Club DUES: Accounting Module Export Guide Document Version: 1.1 Date: August 2011

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1 Club DUES: Accounting Module Export Guide Document Version: 1.1 Date: August 2011 Prepared By Mark Landmann Phone:

2 1. Exporting The purpose of exporting accounts is to assist your club with taxes, as well as take a snapshot of your club s accounts to help balance your budget. As stated before, while there are elements of DaCdb s system that function as a general purpose accounting system, it is not a full-featured accounting system such as QuickBooks. Clubs may want to consider utilizing a third-party package, such as Quicken or QuickBooks to augment the capabilities of this system. We currently support export formats to: Excel CSV (Comma Separated Value) Quicken QuickBooks 1.1 Export Setup By default, NO account is setup for exporting. Depending on the type of export you want to do, you may need to enable one or more accounts for exporting. We will discuss why this is the situation a bit later in this document. Setting the export configuration is a one-time activity, and can be modified at any time. To enable an account for export, first select the sub-menu item Chart-of-Accounts hyperlink under the Dues tab. Then, for each account that you want to enable for export, you must edit the Account, and set the export flag to yes. You may enable exporting for any number of accounts. Typically you will want to export from your Bank Account and Member Dues Receivable. Check that Posting is Yes and Active is Yes too. Posting allows for the account to be posted from the invoice module to the accounting module (which you definitely want to balance your books!). Active allows for the account to have new information be added to it. By default, the Account Code number (internal system-assigned ID) will be used to identify the Genera Ledger (GL) Account on export. GL-Accounts are sorted by this value (not alphabetically by name). Infusion Group, LLC. and Simply the Best, Inc Page 1 of 7

3 If desired, an optional value can be entered into the External Account field to help you know or identify the account after it is exported. However, this field is currently not used by the export process. 1.2 Export To export an account, click on the Export button from the Chart-of-Accounts page after desired accounts have been edited to enable exporting. This will start the export dialog. Note: ALL accounts enabled will export at once. You will, in a moment have the option to choose which of the enabled accounts you wish to actually export if you don t need all of them exported at this time. Clicking on the Export button will bring up the following page. You will notice near the top of the screen the format the account will be exported. To change this, go into the Setup hyperlink under the Dues tab. In Setup, go to the Configure tab and scroll down to the Invoice, Statement and Print Formats section. Find the Export Format and make your selection from the drop-down menu Export since last Export time stamp So that information is not duplicated, using the Export since last Export time stamp is the safest / simplest option. The system remembers the timestamp of the last export for each account, and will only pull data since that point in time. Infusion Group, LLC. and Simply the Best, Inc Page 2 of 7

4 1.2.2 Export ALL data This option will export ALL data entered into the account since your club began using this system. This can become a LOT of information as the years go by, but a good feature in case your club is audited Export custom date Data can be extracted for Export between a user defined custom to/from date. By default, the To Date (end date) is the current date. Either date can be adjusted to meet specific user requirements. 1.3 CSV Export The simplest of all exports is the CSV (comma-separated-value) export. All the selected accounts are downloaded at once, into one file. The file is downloaded to Export.txt, and you should find a dialog box that opens that gives you the option to save to a file or open. If you select Open, depending on what the TXT file type is mapped to on your system, the appropriate application will be invoked. Below we show the Notepad, being open when the Export.txt file is down loaded. Infusion Group, LLC. and Simply the Best, Inc Page 3 of 7

5 1.4 Excel Export The simplest of all exports is the Excel export. The Excel export allows any account to be exported to Excel. Each account is written to a separate tab within one Excel file. Infusion Group, LLC. and Simply the Best, Inc Page 4 of 7

6 1.5 QuickBooks Export Exporting data to QuickBooks is fairly simple, but the setup can be time consuming. The approach you would take to setup the export process depends on whether you have a Company already setup in QuickBooks or not. If are using QuickBooks for your club accounting for the first time, the setup is much simpler. We cannot say this enough times: When doing imports, frequently SAVE your QuickBook company. This way you always have a place to go back to if the import fails for some reason Step #1 Download Chart of Accounts For the exports to work, the Chart-of-Accounts defined in DaCdb must match the Chart-of- Accounts in QuickBooks. Unfortunately, this is by account name not using an account code. So for example, if you set up a bank account in DaCdb First Bank of My City, then you must set up a bank in QuickBooks named exactly the same = First Bank of My City and not something like 1 st Bank of MyCity. The account names must be exact character for character space for space. So, if you are not currently using QuickBooks, this becomes a simple task. First, make sure all the accounts are set up and named correctly in DaCdb. Then, simply extract the Chart-of-Accounts, and import that into QuickBooks. QuickBooks will build the GL-Accounts using the same name as in DaCdb. If you currently have GL-Accounts defined, then you follow the same process but, you will find that there will be several new accounts created in QuickBooks because the name is not the same. In all of those cases, you must restore your QuickBook company, fix the name in either DaCdb or QuickBooks so the account name is the same, and repeat the extract and import. Repeat this process as many times as needed so that there are no new accounts created. This is a one time operation Step #2 Download the Customers QuickBook customers are your members. Again it is a similar process. If you are using QB for the first time, simply extract and import your customers. QB will create all the member (customer) files using the extracted information. If you already have your customers defined, again you would extract the DaCdb customers (your members) and load them up in QB looking for duplicates. The customer name must be LastName, FirstName, Middle Name, Suffix. It must match exactly. Repeat the download until no new customer records are created in QB. This operation does not need to be repeated unless the member names or member information has changed Step #3 Set the Export Period Select the Export Period below. By default, the system will select "Export Since Last Export Time Stamp" -- the system remembers the last time exports were run for your data. We recommend you use this. However, if you backup or restore your financials from a prior backup, you may need to override the Export period with a custom date. If you enter a date without a time, the system will pull data from the start of the day (00:00:00). If you enter a time value, specify it as "hh:mm:ss" (in military time) or "hh:mm:ss AM or PM" in standard time. Export since last export time stamp: Export using custom date-time: Infusion Group, LLC. and Simply the Best, Inc Page 5 of 7

7 From Date: 07/01/2011 mm/dd/yyyyy Time: 12:00:00 AM hh:mm:ss Step #4 Set the Export Period Download the transaction data for the Export period that you selected. This operation should be repeated with frequency. Note: Due to a limitation within QuickBooks, member deposits (Deposit Ticket) are entered as Payments. Payments must now be grouped together and deposited into the bank account. This is a manual operation you must perform on the data once the data is imported. Infusion Group, LLC. and Simply the Best, Inc Page 6 of 7