How to Export Data to QuickBooks from SMARTSystem

Check if the days Sales Orders have been Invoiced. Go to End of Day> Invoice Print Verification


If the popup says “All of the orders for delivery on (your date) have been invoiced.” You can continue with the export to QuickBooks.


 If you receive a list of Invoices,  those need to be processed before continuing:

  1. By clicking each sales order listed one at a time to display the sales order
  2. Invoice the sales order or change the delivery date


Pick the Date Range Start >End Date. Then click the “Export Daily Activities to Quick Books” Button. 

Note: leave the Start Date set to capture any back dated transactions. Usually, the End Date will be the last full day of operations.


Items will export to the Export file for Quick Books or your Accounting System:


The Report: Invoice Register by Delivery Date will list all invoices and credits which will be made available in the transfer for import to Quick Books or your Accounting System.

** Create a Backup of your QuickBooks company file at this time.


Using the Quick Books Import Tool:

  1. You must have Quick Books open
  2. Switch to Single User Mode to prevent an import error by having another user access QB data until the Import process completes.


Click Quick Books Import Tool icon


Go to QuickBooks Import Tool:


You need to Define Accounts first before first use to start Export process. Your Accounts will likely look different from the below example:


Alternate Settings in Import 7.0:

How to setup inventory in Quick Books as Non-Inventory Parts:

Click “Define Accounts” then check “Create New Inventory Items as Non-Inventory Parts” Click Save.


Click the Browse button to Navigate to the file you want to import. Choose the most recent file in C:\WFSData\ExportFiles (Be sure that the file you are importing says “COMPLETE” and there is more than 1KB of data):


Click Open.

Your source file will appear in the Browse box.


Click the Import Data to Quick Books button.

 If the import was successful, you will receive a popup with the number of records successfully uploaded:


Process Complete


Export Customer Balances


Complete


Print Import Log


The Today's Invoice Register report is automatically created. It is strongly suggested that you print it as a record of what will be exported to QuickBooks after the QuickBooks Import Utility is run. Files are created at this location on your computer: C:\WFSData\ExportFiles, as shown below. When you run this again, the old files will move to the Backups folder and the new ones will display in place of the old ones.


If you need to check what was in the “QB COMPLETE” file you can go to the file in C:\WFSData\ExportFiles and right click file and choose OPEN with>Notepad. You can File >Save As >Documents file if needed.


Do not delete the Backup files this may be your only source of past information from the EOD. They cannot be replaced. Although there are additional backup measures in place deleting files is not recommended.  If you have a question, please call support 727-483-5306.


Import Back into SMARTSystem

If you have not done so from the earlier steps above:

Click on the “Export Customer Balances” and the export from Quick Books will begin:

         

When completed close the QB Import Tool.


Open SMARTSystem, File, Import and Import Customer Balances.

 

The following screen will be displayed:

 

Click “Browse” to select the folder for Import:

C:\WFSData\ImportFiles


          Click on “customerbalances.txt” to select.

 

Click on “Import Customer Balances” and your customer balances will be updated in the SMARTSystem:

 

When completed close this “Import Customer Balances” screen.


This completes the entire End-of-Day cycle from beginning to end.