pc/MRP’s QuickBooks API Export Module
version 7.70 and higher exports invoice and receiver (bill) data directly into
As the menu above shows you, the following options are provided with the following options:
You can export invoice records and all related customers and part numbers on a daily basis.
You can export receiver records and all related customers and part numbers on a daily basis.
You can use the report option to print or display the invoices and or receivers that would be exported prior to exporting the data. In addition, the Reports option allows you to print or display the receivers that would not be included (receivers that the accountant has not inserted the vendor invoice number into).
Before you can export invoice and receiver data to QuickBooks you must follow the setup instructions (steps 16.16.2.1 through 16.16.2.17) using the Set Exporter Default Settings option. Once the initial setup steps have been followed, the daily or weekly export from pc/MRP to QuickBooks only takes a few minutes. Whether a customer is just starting on pc/MRP and QuickBooks or has been running both or either for years, the QuickBooks Export module will make double entry a needless task.
16.16.2.1. Step 1 Backup your current copy of pc/MRP and QuickBooks
If you are presently using QuickBooks for accounting, make a backup of your QuickBooks data by selecting File and Backup from within QuickBooks. 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, make a backup of your pc/MRP data by selecting Configuration, Settings and Utilities, and Option 73. 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.
If you are presently using pc/MRP for accounting, you can 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’s accounting module 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.
16.16.2.2 Step 2. Activate QuickBooks Export Module
Select Configuration from the pc/MRP menu, Module Activation, QuickBooks Export, Activate, 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. This tab contains the following fields:
· QuickBooks Inventory Id (this field will contain the pc/MRP part number)
· QuickBooks Asset account (this field will be blank)
· QuickBooks Cost of Goods Sold (this field will be blank)
· QuickBooks Income Account fields (this field will be blank)
In addition, activating the QuickBooks Export module will add a QuickBooks tab to the pc/MRP Address Book screen. This tab contains the following fields:
· Customer ID field (will contain company name + " - Cust - " + the Address ID)
· Vendor ID field. (will contain company name + " - Vend - " + the Address ID)
For now, leave the part numbers and addresses as they are and move on to step 3.
16.16.2.3 Step 3. 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. However, 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 28 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 15 characters.
· 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 (%). . If you do not want to see overhead included in your COGS account, leave the labor overhead rate set at 0
· Set option 70, Setting freight as % of cost to off.
For more detailed information regarding the various settings listed above, refer to section 15.1 of the pc/MRP manual.
16.16.2.4 Step 4. Set-up/Check QuickBooks
Settings
If your company has not been using QuickBooks follow steps 1-22 listed below:
1. Start QuickBooks (a copy of QuickBooks must reside on this computer)
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." This is now your company’s .qbw file.
9. Select "No" when prompted to have QuickBooks automatically create your chart of accounts.
10. Enter the number of QuickBooks users and continue to step 11.
If your company has been using QuickBooks, follow the steps 11-22 listed below:
11. Select File, Easy Step Interview, Preferences
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 Bill 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 “No” for sales order tracking (pc/MRP will contain all future sales orders)
18. Select, "Yes", if you wish to use the QuickBooks Payroll and time tracking features.
19. 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.
20. Select "Yes," if you wish to use classes for divisions and or departments.
21. Select "Enter the bills first and then enter the payment later."
22. You may now choose to leave the Easy Set-up Interview.
16.16.2.5 Step 5. Locate your default QuickBooks Company
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 locate your company’s existing QuickBooks .qbw file or your company’s new QuickBooks .qbw file that you created in step 4. All your invoices and receivers will be exported to this QuickBooks file.
Minimize your pc/MRP window.
16.16.2.6 Step 6. Test the service connection from pc/MRP to QuickBooks
Restore your pc/MRP Window and follow the steps listed below to fully connect pc/MRP to QuickBooks.
1. Open the copy of QuickBooks that resides on your computer.
2. Open your company’s .QBW file (File and Open)
3. Make sure no other users are using that QBW file.
4. Set your local copy of QuickBooks to Single User mode by selecting “File” and “Switch to Single User Mode” within QuickBooks.
5. Make sure you are logged on as the Administrator by selecting “Company” and “Setup Users” from within QuickBooks
6. Now press the “Test Connection” button from within pc/MRP to establish and verify pc/MRP’s service connection to QuickBooks.
If the company .qbw file is open in QuickBooks, your location file in pc/MRP references that same file, and this is the first time you are trying to establish a permanent connection between QuickBooks and this company .qbw file, you will get a prompt asking, “Do you wish to allow pc/MRP to access QuickBooks?” Select “Yes Always”
.
A pc/MRP message will inform you “You now have a good service connection to QuickBooks”.
When actually transferring data you do not need to open QuickBooks. However, no other users should be using QuickBooks when transferring receivers or invoices.
