Daily Close 3 Export Sales Transaction |
  
|
Run Daily Close 3.
If integrating to:
QuickBooks - will create an exportable .iif file with sales details that can be manually imported directly into QuickBooks.
Navision - will create an exportable .xls file with sales details that can be manually imported directly into Navision. Automated server tasks can also be configured to automate the file import process into Navision.
Xero - is a configurable integration that can automatically import sales transactions into Xero.
The Daily Close 3export creates Accounts Receivables, Revenue, COGS, Inventory and Tax postings for sales transactions that either have had no payments processed through Daily Close 1/2 or have had all their payments processed through Daily Close 1/2.
The upper left menu shows the
icon for EXPORT SET UP. Within this window, the requested General Ledger accounts can be viewed. These are the General Ledger (G/L) accounts that are to be used by Manage when creating the export file for your accounting system. (Accounts can only be viewed here and are set up within CONFIGURE SYSTEM SETTINGS > ACCOUNTING (AR/AP) > QUICKBOOKS/ NAVISION/ XERO EXPORT SETUP.) Click the link below to review Setup instructions:QuickBooks or Navision Export Set Up
The Daily Close 3 exports the Sales Transactions for ALL sales entered in Manage which have NOT been previously exported, regardless of date range. It is independent of Daily Close 1 and 2 processes and date ranges. If a payment from an invoice was not included in the Daily Close 1/2 process, the associated invoice will not be included as part of Daily Close 3 here. This is a safety to allow the sales document to remain open and UN-exported (thus unlocked) should any corrections need to be made to the payment that was excluded from Daily Close 1/2 or the invoice itself.
The Daily Close 3 will create a file for Quick Books, Navision or Xero that includes Accounts Receivable, Cost of Goods Sold, Inventory, Revenue and Taxes information.
The Daily Close 3 creates either:
1) A file that summarizes all the transactions grouped by day.
or
2) A detail file that itemizes each sale and inventory adjustment individually.
Whether Manage exports the Daily Close 3 in summary or detail format is an Manage parameter and can only be set by Auditdata. If you have any questions about your Daily Close 3 format, please contact Auditdata (Client Services Department).
To create a new Daily Close 3 export, leave the TRX NUMBER field blank. The system will automatically create a new transaction number which is a unique id for this transaction.
Select ALL REGIONS or select a specific region for which to complete this Daily Close 3.
If the Manage database is located on your own server:
An information message will appear, displaying the transaction number that has been assigned to this export.
Press OK to continue.
When exporting to Navision, Excel will automatically open with a spread sheet summary of the GL postings. Save this file to a location that can be retrieved later for importing into Navision.
When exporting to QuickBooks, an information message lets you know the name of the iif file created, where it has been stored automatically and offers you the chance to open or save the file. Where the file is stored is set up within QuickBooks or Navision Export Set Up.
(QB ONLY) If Inventory Adjustment entries were included in this Daily Close 3 batch, a message will appear advising that a second iif export file will be generated. Once this file(s) are stored, they can be imported into Quick Books.
When exporting to Xero, a XERO RESULTS window will open showing a summary of each transaction within that batch and details on whether it was successful or not.
If it was not successful, details under ERROR will provide information on why the transaction was not successful. This gives the user to correct the error and resubmit it in a subsequent batch. The VIEW button shows a view-only version of the transaction. The ERRORS button shows a summary of all the errors found for this transaction. The VOID button allows the user to VOID this transaction, which removes it from the export queue to XERO and the user will be responsible for providing XERO information on this transaction manually within XERO. The user is asked "VOIDING THIS TRANSACTION WILL STOP THIS FROM BEING SUBMITTED TO XERO. ARE YOU SURE?" as this action cannot be reversed.
If the transaction failed due to an incorrectly referenced general ledger account, click on the ACCOUNT column and select a different general ledger account for the transactions. The drop down list is populated by XERO.
After editing the transaction, the user can re-run the same batch within Daily Close 3 and only previously failed transactions will attempt to be imported into XERO and the XERO RESULTS window again will update the user on whether the transaction failed or was successful.
If the Manage database is on a server supplied by Auditdata:
When exporting to Navision, Excel will automatically open with a spread sheet summary of the GL postings. Save this file to a location that can be retrieved later for importing into Navision.
When exporting to Quick Books, an "OPENING DC3" window will appear prompting you to open or store the export file. Select SAVE FILE (opening the file prior to saving can alter the formatting necessary for Quick Books importing and is not recommended.)
Select an area to save the file to for importing into Quick Books later. (Depending on your browser settings, this file may be automatically downloaded to a "DOWNLOADS" folder.)
If Inventory Adjustment entries were included in this Daily Close 3 batch, a message will appear advising a second iif export file will be generated.
Click OK.
A second "OPENING DC#" window will appear prompting to be opened or saved. Select SAVE FILE (opening the file prior to saving can alter the formatting necessary for Quick Books importing and is not recommended.)
After saving the DC3 export file(s) you are next prompted to print the Sales Transactions Report for this exported batch file(s).
Users can either print the detailed report, export it to Excel or not print it at all. This is a list of debits and credits that will be sent to Quick Books for this DC3 batch. Review the report and confirm that the General Ledger accounts listed as well as the debits and credits for the Quick Books import are correct.
Once this file(s) are stored, they can be imported into Quick Books.
RE-PRINTING A DAILY CLOSE 3 BATCH:
A Daily Close 3 batch can be re-printed at any time. Enter the DAILY CLOSE 3 menu option and select the batch that you wish to reprint in the TRX NUMBER drop-down menu. Note that the most recent batch run will appear at the top. Once the batch to reprint has been selected, press CONTINUE. A report will open, displaying the details of that particular batch. Save and print as needed. Be aware that re-running a daily close batch creates a new batch file which will be stored in the location selected in the QuickBooks or Navision Export Set Up. After re-running a batch it is a good idea to go to that storage folder and delete the duplicated batch file to prevent it being imported again into your accounting system.
*** NOTE *** All the Daily Close Exports can be scheduled to run automatically. The automatically created files are stored in the application server folder (c:\simphear folder). If interested in setting up this automated job, please contact our Support Department.