QuickBooks/Navision/Xero Export Set Up |
  
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Within this window, the requested General Ledger accounts need to be entered. These are the General Ledger (G/L) accounts that are to be used by Manage when creating the export file for your accounting system.
The screen prompts are:
PAYMENT DEBIT ACCOUNT - Enter the Asset account (Bank or Cash Clearing) to be debited when payments are received from clients or third parties. If there are multiple locations and each location uses a separate Asset account, the specific account can be entered by clicking the 
button. You are presented with a PAYMENT DEBIT ACCOUNT BY LOCATION window where you can ADD locations that are to use a separate PAYMENT DEBIT ACCOUNT.
Within the PAYMENT DEBIT ACCOUNT window, you can click the button to assign that specific PAYMENT METHODS that will use a separate PAYMENT DEBIT ACCOUNT.
Within the PAYMENT DEBIT ACCOUNT BY PAYMENT METHOD window you can specify that a PAYMENT METHOD uses a specific PAYMENT DEBIT ACCOUNT. In the example below, I have indicated within the HEAD OFFICE location that payment methods CASH and CHQ will use the PAYMENT DEBIT ACCOUNT "HOCLEARING" (screen shot below.) This means that the other payment methods within location HEAD OFFICE will use the "LOCACCT" default selected on the PAYMENT DEBIT ACCOUNT BY LOCATION (screen above.)
The Daily Close 2 Cash Transactions will look first for debit account by method of payment for a specific location. If none is found, it will look for the debit account defined on the method of payments screen. If none is found, it will look for a debit account defined in the export setup for that location. If none is found, it will look for the default debit account debit account defined in the export setup.
Note if your organization uses multiple bank accounts across multiple locations, please contact the Auditdata (Client Services Department) to discuss your bank account set up.
PAYMENT CREDIT ACCOUNT - Enter the Asset account to be credited when payments are received. This should normally be set to the Accounts Receivable control account.
DEPOSIT HELD ACCOUNT - - Enter the Liability account to be credited when deposits are received.
EMAIL ADDRESSES (AUTO) - If a Windows Task has been set up to run your Daily Close 2 Cash Transactions then Users can enter email addresses here that will be sent the notification and export file. (To configure automatic Daily Close processes, please contact Auditdata.)
FTP CONFIGURATION - If your clinic wishes to export your Daily Close 2 Cash Transactions feed to an FTP/SFTP site, enter the FTP/SFTP details and credentials here.
A/R CONTROL ACCOUNT - Enter the Asset account to be debited with invoice amounts.
TAX COLLECTED ACCOUNT - Enter the Liability account to be credited with tax amounts collected. Be aware that some accounting systems do not allow direct entries to the tax payable liability account. If this applies, we suggest creating a tax holding liability account in your accounting system where these amounts can be posted. You will then need to transfer from the tax liability holding account to your real tax liability account in your accounting system before remitting tax.
HS CARD REVENUE ACCOUNT (NOTE: This applies to Australian organizations only) - Enter the Revenue account to be credited with Battery & Maintenance revenue amounts.
HSP A/R HOLDING ACCOUNT (NOTE: This applies to Australian organizations only) - Enter the Asset account to be debited with HSP claim amounts that are covered by HSP. These amounts will be held in this account until the HSP Claim is approved, after which the amount will be automatically moved from this holding account to your Accounts Receivable control account. Be aware that if you do not need to track these amounts separately, set this account to your Accounts Receivable control account.
ROUNDING ACCOUNT - Enter the Expense account to be debited with invoice rounding amounts.
EMAIL ADDRESSES (AUTO) - If a Windows Task has been set up to run your Daily Close 3 Sales Transactions then Users can enter email addresses here that will be sent the notification and export file. (To configure automatic Daily Close processes, please contact Auditdata Support Dept.)
FTP CONFIGURATION - If your clinic wishes to export your Daily Close Sales Transactions 3 feed to an FTP/SFTP site, enter the FTP/SFTP details and credentials here.
A/P CONTROL ACCOUNT - Enter the Liability account which is to be credited when supplier invoice amounts. *Note it is important to ensure that the vendor names in Manage match exactly to those same vendor names in your accounting software so that the payable from Manage is allocated to the correct vendor account in your accounting system.
TAX 1 ACCOUNT - (Only accessible if exporting to Quick Books.) Enter the Asset account to be credited for Tax 1 from purchases (entered bills).
TAX 2 ACCOUNT - (Only accessible if exporting to Quick Books.) Enter the Asset account to be credited for Tax 2 from purchases (entered bills).
EMAIL ADDRESSES (AUTO) - If a Windows Task has been set up to run your Accounts Payable Transactions then Users can enter email addresses here that will be sent the notification and export file. (To configure automatic Daily Close processes, please contact Auditdata Support.)
FTP CONFIGURATION - If your clinic wishes to export your Daily Close Accounts Payable Transactions feed to an FTP/SFTP site, enter the FTP/SFTP details and credentials here.
INVENTORY ADJUSTMENT ACCOUNT - Enter the Expense account to be debited for inventory adjustments. (A posting is made to this account for the value of the inventory when product quantities are changed during a stock take.)
SETTING UP EXPORT DIRECTORIES:
To specify alternate export directories for the different types of exports, click the EXPORT DIRECTORIES
button. It is important to note that the export directory specified must already exist. Entering in a directory that doesn't exist will not automatically create it. NOTE: This is ONLY to be completed by those companies who host their own databases on their own servers. If Auditdata is hosting your database and you access the software via a browser, you will be prompted to save each file individually to the location of your choice.