DE-O  Export GL Data to Quick Books

Purpose of Program

Use this program to export General Ledger data into Quick Books, a widely used PC-based accounting package.  This program is primarily for the benefit of CPA's who are familiar with Quick Books and can easily prepare financial statements and reports from it rather than have to learn another system to do the same thing.

This program is not intended for merging of data into the live data of another company.  Instead, you would typically set up a new company within Quick Books solely for the purpose of holding and reporting on your General Ledger data.

In general, we recommend clearing your Quick Books files each time prior to running this program and always exporting the entire fiscal year along with beginning balances.  This is the safest way to ensure that all the information gets exported.  The program allows you to export date ranges of transactions, but if you are not extremely careful, you could easily skip data (such as adjusting entries to previously closed periods) or accidentally export data twice.

General Program Operation

It is assumed that the person running this program is an experienced user who is highly familiar with DBA or Evo~ERP and with Quick Books.

You are first given the choice of exporting Accounts, Transactions, or Both.  Generally if you are starting with empty Quick Books files each time (per our recommendation), you would select Both.

You are then to enter an export file path, which is the destination you want the export files sent.

Next, enter a transaction date range.  The current fiscal year date is displayed at the top of the screen for your reference.

After entering the date range, you are asked if you want to begin the export procedure.  If you click Yes, you are then asked if you want to export your beginning account balances.

You are then presented with an information screen that gives you three options as to how you want your GL accounts formatted within Quick Books. Quick Books uses descriptions rather than account codes, so if you want your account codes to show up in Quick Books financial statements, you have to insert the code into the Quick Books account name or description fields.

After selecting your export format, the program exports all the transactions.  Afterward, if you had indicated that you wanted to export beginning account balances, you are then presented with a choice of current, one year past, or two years past beginning balances.  Which one you choose depends on the transactions date range you had selected earlier.  If your date range was for the current fiscal year, you would choose current year beginning balances.  If your transactions date range was for the current and past fiscal year, you would choose one year past beginning balances, etc.

Once you choose which beginning balance you will be using, you then must enter the beginning balance date.  For example, if your current fiscal year began on 1/1/00, you would enter a date of 12/31/99 for your beginning balance date.  After entering the date, the beginning balances will be exported.

Once exporting is completed, you will receive a message that a file named GLTRANS.IIF has been created and is ready for import into Quick Books.  This file is formatted and named according to Quick Books’ published guidelines for import files.