Minimize your pc/MRP window
16.16.2.7 Step 7. Configure QuickBooks to allow pc/MRP to log in automatically
Restore your QuickBooks window
Select “Edit”, “Preferences” and use the left scroll bar to select “Integrated Applications”
Select the “Company Preferences Tab”
pc/MRP should be displayed as an application with the “Allow user access” column checked as shown above.
Click the “Properties” button and select the “Access Rights” tab.
Check the “Allow this application to access this company file” and the “Allow this application to log in automatically” check boxes
Click OK twice and exit QuickBooks.
In the above instructions, pc/MRP will log in as the QuickBooks Administrator. If you are running a multi-user copy of QuickBooks, you may want pc/MRP to log in under its own user name, as QuickBooks will not allow pc/MRP to log in, if the administrator is already logged into QuickBooks. To force pc/MRP to log in under its own user name follow the instructions listed below.
Go into QuickBooks and select Company, Set up Users, Press Cancel (no need to change the administrator’s name and password), and Add User. Enter PcmrpProgram as the User Name. Enter a Password and click Next. Select All areas of QuickBooks. Now that a new user has been added to QuickBooks, return to the screen shown above and click the Properties Button. Make sure the Allow this application to login automatically check box is checked and select PcmrpProgram from the Login Drop Down List Box.
16.16.2.8 Step 8. Import QuickBooks Item List into pc/MRP
If QuickBooks does not have your parts list, You are done with this step. pc/MRP will automatically export part(s) the first time they are included on an invoice or receiver exported from pc/MRP to QuickBooks.
If both QuickBooks and pc/MRP have part numbers, edit each part number in pc/MRP, press the QuickBooks tab, and enter the QuickBooks “Item Name/Number” into the “Inventory ID” field. If the QuickBooks item is a sub-item of another item, enter the QuickBooks Parent Item plus a colon plus the “Item Name/Number” into the “Inventory ID” field. Make sure the asset, COGS, and income accounts are the same as those in QuickBooks (clicking the down arrow in the list box will bring up valid QB accounts).
If Quick Books has your parts list and pc/MRP does not, and you want to import your partnumbers from QuickBooks into pc/MRP, import the QuickBooks Items into pc/MRP as per the following instructions:
· Make sure pc/MRP’s part number size is set to 15 characters
· Please note that items classified as “Other”, “Discount”, “Tax”, and “Inactive” types will not be imported.
· Edit each item in QuickBooks such that no item's "Item Name/Number" field contains a name/number greater than 15 characters. pc/MRP imports the "Item Name/Number" field into pc/MRP's part number field. pc/MRP imports the Parent Item plus a ":" plus the "Item Name/Number" field into pc/MRP's "Inventory ID" field (QbPartID).
· Start up pc/MRP, select Optional, select QuickBooks, select Set Default Settings, and click on the Import QuickBooks Parts button as shown below.
· Each part’s pc/MRP part number field will be populated by its QuickBooks name field.
· Each part’s pc/MRPs QB_PartID field will be populated by its QuickBooks FullName field ; ‘(MRP)’ is not added at this time.
· Each part’s pc/MRP Income Account Field will be populated by the account in its QuickBooks Income Account Name Field. If the Income Account Name Field is empty, pc/MRP will use the account in the QuickBooks Account Name Field.
· Each part’s pc/MRP Asset/Expense Account Field will be populated by the account in its QuickBooks Asset Account Name Field. If the Asset Account Name Field is empty, pc/MRP will use the account in the QuickBooks Account Name Field.
· If the item being imported is a service item and pc/MRP detects an account in its QuickBooks Expense Account Name Field or its Account Name Field, pc/MRP will import it as an outside labor item (since it can be purchased). Otherwise, pc/MRP will import the item as an inside labor item (a service item that can be sold).
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."
Additional Notes on pc/MRP’s Inventory ID (QBPartId) Field:
pc/MRP automatically populates the QBPartID Field with pc/MRP’s part number when:
Updating pc/MRP versions 7.60 and lower to 7.70 and higher.
Importing part numbers form another file using Settings and Utilities Option 40.
Entering a new part number (even if QuickBooks Option has not been activated).
When exporting invoices and receivers, Pc/MRP will create a new part with the extension of (MRP) if it the part already exists in QuickBooks as a different item type. This allows pc/MRP to re-export the part back to QuickBooks as a Non-Inventory part. The new part number with the extension of ‘(MRP)’ must be classified as a non-inventory part to allow pc/MRP to control costing.
16.16.2.9 Step 9. 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, and Cost Roll Up).
16.16.2.10 Step 10. Import QuickBooks Address List into pc/MRP
If QuickBooks doesn't have your addresses, you are done with this step, pc/MRP will automatically export the customer and vendor addresses the first time they are included on an invoice or receiver exported from pc/MRP to QuickBooks.
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.
