Press the Set-up Account Names button in the QuickBooks Default Settings screen to enter the chart of account names you wish to use in QuickBooks.

If you have already established a chart of accounts in QuickBooks, be sure to enter the account names exactly as they are entered in QuickBooks. If the chart of account names do not match QuickBooks chart of account names, QuickBooks will create a new chart of accounts. You do not need to match case, but you do need to match spelling.

If your copy of QuickBooks does not contain a chart of accounts, you are basically done with this screen, unless you wish to edit some of the account names. pc/MRP will automatically enter the chart of accounts names shown below (or your modified account names) into QuickBooks during the first export of invoices and receivers into QuickBooks.

pc/MRP will automatically debit and credit the above QuickBooks accounts when you export invoices and receivers into QuickBooks. If you were to edit a pc/MRP part number, select the QuickBooks Tab, and enter a different asset, COGS or income account name, pc/MRP will debit and credit those accounts instead of the above accounts. Once again, if QuickBooks already contains those account names, you must match the existing account name or QuickBooks will create a new account. Furthmore, the account type must match the account type in QuickBooks.

If one of the accounts you wish to debit or credit is a sub-account of a parent account, enter the name of the parent account followed by a colon and the sub-account name. For example if you had a toys division and wanted to credit the toys inventory asset after entering an invoice. You would create an "Inventory Asset" parent account in QuickBooks and enter "Inventory Asset:Inventory Asset Toys" into the default inventory account shown above. Another approach would be to enter the "Inventory Asset:Inventory Asset Toys" description for the part number Asset Account in pc/MRP. Just make sure QuickBooks contains the parent "Inventory Asset" account. If the child account is yet another sub-account simply use the colon again to separate the accounts listing partent:sub-account:sub-account.

16.16.2.7 Step 7. Set-up Divisions and Corresponding Classes in QuickBooks

If you do not use divisions and or departments, uncheck the Use Divisions for QuickBooks Classes Checkbox. You are done with this step; continue to step 8. If you do decide to use divisions and or departments in the future, you can always add divisions later.

If you do use divisions and or departments, check the Use Divisions for QuickBooks Classes Checkbox and the Set-up Divisions Check Button to enter divisions/classes.

pc/MRP uses a 4 character division field for divisions and departments. The first two characters are reserved for divisions and the second two characters are reserved for department. QuickBooks uses a much larger class field for divisions and or departments. If you already have classes in QuickBooks, the description for the class must match the description you are using in QuickBooks or QuickBooks will enter it as a new class.

pc/MRP invoice and receiver line items have a field for division. When the invoices and receivers are exported to QuickBooks, the pc/MRP export routine will scan through all the invoices and receivers being exported and validate the division fields as follows:

If the division field in the invoice or receiver is not empty

If the Use Divisions Checkbox is checked

If the Division is not found in the above table (qbclass)

Write an error message to the error cursor and don’t export the invoices or receivers

Endif

Else the Use Divisions Checkbox is unchecked

Erase the contents of the division field as the division field was not intended to be used

Endif

Later during the export process, the corresponding class is inserted into the QuickBooks invoice and or receiver.

16.16.2.8 Step 8. Import QuickBooks Item List into pc/MRP

If QuickBooks does not have your parts list, uncheck the Attach QB Prefix Checkbox on the QuickBooks Default Settings screen. pc/MRP will automatically export the parts list as those parts are used in invoices and receivers.

If both QuickBooks and pc/MRP have part numbers and if any of the QuickBooks parts are classified as an "Inventory Item", check the Attach QB Prefix checkbox on the QuickBooks Default Settings screen within pc/MRP and refer to section 16.16.1.1. If any QuickBooks inventory item has a COGS or Expense Account that is not a cost of goods sold account, change the account to a COGS account. In addition you must edit each part number in pc/MRP by pressing the QuickBooks Tab and enter the QuickBooks part name into the ID Field, and the associated asset, COGS, and income account names exactly as they are entered in QuickBooks. Case does not have to match.

In instances where pc/MRP has some but not all parts, users will have to manually add those parts to pc/MRP. In instances where QuickBooks has some but not all parts, pc/MRP will automatically export those parts when they are invoiced or received.

