Exporting Order Information for QuickBooks

Distributors – Did you know that you can export your Orders & Invoices to Quickbooks from your DistributorCentral Order System?

This feature eliminates the need for double entry from DC to your QuickBooks system.

Exporting Purchase Orders & Invoices to QuickBooks

Create and Save your QuickBooks Import File:

1. After logging in to your account, click on the Orders tab, and then on the QuickBooks Download link.

2. Choose whether you are going to create an import file for invoices to your customers or purchase orders to your suppliers.

3. Select the dates for which that you would like to download transactions – *Note – please limit your download file to one month of data at a time. Also, note that if you try to import a file into QuickBooks that contains an invoice or purchase order that was contained in a previously imported file, QuickBooks will not import that transaction again.

4. Choose whether or not you intend to print the invoices or purchase orders from QuickBooks. If you have sent your purchase orders or invoices electronically from DistributorCentral, or you have printed a version from DistributorCentral and sent those to your customers or suppliers, you can choose “No” for this question. Otherwise, if you intend to send the invoice or purchase order after importing it into QuickBooks, select “Yes”.

5.If you have specific accounts setup in your QuickBooks file with which you would like to associate the transactions, specify them in the Accounts fields. For invoices, the defaults are ACCOUNTS RECEIVABLE for the accounts receivable account, SALES for the line items, and SALES TAX PAYABLE for the sales tax account. For purchase orders, the defaults are PURCHASE ORDERS for the accounts payable account and SALES INCOME for the line items.

6. Once you are satisfied with your selections, click Submit.

7. When the import file is generated, you can click on the QuickBooks link to view the file, or “right-click” on the link and choose “Save Target As”, choose the appropriate location on your hard drive to save the file (default file names are generally in the format youraccountno_mm_yyyy_InvoicesORPOs_downloaddate.iif (eg. 100006_Feb_2004_Invoices_03-Feb-04.iif).

Import the file into QuickBooks:

1.Once you have saved the import file, open your QuickBooks file, choose File -> Utilities -> Import -> Import IIF Files.

2.Browse to the location on your hard drive where you saved the import file when you downloaded it from DistributorCentral.

3.Once you have found the file, click “Open”.

4.At this point, your data has been imported into QuickBooks. If you choose “yes” for the “Print from QuickBooks” question when you downloaded the file from DistributorCentral, you should see the list of invoices and/or purchase orders to print in your “reminders” list if you have setup your QuickBooks file this way.

5.From this view, you can edit the order, which allows you to can add options, edit pricing, change color choices, etc.
You can now run reports or print your documents from QuickBooks.

Important points to note
-If the Customer or Vendor names exported from DistributorCentral do not match those that have been setup in your QuickBooks file, they will be added to your Customer and Vendor lists as new records.

-The accounts to which the transactions are posted must match those in your QuickBooks setup; if you choose to specify your own account names, please be aware that if those accounts do not exist in your QuickBooks file they will be created.

-Avoid importing duplicate transactions into QuickBooks by deleting your old import files, or moving them to a different location on your hard drive.

-DistributorCentral’s application creates ePSA-compatible purchase orders and invoices; the data included in DistributorCentral’s transactions is significantly more complex than that allowed in a QuickBooks import file. As such, your purchase orders and invoices in QuickBooks will not have the same level of detail as those created by DistributorCentral. As such, we highly recommend using DistributorCentral’s powerful purchase order and invoice tools for your business needs; DistributorCentral cannot be responsible for or support any errors arising from the importing of data into QuickBooks.

-For additional help, hints, or support for QuickBooks please see http://www.quickbooks.com/support/sindex.html.