QuickBooks Setup and Directions for Export

In this article we will go over how to setup Vision and QuickBooks and how to Export customer data.

• Vision Pre-Export Setup
• Sales Tax - QuickBooks
• Export to 3rd Party
• Export to 3rd Party Window
• QuickBooks IMPORT

Vision Pre-Export Setup

Customer NOTE:  The Company name in Vision MUST match the Customer Name in QuickBooks – even a single extra space will cause export to fail.  Audit customer names against your QuickBooks customer names.

Make sure all Vision Customers are setup in QuickBooks before you import.

Keep G/L Accounts in Vision Blank so Export Defaults will go through.

Even a single account (non-blank) will cause export to fail.

Audit customer Accounts.

Do the same for the Post Master.

Sales Tax - QuickBooks

1. Turn on Sales Tax in QuickBooks

2. Set Up Exempt Sales Tax Item

3. At Site (Location), Change DEFAULT Sales Tax to EXEMPT

Create a folder named “Export” on your C drive.

Export to 3rd Party

Export to 3rd Party allows export of division Accounts Receivable or Payroll data for specified time periods to 3rd party applications such as QuickBooks, MS90, etc.

NOTE: Payroll and Billing calculations (Billing>Calculate Billing and Billing>Calculate Payroll) should always be performed prior to data export.

When enabled, selecting Export To 3rd Party from the Tools menu displays the Export window.

1. Divisions:

Each export accommodates a single division, selected from the Divisions area of the window.

2. Export To:

Select Accounts Receivable to export the pre-defined A/R data. The system will automatically export data for any period not previously exported. If desired, click the Reset flags button to select a different time period.

Export to 3rd Party Window

3. Payroll Cycle/Dates:

Select the period of time (Weekly, Bi-Weekly or Date Range) for the report; if weekly or bi-weekly are selected, the Dates area of the window will reflect that selection.

4. Timestamp file:

If desired, the export facility will place date and/or time information in the file name, as specified in the drop-down box selection.

Once exported – file will be AUTOMATICALLY saved to the “Export” file you must have created on your C Drive.

Export to 3rd Party allows export of division Accounts Receivable or Payroll data for specified time periods to 3rd party applications such as QuickBooks, MS90, etc.

QuickBooks IMPORT

Open QuickBooks in Single User Mode

1. Navigate to File  > Utilities > Import > IIF Files.

2.  Navigate to Export Folder, select Export File and Click “Open”

3.  File should import. If file fails, you must examine export file to see what differs from QB’s data for matching purposes.