Accounting Export Utility Overview

1. Add New: This button will help you add a new "Create Accounting Export Configuration" to the system.
   
2. Edit: This button will edit the existing "Create Accounting Export Configuration."
3. Delete: This button will delete the existing "Create Accounting Export Configuration."

1. Adding a New Accounting Export Configuration

1. Click the “Add New” button highlighted in Figure A above to add a new "Accounting Export Configuration." See Figure A.
2. The form highlighted in Figure B will appear on your screen.
   

                                                                                             Figure B

1. Name: Give a name to the new Account Export Configuration so that it gets uniquely identified.
   
2. Account Name: Select your company name from this drop-down list. You will see more than one account name in the drop-down list, but only if you have a software license for multiple companies.
3. Locations: Select the locations from the drop-down list for which you wish to export.
   
4. Export Type: "Export Configuration" can be exported for two types: Invoice GL (General Ledger) Export & General Ledger Export.

2. Fields Available: This is the area where multiple fields are available that you can select for exporting. For the selection of the fields, you have to drag and drop the fields.               
   

                                                                              Figure C           

4. Exporter Fields: This area displays the selected fields from "Fields Available."
   

1. Export Preview: This area of the screen displays the preview for the account export with the selected fields and separate them as columns.
   

Options Button:

1. Include Department Sales: This is a checkbox, and when checked, it includes department sales in the Accounting Export.

1. Deduct Buydown From Sales: This is a checkbox that, when checked, deducts and displays department sales in the Amount column.
   

1. Deduct Discount From Sales: This is a checkbox that, when checked, deducts discounts and displays department sales in the Amount column. See Figure D.
   

1. Department Sales Label: Here, the label for Department Sales Tax is set for the Description column.

                                                                             Figure D2

                                                                                 Figure D3

1. Include Excise Sales Tax: This is a checkbox that, when checked, includes the Excise Sales Tax in the Accounting Export.

                                                                                   Figure D5

1. Include Department COGS: This is a checkbox that, when checked, includes the Department COGS (Cost of Goods Sold) value in the Accounting Export.
2. Deduct COGS Buydown: This is a checkbox that, when checked, deducts the Department COGS Buydown value and displays it in the Amount column. 

1. Department COGS Label: Here, the label for Department COGS is set for the Description column.

1. Account Number Config: The accounting code for Excise Sales Tax is mentioned in the Account Number column.     

1. Department COGS Memo Label: Here, the description for the Excise Sales Tax memo is set for the Memo column.        

The mapping of changes and their reflection can be seen in Figure D8.

                                                                                      Figure D8

1. Include Department COGS - Pay Outs: This is a checkbox that, when checked, includes the Department COGS (Cost of Goods Sold) - Pay Outs in the Accounting Export. 

1. Department COGS - Pay Outs Label: Here, the label for Department COGS - Pay Outs is set for the Description column.

1. Account Number Config: The accounting code for Department COGS - Pay Outs is mentioned in the Account Number column. 
   

1. Department COGS - Pay Outs Memo Label: Here, the description for the Department COGS - Pay Outs memo is set for the Memo column.     
   

The mapping of changes and their reflection can be seen in Figure D9.

                                                                                                Figure D9

5. Department Returns: Department Returns are returns for open departments, grouped by the department accounting code.

1. Include Dept Returns: This is a checkbox, and when checked, it will include Department Returns in the Accounting Export.

1. Department Return Label: Here, the label for Department Returns is set for the Description column.

1. Account Number Config: The accounting code for Department Returns is mentioned in the Account Number column.  

1. Department Return Memo Label: Here, the description for the Department Returns memo is set for the Memo column.   

The mapping of changes and their reflection can be seen in Figure D10. 

1. Include Dept Inventory: This is a checkbox, and when checked, it will include Department Inventory in the Accounting Export.

The mapping of changes and their reflection can be seen in Figure D11.

                                                                          Figure D11

1. Include Sales Tax: This is a checkbox, and when checked, it will include Department Inventory in the Accounting Export.

1. Sales Tax Label: Here, the label for Sales Tax is set for the Description column.

1. Account Number Config: The accounting code for the Sales Tax is mentioned in the Account Number column. 

1. Sales Tax Memo Label: Here, the description for the Sales Tax memo is set for the Memo column.   

1. Include Tenders: This is a checkbox, and when checked, it will include Tenders in the Accounting Export.
2. Group By Shift: This is a checkbox that, when checked, will group the Tenders by shift.
3. Add Payouts Into Cash Tender Calculation: This checkbox, when checked, Add Payouts into Cash Tender in the Amount column.