If Quick Books has your parts list and pc/MRP does not, review, and make any necessary modifications to your QuickBooks part numbers as per section 16.16.1.1, "Special instructions for users who are currently using QuickBooks and QuickBooks contains your part numbers." If specified by section 16.16.1.1 to check the "Attach QB Prefix" checkbox, do so, otherwise do not check this checkbox on the QuickBooks Default Settings screen with in pc/MRP.

In addition, import the QuickBooks Item List into pc/MRP as per the following instructions:

· Start up QuickBooks and select File, Utilities, Export, Item List and Press OK. Enter the name and location of the file to be created such as C:\PCMRPW\Qbparts.iif

· Start up pc/MRP, select Optional, select QuickBooks, select Set Default Settings and click on the Import QuickBooks Parts button.

· Locate the Qbparts.iif file you created and press the OK button. All of the parts and their associated chart of account names will be imported.

In the future, enter new part numbers into pc/MRP only. pc/MRP will export the part numbers to QuickBooks as necessary as "non inventory parts." If the Attach QB Prefix checkbox was checked, pc/MRP will export the file automatically with the QB prefix. The Attach QB Prefix checkbox, import QuickBooks Parts, and import QuickBooks Addresses buttons will be disabled after your first export of either receivers or invoices to QuickBooks

16.16.2.9 Step 9. Import QuickBooks Address List into pc/MRP

If QuickBooks doesn't have your addresses, you are done with this step; continue to step 10. pc/MRP automatically will export the customer and vendor addressed as they are used in invoices and receivers within pc/MRP.

If both QuickBooks and pc/MRP have your customer and vendor addresses, you must edit each address in pc/MRP by pressing the QuickBooks Tab and enter the QuickBooks address name into the ID Field, and the associated asset, COGS, and income account names exactly as they are entered in QuickBooks. Case does not have to match.

If QuickBooks has your addresses and pc/MRP does not, import the QuickBooks Address List into pc/MRP as per the following instructions:

· Start up QuickBooks and select File, Utilities, Export, check both Customer and Vendor Item Lists and Press OK. Enter the name and location of the file to be created such as C:\PCMRPW\Qbaddresses.iif

· Start up pc/MRP and select Optional, QuickBooks Export, Set Default Settings, and click on the Import QuickBooks Addresses Button.

· Locate the Qbaddresses.iif file you created and press the OK button. All of the parts and their associated chart of account names will be imported into pc/MRP.

In the future, enter new customer and vendor addresses into pc/MRP only, pc/MRP will export the addresses to QuickBooks as necessary.

16.16.2.10 Step 10. Set-up/Check your Component and Assembly Costs in pc/MRP

Since pc/MRP will be importing costs into QuickBooks, follow the instructions below.

· If you standardized on average costs, make sure all component part numbers in pc/MRP contain an average unit cost.

· If you standardized on standard costs, make sure all component part numbers in pc/MRP contain a standard unit cost.

· Make sure all Bills of Materials contain the latest totals by performing a cost-roll-up for all Bills of Materials based on average or standard costs (Select Modules, Inventory, Cost Roll Up).

16.16.2.11 Step 11. Run Set-up AR (Mark all invoices paid before the transfer date as complete)

If there are no invoices in pc/MRP and you have been entering invoices into QuickBooks, continue to step 14.

If you are starting out for the first time with both pc/MRP and QuickBooks, continue to step 14.

If you have entered invoices into pc/MRP and have been closing them when they are paid, run this step as a double check on your AR. It will also open up any invoice with a partial payment so that the entire invoice will be exported over to QuickBooks.

If you have entered invoices into pc/MRP and have not been closing them when they were paid and are just starting with QuickBooks, run this step to close all invoices that have been paid.

If you have entered invoices into both pc/MRP and QuickBooks and not closing your pc/MRP invoices, run this step to close all open pc/MRP invoices that already exist in QuickBooks. If QuickBooks has all the open invoices as of the transfer date, run this step to close all invoices in pc/MRP.