Enter the QuickBooks address name into the ID Field. 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 pc/MRP and select Optional, QuickBooks Export, Set Default Settings, and click on the Import QuickBooks Addresses Button as shown below.
In the future, enter new customer and vendor addresses into pc/MRP only; pc/MRP will export the addresses to QuickBooks as necessary.
16.16.2.11 Step 11. Setup Sales Taxes
· If you collect sales tax for a single tax entity, skip to step 12
· If you collect sales tax for multiple tax entities (counties or states), skip to step 13
· If you do not collect sales tax, follow the instructions below:
· Restore your pc/MRP window
Click on the No radio button.
You are done with sales tax; skip to step 14.
16.16.2.12 Step 12. Setup Sales Taxes (sales taxes are collected for a single tax entity)
Restore your pc/MRP window
Click on the Yes “Do you Charge Sales Tax” radio button.
Click on the “Single tax entity” radio 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
You are done with sales tax; skip to step 12.
16.16.2.13 Step 13. Setup Sales Taxes (sales taxes are collected for multiple tax entities)
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 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 the ellipsis button 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,
Also note that when an invoice is exported to QuickBooks, pc/MRP checks to see if QuickBooks has a Sales Tax Item with the same name as pc/MRP’s Tax Code. If QuickBooks does not have a Sales Tax Item Name that matches pc/MRP’s Tax Code, pc/MRP inserts a new Sales Tax Item Name with the Tax Code as the Sales Tax Item Name in QuickBooks. This means that if you already have a Sales Tax Item in QuickBooks, you can change the Sales Tax Item Name to match pc/MRP’s Tax Code if you do not want to end up with two different Sales Tax Item Names for the same Sales Tax Entity.
16.16.2.14 Step 14. Enter 11 base chart of accounts into QuickBooks
If you have already established a chart of accounts in QuickBooks and your copy of QuickBooks has equivalent accounts for the 11 accounts shown below, move on to the next step.
If your copy of QuickBooks does not contain a chart of accounts or is missing one or more of the accounts shown below, you must create the accounts shown below. To add these accounts to your QuickBooks chart of accounts, start QuickBooks, select “Accounts”, and “New”.
The account types must match the account types shown below.
Base Account Account Type
Accounts Receivable Accounts Receivable
Business Income Income
Inventory Asset Other Current Asset
Sales Tax Liability Other Current Liability
Cost of Goods Sold Cost of Goods Sold
Freight Income Income
Sales Discount Income
Overhead Expense Other Expense
Gross Wage Expense Expense
Accounts Payable Accounts Payable
Freight Expense Expense
Operating Expenses Expense
After entering these
accounts into QuickBooks, the next step (step 13), will require you to enter
these accounts into pc/MRP as your default base chart of accounts for
QuickBooks. If a part being invoiced or received does not contain
its own asset, income, or COGS account, pc/MRP will debit and credit the
default accounts listed above.
16.16.2.15
Step 15. Enter the QuickBooks default chart of accounts into pc/MRP
Select “Options”, “QuickBooks”, “Set QuickBooks Exporter Default Settings” and press the “Set-up Default Account Numbers” button to display the screen shown below. pc/MRP will display a drop down list of all legal account and account types that could be used for that particular account.
pc/MRP will automatically debit and credit the above QuickBooks accounts (provided the part being invoiced or received does not contain its own account numbers) when you export invoices and receivers into QuickBooks. An account must be selected for each account category.
16.16.2.16 Step 16. Enter unique chart of accounts numbers into pc/MRP partnumbers
If you do not wish to enter unique chart of account numbers for individual pc/MRP part numbers skip this step
If you wish to assign unique chart of account numbers to one or more pc/MRP part numbers follow the steps below.
To give a part or assembly number a unique account number, start pc/MRP, select Modules, select Inventory, select Edit, select the part number, select the QuickBooks tab, select the Asset, COGS, and or Income account numbers you wish to associate with this part number.
The drop down list boxes contain valid QuickBooks account numbers. Please note that these account numbers must exist in QuickBooks prior to running this option.
If the part is a component part that you sell or goes into an assembly that you sell, select an asset account in the Asset/Expense Account Field. If it is not for resale, such as an office supply or shop supply, select an expense account.
If the part is an outside labor part and it has been added to a BOM, select an inventory asset account for the Asset/Expense Account Field. If the outside labor part has not been added to a BOM, select an expense or COGs account for the Asset/Expense Account Field.
16.16.2.17 Step 17. 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, go to the
QuickBooks Default Settings screen, check the Use Divisions for QuickBooks Classes
checkbox and click 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 div field in the invoice or receiver is not empty and the use div checkbox is checked
Case the Division is not found in the above pc/MRP table (Qbclass)
Write an error message and do not export the invoices or receivers
Case the Class is not found in QuickBooks (QbClasses)
Insert the class into QuickBooks
16.16.2.18 Step 18. Run
If there are no invoices in pc/MRP and you have been entering invoices into QuickBooks, continue to step 21.
