Summarized Journal Entry - QuickBooks Export

Step 1:Setup

Create a New Customer in your QuickBooks application. QuickBooks requires this step as it uses this Master Customer Account to map all Income and Payments to (this is a QuickBooks requirement since journal entries must still be tied to a customer account). 

Next, from "Billing Cycles>>Accounting/ERP Integration>>Integration Setting>>QuickBooks Company File Location" you would point the BluBilling system to the location of your QuickBooks file on your hard drive by entering the file path. Then enter the name of the new customer that you created in QuickBooks. Click Update. see fig 1 below.

                                    Fig 1: QuickBooks Company File Location and Master Customer Name

Step 2:Importing Customers and the Chart of Accounts from QuickBooks.

From "Billing Cycles>>Accounting/ERP Integration>>Import Customers". Enter the relevant dates(the start date could be your company start date, that way you can make sure you have all the data imported) and Start Import(Fig 2 below)

                                                                Fig 2: Import customers

The next screen that pops up(Fig 3) will prompt you to review the items that are queued for export and to start up your web connector.

Fig 3: Review items for Export and start up Web Connector

Open the Downloaded Web connector, check the Application check box and click Update Selected.(Fig 4 below)

Fig 4: Web Connector

Once the data has been sent via the Web connector, you will see a complete notification on the Web Connect. On your Blubilling screen, refresh the page and you will see the status change from in Queue to complete. Click on the hyper link under Operation type to review the data that has been imported.

For importing your Chart of Accounts over from QuickBooks go to "Billing Cycles>>Accounting/ERP Integration>>Chart of accounts"  and select Chart of Accounts

Fig 5: Select Chart of Accounts to begin Import from QuickBooks

In the screen that opens (see Fig 6 below), you can either go ahead and create entries manually or you can click on the Import from ERP. 

                                                    Fig 6: Create Entries manually or Import from ERP

If you choose the Import from ERP option you will be prompted to enter a date range. The system will then pick up all the Accounts that were created in QuickBooks during the specified period and import it to the Blubilling system.(see Fig 2 above same as in Import of Customers)and will then give you the following message under previous history in the Accounting/ERP Integration page.

                                                                    Fig 7:Review Imported items

You can also add accounts manually by selecting the Create New Entry.(see Fig 8 below). You would enter the same Account number, Name and Type as you have in QuickBooks and Save. 

                                    Fig 8: Enter Account #, Name, Type to match the account in QuickBooks

Step 3:Mapping Charges (Income) to Accounts

From "Plans>>Plans and Charges" select the Plan and then the Charge that you would like to map to you QuickBooks Chart of Accounts and then click Edit Charge.(see Fig 6 below)

                                                                Fig 6: Select the Plan and Charge

In the Edit Charge screen, click on the Accounting Code drop down list and select the relevant Accounting code that you would like the Charge to be mapped to and click Save.(see Fig 7 below)

                                                                Fig 7:Mapping Charges(Incomes)

Follow the above steps to map all the Charges that you would like mapped to export into QuickBooks.

Step 4: Mapping Payments to Accounts

From "Billing Cycles>>Accounting/ERP Integration>>Account Mapping>>Create New Entry" ,select the Transaction type(Payment,Credits,Refunds or cancel Payment) to be mapped, the Sub Type(PaperCheck,ACH,Cash,CreditCard) and from the dropdown list beside the G/L Account Number, select the appropriate account.Save.(See Fig 8 below)

                                                                    Fig 8: Mapping Payments

Step 5:Exporting Income and Payment journal entries

With the Completion of Steps 1-4, your initial setup for the export of your journal entries is complete.

Once Invoices have been generated and payments received and you are ready to export your information go to "Billing Cycles>>Accounting/ERP Integration>", select the date range to be exported. NOTE: Please make sure that the "Invoice Date" the date on which the Invoice you wish to export was generated is included in the date range. Same with the Payments, the date on which the payment was made needs to fall within the selected date range for the payment to be exported.

You can either select only Income entries to be exported or only Payments or export both entries simultaneously.

Select the Preview button, you will now be able to Review all the entries that will be exported to the Master Customer created in QuickBooks. (see Fig 9 below)

                                                            Fig 9:Review accounts to be exported

Select Start Export. You will be prompted to start the Web connector and Update the Selected Application see Fig 4 above.Back under "Billing Cycles>>Accounting/ERP Integration" you will see Complete under the Status heading. Now from  your QuickBooks application, you will be able to view the exported entries under the new customer (Master Customer) that was created in Step 1