Press the Set-up Initial AR button from within the QuickBooks Default Settings screen. The screen displayed allows you to set-up the initial export of open (unpaid) invoices into QuickBooks. Invoices that have been paid in full are checked as complete and will not be exported to QuickBooks.

This screen does not export the open invoices into QuickBooks. This screen sets up the invoices for the initial invoice export into QuickBooks.

Clicking on the Set-up AR button scans each invoice to determine the AR total and displays the AR screen. The AR total is equal to the amount due - amount paid (((SalePrice*QtyShip*(1-(Discount/100))*(1+(TaxR/100.0000))+Freight)-AmtPaid) for the following invoice line items and credit memos:

· All open invoices and credit memos.

· If one or more line items in an invoice/credit memo are marked as open, all the line items and associated credit memos are temporarily marked as open and are included in the AR total.

Scroll the invoices and check all invoices and credit memos that have been paid as of the transfer date as complete until the AR with Credit Memo Total is correct. If you check an invoice as complete the entire invoice (all of its line items) will be marked as complete reducing the AR amount by the entire amount of the invoice (unless the amount due - amount paid equals 0).

Pressing the Cancel button will leave the invoices unchanged. The invoice complete and posted fields will remain as they were prior to entering this screen.

Pressing the OK button will not export the invoices. Pressing the OK button will temporarily change the invoice complete fields as per the changes you made with the closer. Once the invoices have been exported in the next step, if the "Marked Invoices as complete checkbox is checked, pc/MRP will enter a "Y" into the complete field of all invoices and credit memos associated with the export. Otherwise it will return the invoice and credit memo complete fields to their original state (if amount paid - amount due >= 0, replace complete with "Y").

16.16.2.12 Step 12. Export pc/MRP Open Invoices (AR)

To export all open invoices, chart of account names, sales tax entities, divisions/classes, related part numbers, related vendors, and customers from pc/MRP into a QuickBooks from, within pc/MRP select Options, QuickBooks Export, and Export Invoice Files.

Select New Batch. If you wish to mark every invoice exported as complete, check the "Mark Invoices as complete" checkbox. If you have been running the pc/MRP accounting module and wish to continue to run it in parallel with QuickBooks, do not check this check box (pc/MRP accounting uses the complete field to indicate an invoice has been paid in full).

Press OK to export all open pc/MRP invoices. pc/MRP will only export invoices where the batch number is equal to 0 (zero ) and the invoice is not complete (complete # Y). pc/MRP does not export credit memos. All invoices exported will be exported to a file named Mrp2Qb_InvoiceBatch(batch number).iif into the Deposit files into…. folder.

pc/MRP will create the export batch file containing open invoices minus any open credit memos and any partial payments within those invoices. It will then insert the batch number into the pc/MRP invoices that were exported and any open credit memos to prevent them from being exported again. To re-export a batch you would select Old Batch instead of New Batch.

If any of the invoices exported contained partial payments or credit memos, pc/MRP will display a warning message asking you to open up the export log. Within the export log scroll to the bottom of the file for a list of partial payments and credit memos. Print this list out by selecting File and Print, as you will need this list on the next step. The total amounts displayed on the Export Log Report is a sum of the following calculation:

Round(SalePrice*QtyShip*(1-(Discount/100))*(1+(TaxR/100.00))+Freight,2)

16.16.2.13 Step 13. Import Open Invoices (AR) into QuickBooks

To import pc/MRP open invoices, start QuickBooks and select File, Utilities, Import and search for the Mrp2Qb_InvoiceBatch1.iif. Once the invoices have been imported check the total AR amount imported by selecting the Accnt button from within QuickBooks and noting the AR balance. Remember this amount does not include partial payments towards open invoices and credit memos, so the amount may be greater than expected. Entering the partial payments for the open invoices and credit memos will lower your AR.

If you do need to enter partial payments (from the previous step) against one or more invoices, select Customers, Receive Payments, select the customer (Received From) and the invoice it is to be applied to. After entering one or more payments, check your AR by selecting the Accnt button from within QuickBooks. Note, your AR will drop by the amount of the payment(s).

If you need to enter credit memos (from the previous step) select Customers, Create Credit Memos and enter the credit memos (as positive amounts). After entering one or more credit memos, check your AR by selecting the Accnt button from within QuickBooks. Note, your AR will drop by the amount of the credit memo(s).

