Posting QuickSell Charges

Transcription

1 A PPENDIX D Posting QuickSell Charges In this Chapter Overview Procedures Reference QuickSell Post Closed Batches General Ledger Import Transactions General Ledger Post QuickSell Changes QuickSell Export File Mapping Appendix D Posting QuickSell Charges 59

2 Overview Procedures This appendix contains information on posting charges from QuickSell 2000 to Blackbaud s General Ledger for Windows 95/NT and General Ledger for DOS. The Post process transfers charges created in QuickSell to your general ledger accounts. When you post from QuickSell, the transactions in the batch are placed into an export file. The export file can be imported into Blackbaud s General Ledger packages. You can limit the transactions in the post file by including only those batches within a specified date range. For a successful posting from QuickSell, post files need to be created using the MYOB Accounting export format. To post QuickSell charges: 1. Select Post Closed Batches from the Journals menu in QuickSell. The following screen appears. 2. Specify the start and end dates. Only those batches closed on or within this date range are included in the post file. 3. In the Filename box, specify the path, and filename of the post file to be created along with a CSV extension (e.g., QSPOST.CSV). Note: If you specify a filename only, the file is placed in the \QS2000\EXE directory. For example, if you type C:\Blackbaud\Database\QSPOST.CSV, the file is placed in the \Blackbaud\Database directory on the C drive. If you type QSPOST.CSV, the file is placed in the \QS2000\EXE directory. 60 Posting QuickSell Charges Appendix D

3 4. Choose MYOB Accounting for the Export Format. 5. Click OK to create the file. The file can then be imported into General Ledger. To import the QuickSell post (export) file into General Ledger for Windows: 1. Open General Ledger for Windows Journal Entry and create a batch. 2. Select File, Import Transactions. The following screen appears. 3. Mark Blackbaud Point of Sale Import File and enter the Import File Name. If you are unsure of the filename, click to access the browse screen and locate the file. 4. Once the filename is entered, click OK. The following screen appears. Appendix D Posting QuickSell Charges 61

4 5. Fill in the Post date; you can enter the date or select from the drop-down list of available fields. Select either the Default reference of POS at <Register#, batch#> or the Custom reference, where you can enter your own. Select the Source code you defined for QuickSell charges in General Ledger. If applicable, select the appropriate Project. 6. Click OK. The transactions become a part of the batch. The batch can now be validated and posted in General Ledger. To import the QuickSell post (export) file into General Ledger for DOS: 1. Open General Ledger for DOS and from the Main Menu screen select General Journal Entry. 2. From the General Journal Entry menu screen, select Import QuickSell Post File. 3. At the prompt, enter the location and filename of the import file along with the.csv extension and press f. 62 Posting QuickSell Charges Appendix D

5 Reference The reference section provides field-by-field information on the posting process. Each reference section displays the available screens for the option along with a table that lists each field, the field type, and the field description. There are four possible field types: Required, Optional, Display, and Button. Note: The information entered on each parameter screen is saved and is available the next time the screen is accessed. QuickSell Post Closed Batches Screen The Post Closed Batches screen is accessed from the Post Closed Batches option from the Journal menu in QuickSell 2000 Manager. From this screen you determine which batches will be included in the export file created when you run the post process by establishing a date range. Only those batches closed within the date range will be posted to the export file. Also, enter the file path and filename and specify MYOB Accounting as the export format. Appendix D Posting QuickSell Charges 63

6 Field Type Description Start date R The start date is the beginning date of a date range you establish to limit the batches included in the post file. For example, to include batches closed in March, enter a beginning date of March 1 and only batches closed on or after March 1 will be included. End date R The end date is the cutoff date of a range you establish to limit the batches included in the post file. For example, with an end date of March 31, only batches closed on or before March 31 will be included. Filename R Name of the QuickSell file to be posted to General Ledger. The export file will be given a CSV extension. By entering the file path you can determine where the file is placed. For example, if you enter C:\Blackbaud\Database\ QSPOST, the file is named QSPOST.CSV and is placed in the \Blackbaud\Database directory on the C drive. If you do not specify a path, the file is placed in the QS2000\EXE directory. Export Format R The MYOB Accounting export format must be selected to successfully post to General Ledger from QuickSell. 64 Posting QuickSell Charges Appendix D

7 General Ledger Import Transactions Screen The Import Transactions option is available from the File menu in the Journal Entry module of General Ledger. To import the export file from Point of Sale, mark the option and enter the Import File Name. Field Type Description Blackbaud Import File O Determines you are importing a file from another Blackbaud package. Blackbaud Point of Sale Import File R Determines you are importing a QuickSell file (file with a CSV extension) containing Point of Sale transactions. Comma- Delimited Text File O Determines you are importing a file from a software program other than a Blackbaud program or QuickSell. Import File Name R Name of the file to be imported into General Ledger. If you are unsure of the name, click to locate the file. Appendix D Posting QuickSell Charges 65

8 General Ledger Post QuickSell Changes Screen The Post QuickSell Changes screen appears once you click OK from the Import Transactions screen. On this screen, enter the Post date for the transactions, and determine the reference associated with the transactions. Also, determine the source for the batch and, if Project, Grants, and Endowment Management is present, the project. Field Type Description Post date R The post date to use in General Ledger. Choose from QuickSell batch close date, and Today s date. Reference R Reference to be attached to the imported transactions in General Ledger. Choose from Default or Custom. If Default is selected, the reference will be POS at <Register #, batch #>. Custom allows you to type in the reference. Source R The Source to use in General Ledger. Choose the source designated for QuickSell charges from all available source codes and descriptions defined in GL. Project O The Project to which you will assign the QuickSell batches. This field will appear only if you have purchased the Project, Grant and Endowment Management module. Choose from the available project codes defined in General Ledger. 66 Posting QuickSell Charges Appendix D

9 QuickSell Export File Mapping QS Export File Date Debit/Credit Reference Account Corresponding GL Field Date Debit Amount/Credit Amount Memo Account Number Appendix D Posting QuickSell Charges 67