                                                                                                                                                                                                                                   Figure D13

1. Include CC Fee: This is a checkbox, and when checked, it will include CC Fee in the Accounting Export.

1. CC Fee Label: Here, the label for CC Fees is set for the Description column.

1. Account Number Config: The accounting code for CC Fees is mentioned in the Account Number column. 

1. CC Fee Memo Label: Here, the description for the CC Fee memo is set for the Memo column.   

                                                                                 Figure D14

1. Include Discounts: This is a checkbox, and when checked, it will include Discounts (the ones that are added while defining the item) in the Accounting Export.

1. Include Manual Discounts: This is a checkbox that, when checked, will include Discounts (discounts that can be added to a subscription without pre-defining them) in the Accounting Export.

                                                                            Figure D16 

1. Include Buydowns: This is a checkbox, and when checked, it will include Buydowns in the Accounting Export.
   

                                                                         Figure D17

1. Include Pay Ins: This is a checkbox, and when checked, it will include Pay Ins in the Accounting Export.

1. Include Pay Outs: This is a checkbox, and when checked, it will include Pay Outs in the Accounting Export.

                                                                            Figure D19

1. Include Pay In/Out Grouped: This is a checkbox, and when checked, it will include Pay In/Outs in the Accounting Export.

1. Include Change Bank: This is a checkbox, and when checked, it will include the Change Bank in the Accounting Export.

1. Include Cash Deposits: This is a checkbox, and when checked, it will include Cash Deposits in the Accounting Export.
   

2. Subtract Till Amount from Daily Deposit: This is a checkbox that, when checked, will subtract Till Amount from Cash Deposits and display it in the Amount column.
   

3. Subtract Change Bank from Daily Deposit: This is a checkbox, and when checked, it will Change Bank Amount from Cash Deposits and display it in the Amount column.
   

                                                                              Figure D22

1. Include Shift Cash Deposits: This is a checkbox, and when checked, it will include Cash Deposits - Shift in the Accounting Export.
   

2. Use Total Deposit Amount from Shift: This is a checkbox, and when checked, it will include Cash Deposits - Shift in the Amount column.
   

                                                                        Figure D23

1. Include Transfers: This is a checkbox, and when checked, it will include Transfers in the Accounting Export.

1. Reverse Transfers: Reverse Transfers code is used to switch the credit and debit on transfers based on how you wish to export. If normally transfer shows on the credit side and offset on the debit side, it will actually reverse these to opposite sides. If checked, this will include Reverse Transfers in the Accounting Export.

1. Transfer GL Code/Hold: Holding code is used for a transfer that is not fully implemented, meaning "From" is applied but the "To" is not and is pending. An accounting entry should show that hold added and will be removed later when the location is applied in a future export.

                                                                          Figure D24

1. Include Shrinks/Adjustments: This is a checkbox, and when checked, it will include Transfers in the Accounting Export.

                                                                                                                                                                                                                                                Figure D25

Accounting Codes

The offset codes (for required fields) are defined dynamically if there's any discrepancy in the amount with respect to the adjacent accounting code. 

                                                                               Figure D26

1. Undistributed account is basically used to help balance credit and debit. Usually, credit side of export should be same exact value as debit side. They should balance. If one side is off, undistributed account will fill in the missing value + or – to make sure that it is balanced. If credit is $200 below debit, then credit will get undistributed added to credit side. This is indication of setup issue or some problem somewhere, but usually allows user to bring into the accounting system. Accounting systems will compare balance on left and right (credit, debit) before importing.

1. Include Undistributed Account: This is a checkbox, and when checked, it will include the Undistributed Account in the Accounting Export.
2. Undistributed Account Number: This is a checkbox, and when checked, it will include the Undistributed Account in the Accounting Export.
3. Undistributed Account Label: Here, the label for the Undistributed Account is set for the Description column.
4. Undistributed Account Memo Label: Here, the description for Undistributed Account memo is set for the Memo column. 

Invoice GL Setup

                                                                                   Figure E

1. Invoice # Configuration: Invoice number configuration affects the invoice number column in the invoice GL Export.
   

                                                                                 Figure E1

 Surcharge Configuration: 

1. Surcharge Description: Here, it displays the surcharge as a field label in the Description field. 
   

                                                                  Figure E2

2. Surcharge Account Number Configuration: The accounting code for the Surcharge Account Number is mentioned in the Raw Account Number column. 