In the future:

· Use pc/MRP to enter all invoices and export them to QuickBooks once a day or once a week.

· Use QuickBooks to enter all credit memos and invoice payments.

16.16.2.14 Step 14. Run Set-up AP (Mark all receivers paid before the transfer date as complete)

If there are no receivers in pc/MRP and you have been entering receivers into QuickBooks, do not run this step and continue to step 17.

If you are starting out for the first time with both pc/MRP and QuickBooks, do not run this step and continue to step 17.

If you have entered receivers into pc/MRP and have been closing them when they are paid, run this step as a double check on your AP. It will also open up any receiver with a partial payment so the entire receiver will be exported over to QuickBooks.

If you have entered receivers into pc/MRP and have not been closing them when they were paid and are just starting with QuickBooks, run this step to close all receivers that have been paid.

If you have entered receivers into both pc/MRP and QuickBooks and not closing your pc/MRP receivers, run this step to close all open pc/MRP receivers that already exist in QuickBooks. If QuickBooks has all the open receivers as of the transfer date, run this step to close all receivers in pc/MRP.

Pressing the Set-up Initial AP button on the QuickBooks Default Settings screen from within pc/MRP will display the Receiver Closer screen shown below. This screen allows you to set-up the initial export of open (unpaid) receivers into QuickBooks. Receivers that have been paid in full are checked as complete and will not be exported to QuickBooks.

This screen does not export the open receivers into QuickBooks. This screen sets up the receivers for the initial receiver export into QuickBooks.

Clicking on the Set-up AP button scans each receiver to determine the AP total and displays the above AP screen. The AP total is equal to the amount due - amount paid for the following receiver line items and debit memos:

· All open receivers and debit memos.

· If one or more line items in an receiver /debit memos are marked as open, all the line items and associated debit memos are temporarily marked as open and are included in the AP total.

Scroll the receivers and check all receivers and debit memos that have been paid as of the transfer date as complete until the AP with Debit Memo Total is correct. If you check a receiver as complete the entire receiver all of the line items will be marked as complete reducing the AP amount by the entire amount of the receiver (unless the amount due - amount paid equals 0).

Pressing the Cancel button will leave the receivers unchanged. The receiver complete and posted fields will remain as they were prior to entering this screen.

Pressing the OK button will not export the receivers. Pressing the OK button will temporarily change the receiver complete fields as per the changes you made with the closer. Once the receivers have been exported in the next step, if the "Marked Receivers as complete checkbox is checked, pc/MRP will enter a "Y" into the complete field of all receivers and debit memos associated with the export. Otherwise it will return the receivers and debit memo complete fields to their original state (if amount paid - amount due >= 0 replace complete with "Y").

16.16.2.15 Step 15. Export pc/MRP Open Receivers (AP)

To export all open receivers, chart of account names, sales tax entities, divisions/classes, related part numbers, and related vendors from pc/MRP into a QuickBooks iif file, from within pc/MRP select Options, QuickBooks Export, and Export Receiver Files.

Select New Batch. If you wish to mark every receiver exported as complete, check the "Mark Receivers as complete" checkbox. If you have been running the pc/MRP accounting module and wish to continue to run in parallel with QuickBooks, do not check this check box (pc/MRP accounting uses the complete field to indicate a receiver has been paid in full).

Press OK, to export all open pc/MRP receivers. Only receivers that have a batch number of 0 (zero) and are not complete (complete # Y) will be exported. Debit memos will not be exported. All receivers exported will be exported to a file named Mrp2Qb_ReceiveBatch(batch number).iif into the Deposit files into…. folder.

pc/MRP will create the export batch file containing the open receivers minus any open debit memos and any partial payments for the open receivers exported. pc/MRP will then insert the batch number into the receivers that were exported and any open debit memos to prevent them from being exported again. To re-export a batch you would select Old Batch instead of New Batch.