If you are starting out for the first time with both pc/MRP and QuickBooks, continue to step 21.
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 (without the payment).
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 have not closed 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 to display the Invoice Closer
screen shown below.
This screen does not export invoices to QuickBooks. It allows you to set up the invoices (AR) for the initial export into QuickBooks.
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 the complete check box for all paid invoices and credit memos until the AR with Credit Memo Total is correct. If you check an invoice as complete, the entire invoice will be marked as complete by inserting a capital Y into the complete field of every line item for that invoice. This reduces the AR amount by the entire amount of the invoice (unless the amount due - amount paid equals 0). Invoices marked as complete will never be exported to QuickBooks.
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 change the invoice complete fields as per the changes you made with the closer. All invoices that are not marked as complete and have a batch number of 0 will be exported in the next step.
16.16.2.19 Step 19. Export pc/MRP Open Invoices
(AR)
To export all open invoices, sales tax
entities, divisions/classes, related part numbers, related vendors, and
customers that are not in QuickBooks from pc/MRP, start 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’s accounting module uses the complete field to indicate an invoice has been paid in full). pc/MRP will not re-export an exported invoice since it will have a batch number greater than 0 after it is exported.
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). Partial payments and credit memos will not be exported.
Once pc/MRP has completed the export, it will 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. . Enter the credit memos and partial payments by hand into QuickBooks. The total amount 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)
If you get an exceeded credit limit in pc/MRP error message, temporarily raise the customer’s credit limit in pc/MRP and export again. If the error message indicates the customer’s credit limit was exceeded from QuickBooks, temporarily raise the credit limit in QuickBooks and export again.
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.
16.16.2.20 Step 20. 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 23.
If you are starting out for the first time with both pc/MRP and QuickBooks, do not run this step and continue to step 23.
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 with vendor invoice
numbers. into QuickBooks. Only receivers that
are not marked complete and have a vendor invoice number will be exported and
included in the AP w Debit Memos Total. This screen will display
the first vendor invoice number it finds in a receiver. If you enter a
vendor invoice number into a receiver or it already has a vendor invoice
number, every line item on that receiver will be populated with that vendor
invoice number when you press the OK button.
This screen does not export the open receivers into QuickBooks. It allows you to set up the receivers for the initial 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 with vendor invoice numbers.
· If one or more line items in a 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. They will be returned to original state after the export if you did not specify that exported receivers be marked as complete, (if amount paid - amount due >= 0 replace complete with "Y")
Scroll the receivers and check the complete check box for all paid receivers and debit memos and add the vendor invoice number to all receivers that you wish to export, until the AP with Debit Memo Total is correct.
If you check a receiver as complete, the entire receiver will be marked as complete by inserting a capital Y into the complete field of every line item on that receiver. This reduces the AP amount by the entire amount of the receiver (unless the amount due - amount paid equals 0). Receivers marked as complete will never be exported to QuickBooks.
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.
16.16.2.21 Step 21. Export pc/MRP Open Receivers (AP)
To export all open receivers, sales tax entities, divisions/classes, related
part numbers, and related vendors that are not in QuickBooks, start 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 with a batch number of 0 (zero), are not complete (complete # Y), and have a vendor invoice number in at least one line items will be exported. Debit memos and partial payments will not be exported...
Once the export has been completed, pc/MRP will 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. Enter the debit memos and partial payments by hand into QuickBooks. The total amount 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)
pc/MRP receiver numbers will have a suffix of R and will be listed in QuickBooks Memo column. Vendor invoice numbers appear under QuickBooks Number column.
In the future:
· Use pc/MRP to enter all receivers, add vendor invoice number to the first line item of the receiver, and export them to QuickBooks once a day.
· Use QuickBooks to enter all vendor payments and debit memos.
16.16.2.22 Step 22. 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
- 16.16.2.23), you can export invoices from pc/MRP into QuickBooks on a daily
basis. Before exporting, make a backup of the pc/MRP
database files and your QuickBooks .qbw file as per section
16.16.2.1. 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 receive payment for them.
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). Credit memos and partial payments will not be exported.
pc/MRP invoice numbers will have a prefix of V and will be listed in QuickBooks Number column. The V prefix is intended to help identify invoices imported from pc/MRP.
The export will insert all customers, part numbers, classes, account numbers, etc related to the exported invoices into QuickBooks, if QuickBooks does not contain those items. If QuickBooks contains those items, the export will not update the items.
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 a part exists in QuickBooks as an inventory part, the first time it is included in an invoice or receiver, pc/MRP will add that part back into QuickBooks as a non-inventory with a suffix of “(MRP)” and its inventory asset account appearing in the part’s expense account field.