Billing Export. Michelle Schave MicroNet, Inc. ChamberMaster is a service of MicroNet, Inc. micronetonline.com chambermaster.com

Transcription

1 Billing Export Michelle Schave MicroNet, Inc. ChamberMaster is a service of MicroNet, Inc. micronetonline.com chambermaster.com

2 Our session includes... Export Journal Entry Information to accounting software Detailed Instructions and tips Advantages with using Native Billing Downloads in Help/Info ½ hour 45 minutes

3 Please remember... Please ask questions throughout! Send questions, comments, feedback on the GotoWebinar Questions area anytime Q&A time at the end If you are connected via voice line, you ll be able to ask question verbally Click Raise Hand; wait to be recognized; ask question; all participants will hear question May also converse privately through Q&A in Questions area

4 Online Instructions Available Help/Info->ChamberMaster Billing->Quickbooks, Peachtree, or Other Export Recorded version of this webinar Help/Info->Videos, Webinars, and Other Resources->Webinars-Recorded Sessions->ChamberMaster Training Webinars

5 Journal Entry Export options Accrual vs. Cash Basis The majority of users will choose one or the other method. Verify with your accountant Detail vs. Summary Quickbooks and Peachtree users are able to import the detail journal entry export into their software or manually record the summary entry All other accounting software users are required to do a manual entry of the journal information (summary entry recommended)

6 Detail Export Billing->Reports->Executive->Journal Entry Export choose Detail View Choose appropriate date range for transactions that need to be exported Be sure to choose the correct format Select the Deposit tracking method preferred Verify that Save Export Batch is selected.

7 Summary Export Billing->Reports->Executive->Journal Entry Export choose Summary View Choose appropriate date range for transactions that need to be included in the report Select whether or not Deposit information should be included Entry is then manually entered into your accounting software

8 Import detail into Quickbooks File, Utilities, Import, IIF Files Must be logged in as Administrator and in Single User Mode

9 Import detail into Peachtree File, Select Import/Export

10 Testing it out Create sample entries in database Invoice Payment Receipt Test a detail export and import Billing export: Billing->Reports->Executive->Journal Entry Export QB Import: File, Utilities, Import, IIF Files PT Import: File, Select Import/Export Delete sample transactions in database & QB or PT QB: Company, Make General Journal Entries locate transactions and click Edit, Delete General Journal Entry PT: Edit, Find Transactions change transaction type to General Journal, click Find and then locate transaction. Once located double-click and then choose Delete

11 Notes All setup pieces should be completed prior to using the Journal Entry Export see Intro to Billing for instructions All detail should be viewed in database Accounting software is just the numbers location Reports and Member contact information is stored and viewed in database Do not change already existing transactions Utilize write-offs, credits or discounts Create new invoice transactions If changes need to be made then the change needs to be manually done in the accounting software, as a new/updated journal entry will not be created. A manual re-export can be done, but the original journal entry would need to be deleted from the accounting software as well.

12 Notes (cont d) If using the Summary View set up a generic customer to track A/R entries under (QB only) QB users that would still like to rely on the Customer & Receivable reports must apply payment to the open invoice Go to Customer Center, find customer, choose New Transaction, Receive Payment, Discounts & Credits Customer Name list must be updated manually when using the detail export (QB users only) Run a Member Update Activity report in database and check for Company Name changes.

13 Notes (cont d) If importing transactions be sure that Chart of Account changes are made in both the database and accounting software Unmatched Chart of Account items will create new Chart of Account records (QB users Only), or will prevent the journal entry from importing (PT users Only) Transaction date in database is the date of the Journal Entry when using Detail Export

14 Error during importing If there is an error when importing, cancel the import Quickbooks users Click OK on the initial message Cancel the 2 nd message this stops the import Journal entries up to this point will have been successful Go to Reports->Accountant & Taxes->Journal and then compare with the saved Export batch in the database Correct the failed transaction and rerun the export batch selecting the failed transaction and all subsequent entries Peachtree users Click Cancel on the message Journal entries up to this point will have been successful Go to Reports & Forms->General Ledger->General Journal Correct the failed transaction and rerun the export batch selecting the failed transaction and all subsequent entries

15 Advantages with Native Billing Member balance information always up-to-date Members see a list of open invoices when logging in with their credentials Credit cards may be processed within the database Integrated Letters and reports are available Approve and record payment for membership applications

16 Questions or Assistance? Click Request Support