If any open receivers or debit memos were detected, pc/MRP will display a warning message asking you to open up the export log and scroll to the bottom of the file for a list of partial payments and debit memos. Print this list out by selecting File and Print, as you will need this list on the next step. The total amounts displayed on the Export Log Report is a sum of the following calculation:

Round(Cost*QtyRec*(1-(Discount/100))*(1+(TaxR/100.00))+Freight,2)

16.16.2.16 Step 16. Import Open Receivers (AP) into QuickBooks

To import pc/MRP open receivers, start QuickBooks and select File, Utilities, Import, and search for the Mrp2Qb_ReceiveBatch1.iif. Once the receivers have been imported, check the total AP amount imported by selecting the Accnt button from within QuickBooks and noting the balance. Remember this amount does not include partial payments towards open receivers and debit memos, so the amount may be greater than expected. Entering the partial payments for the open receivers and debit memos will lower your AP.

If you need to enter partial payments (from the previous step) against one or more receivers, select Bill, select Previous, if the bill has been received (you have received the vendor's invoice) check the Bill Received checkbox, and Press Save & New. You can now enter a payment for that check by selecting Vendors and Pay Bills. After entering one or more payments, check your AP by selecting the Accnt button. Note, your AP will drop by the amount of the payment(s).

If you need to enter debit memos (from the previous step) select Bill, check the Credit Radio Button, select a vendor, select the Items tab and enter the part numbers that were returned. After entering one or more debit memos (QuickBooks calls them credit memos), check your AP by selecting the Accnt button. Note, your AP will drop by the amount of the debit memo(s).

In the future:

· Use pc/MRP to enter all receivers and export them to QuickBooks once a day or once a week.

· Use QuickBooks to enter all vendor payments and debit memos.

16.16.2.17 Step 17. Enter the Remaining Chart of Accounts and Balances into QuickBooks

If you have been running QuickBooks prior to this implementation, you can skip this step.

If are just starting with QuickBooks you must enter the remaining chart of accounts and their balances into QuickBooks as of the day of the initial transfer.

16.16.3 Exporting Invoices to QuickBooks on a Daily Basis

Once you have completed the initial implementation steps (16.16.2.1 - 16.16.2.17), you can export invoices from pc/MRP into QuickBooks on a daily basis. Before exporting, make a backup of the pc/MRP database files as per section 16.16.2. To export, from within pc/MRP, select Optional, QuickBooks Export, and Export Invoice.

Select New Batch. If you wish to mark every invoice exported as complete, check the "Mark Invoices as complete" checkbox. If you have been running the pc/MRP accounting module and wish to continue to run in parallel with QuickBooks, do not check this check box (pc/MRP accounting uses the complete field to indicate an invoice has been paid in full). If you do run in parallel you must export invoices before you receiving payment for them.

Component and assembly part numbers will be exported as non-inventory parts (parts classified as inventory parts make strange COGS entries when imported with receivers)

pc/MRP Part numbers marked as Labor will be exported as Service part numbers.

If you checked the Attach "QB" Prefix Checkbox, the part number will be exported with a prefix of "QB" (If. QuickBooks originally contained that part number as an Inventory part and pc/MRP exports it as a non inventory part, QuickBooks would create a new part number with a suffix of A, B, etc.)

To re-export a batch you would select Old Batch instead of New Batch.

To import this file into QuickBooks, first make a backup of QuickBooks by selecting File and Backup. Then from within QuickBooks select File, Utilities, and Import. Locate the Mrp2Qb_InvoiceBatch(batch number).iif file and press OK.

16.16.4 Exporting Receivers to QuickBooks on a Daily Basis

Once you have completed the initial implementation steps (16.16.2.1 - 16.16.2.17), you can export receivers from pc/MRP into QuickBooks on a daily basis. From within pc/MRP select Optional, QuickBooks Export, and Export Receiver files.

Component and assembly part numbers will be exported as non-inventory parts (parts classified as inventory parts make strange COGS entries when imported with receivers)

pc/MRP part numbers marked as Labor will be exported as Service part numbers.

To re-export a batch you would select Old Batch instead of New Batch.

To import this file into QuickBooks, first make a backup of QuickBooks by selecting File and Backup. Then, from within QuickBooks, select File, Utilities, and Import. Locate the Mrp2Qb_ReceiverBatch(batch no).iif file and press OK.