1. Misc Fee Configuration:
   

1. Misc Fee Description: Here, it displays the misc fee as a field label in the Description field. 
   
2. Misc Fee Account Number Configuration: The accounting code for the misc fee account number is mentioned in the Raw Account Number column. 

1. Excise Tax Description: Here, it displays the misc fee as a field label in the Description field. 
2. Excise Account Number Configuration: The accounting code for the excise account number is mentioned in the Raw Account Number column. 
3. Excise Offset Account Number Configuration: The accounting code for the Excise Offset Account Offset is mentioned in the Account Number column. 

1. Include Buydowns: This is a checkbox that, when checked, includes buydowns.

1. Buydown Description: Here, it displays the buydown description as a field label in the Description field. 
2. Buydown Receivable Account Number Configuration: The accounting code for the excise account number is mentioned in the Buydown Receivable Account Number column. 
3. Buydown Misc Account Number Configuration: The accounting code for the Buydown Misc Account Number is mentioned in the Account Number column. 

1. Use Applied Date Instead of Received: This is a checkbox that, when checked, uses "applied" date instead of "recieved."
   
2. Quickbooks Accounts for Item Account: Choose an account from the attached drop-down list of Quickbook accounts for items.
   
3. Quickbooks Accounts for Surcharge Account: Choose an account from the attached drop-down list of Quickbook accounts for surcharge accounts.
   
4. Quickbooks Accounts for Buydown Account: Choose an account from the attached drop-down list of Quickbook accounts for surcharge accounts.

                                                                  Figure F

2. Editing the Accounting Export Configuration

Follow the steps mentioned below to edit the "Accounting Export Configuration"

1. Click the “Edit” button highlighted in Figure A above to edit the existing. See Figure A.
2. The form highlighted in Figure C will appear on your screen.
   

                                                                                   Figure G

                                           Figure H

4. Generating the General Ledger Accounting Export 

1. Fill in the fields with Name, Account Name, and Location(s).
   

2. Select, drag, and drop fields from fields available to exporter fields.
   

3. Click on the "Save & Close" button to save the changes made.

                                                                                      Figure I

1. Start Date: This textbox lets you choose the start date of the desired date range.
   
2. End Date: This textbox lets you choose the end date of the desired date range.
3. After Midnight: This is a checkbox; when checked; it lets you choose the time from which you wish to start the export for that start date.                                                

4. Choose Export Format: This field lets you choose the export format in which you wish to export the sales information, as highlighted in the Figure K.
   

                                                Figure K

5. Choose Export Format: This field lets you choose the export format in which you wish to export the sales information in the highlighted Figure L.

                                               Figure L

6. Include Header: This toggle will include the header of the exporter fields on top of the account export.
   
7. Download File: This button will generate the general ledger export in the selected format.
   

                                               Figure M

5. Schedule Export

Follow the steps mentioned below to schedule an Accounting Export Configuration:

1. Click the “Schedule Export" button highlighted in Figure O above to schedule an "Accounting Export Configuration." 
   

                                                                              Figure O

                                           Figure O1

1) Replace Existing Export: This button will replace the existing scheduled export. From the existing scheduled export, you can search by entering the name of the scheduled accounting report that you wish to replace, as highlighted in Figure O2.

                                  Figure O1

2) Create New Scheduled Export: This button lets you schedule a new accounting export.

                                                        Figure O2

Fill in all the required fields as described below:

1. Name: Enter the name of the accounting export that you wish to schedule.
   
2. Run Time: This is the time for which you wish to schedule the export.
   
3. Export Type: This field lets you choose the export format in which you wish to export the sales information, as highlighted in the Figure O3.
   

                                                    Figure O3

4. Choose Export Format: This field lets you choose the export format in which you wish to export the sales information in the highlighted Figure O4.
   

                                                    Figure O4

5. Delivery Method: This is a delivery method by which you can send the scheduled export.
   

                                                            Figure O5

1. Email: With this method, the user can deliver the account data to a given email address.
   
2. FTP: The account data can be exported over an FTP connection, depending on the choice of selection.
3. SFTP: The account data can be exported over an SFTP connection if this option is chosen.

                                                     Figure O6

7. Include Header: This is a toggle. If it is set to YES, it will include the header of the fields in the accounting export file.
   

1. Click on the "Schedule Export" button to schedule an accounting export.