Users have the ability to import GL journal entry information directly into Quickbooks. If this is the first time you will be importing your journal entry export into Quickbooks you will need to do the following in Quickbooks before your journal entry will import properly. Follow the below steps to properly import your GL information.
1. Quickbook steps
a. As it typically take a couple different attempts of importing the JE file in order to get everything setup properly in QuickBooks, if possible we recommend that you create a backup of your Quickbooks Company file and first test the imports against that backup file instead of hitting your production QB company file right away. Once you have been able to successfully import into the backup file, then repeat the setup steps you had to take on your backup file on your production file. Since one JE file from TempWorks can hold multiple JE's, using the backup file will save you from having delete out partially imported files from your productions system.
b. Quickbooks requires users to specify a customer name every time the AR account is hit. Therefore, in Quickbooks, create a customer named "Tempworks Customer." This will be the generic customer record in Quickbooks that we will post all of the AR journal entries to.
c. Quickbooks also requires users to specify a vendor name every time the sales tax payable account is hit. Therefore, in Quickbooks, create a vendor named "Tempworks Sales Tax." This will be the generic vendor record in Quickbooks that we will post all of the sales tax amounts to.
2. Run your GL export report for the given time period that you wish to export. Reports run by the weekend bill date which is the processing week in Tempworks (weekend bill date is always a Sunday date in TempWorks). The report will only allow you to export weeks that have been closed, therefore you must wait until the processing week has been closed before you can export the data processed within that week.
*Note- If there were any new pay codes, adjustments, or taxes processed since the last time you ran the export, you will see a message at the top of the report letting you know what those items were and what account they have been mapped to by default. If they are not mapped to the account you want them to go into the administration area, click on the gls account map option. This is the area where you can change the account that an item is mapped to.
3. Once you run the report, check the bottom of the report to ensure that there is no difference in amounts (shown in red) between the debit and credit columns. If there is a difference, contact our support center and they will be able to look into this and resolve the difference for you.
4. If there is no difference between the debit and credit amounts you can then export this report to Excel by clicking on the blue save icon on the report header and select Excel. Save this report to a location that you will be able to retrieve it from again later on when importing to QuickBooks.
*Note- Transaction Pro Importer only imports .xls Excel files. If the export is saved as an .xlsx, conduct a "save as" in Excel and save the file as an .xls before importing into QuickBooks via Transaction Pro Importer.
5. Once the report is saved, open the Transaction Pro Importer and select the browse button.
6.Browse to find the Excel version of the GL Export report that you just saved and exported. Select that file,then click open.
7. Next, you will change the import type to journal entry. If this is your first time running the import click the options button and go to Step 8. If not select next, and move to step 10.
8. In the basic tab select the "Do not add new accounts to Quickbooks" option. This will ensure that Transaction Pro Importer is not creating the Tempworks default system accounts.
9. Move to the advanced tab, under journal entries verify that the “Specify a single column for Debit/Credit instead of separate columns” option is checked. Once you are done reviewing, click Save.
10.On the next screen verify that all data is coming through correctly. Ensure that all numeric fields are being shown as numeric fields. If there are any discrepancies, open the spreadsheet and convert those fields from text to numeric value, then re-upload in Transaction Pro Importer.
11. Select the very last row in the grid (which has your totals in it from the report) and click the "delete selected rows" button to remove this line from the grid. Once removed, select next.
12. If this is the first time running the import the following warning will appear, select ok.
13. The following screen is where you will map columns from the GL Export report to fields in QuickBooks. The latest version of the GL Export report has the same column names as the QuickBooks fields allowing for easy matching from report column names to Quickbooks fields names. Selecting "field match" will automatically setup the mappings for you. Once the mapping is completed, select next.
*Note- Older versions of the GL export may have different column names. Follow the list to match old columns and map accordingly:
- Reference Number = RefNumber
- Weekend Bill =Transaction Date
- External Account ID = Account
- Amount =Debit (+) or Credit (-)
- Source = Memo
14. The following message will populate, select yes.
15. Within the import file fields screen you will preview the data from the spreadsheet now mapped into the necessary Quickbooks fields. This will display what is going to be imported to Quickbooks. Once your review is complete, select next.
16. The following screen is the final screen before importing into Quickbooks. Item type as well as account must be selected. This is only used when you are importing items into Quickbooks (which we are not doing here), however Transaction Pro Importer still requires you select these. Once you have set these up, select finish.
17. A message will prompt you asking if you wish to begin the import process, select OK.
18. If there are any errors during the import process the journal entry log will display the errors. Save these errors (transaction pro will save them to an Excel spreadsheet).
*Note- Errors that cannot be resolved internally may be sent to TempWorks support center.
For any questions on Transaction Pro Importer,follow the link to preview helpful online articles that walk you through the import to journal entry process. http://blog.baystateconsulting.com/index.php/2011/11/28/importing-journal-entries-using-transaction-pro-importer-5-0-for-quickbooks/
Transaction Pro Importer also has a technical help desk to help answer error questions that populate when importing information to Quickbooks. Follow the link for further forum information. http://www.baystateconsulting.com/forum/