Accounting Export Setup

Disclaimer: Stone Edge Technologies, Inc. is not an accounting firm and cannot provide accounting advice to Order Manager users. We strongly recommend that our customers consult an accounting professional to determine the best way to configure the Order Manager's Accounting Export to meet your business needs.

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Overview

The Order Manager's Accounting Export provides a mechanism for the user to transfer sales, deposit, receiving and invoicing data from the Order Manager to an external accounting application, such as QuickBooks.

QuickBooks is the only accounting software package that Stone Edge Technologies, Inc. has tested in conjunction with the Order Manager. Other accounting applications may be able to work along the same lines as QuickBooks, however Stone Edge has no knowledge of the internal workings of those applications and therefore is unable to provide support for them outside of the guidelines that are documented here for QuickBooks.

Before this feature can be utilized, there is a bit of planning that must be done to ensure that both Order Manager and QuickBooks have the proper accounts defined and mapped appropriately. Print a list of the necessary and recommended accounts and be sure to read the comments for the Order Manager's Accounts Receivable and Sales Tax accounts.

The user will also have to choose one of three possible methods for transferring the data: via an .iif file, a simple text file or XML.

Before you can export sales, deposit, receiving, and invoicing data from the Order Manager for import into your accounting application, you must complete the following steps. Go through each section below in the order presented for setup instructions:

Set the AccountingApplication Parameter in the Order Manager
Create the Necessary Accounts in Your Accounting System
Import Your Chart of Accounts into the Order Manager
Assign Accounts and Data Export Options in the Order Manager

Set the AccountingApplication Parameter in the Order Manager

Go to Main Menu> Maintenance Menu> Maintenance tab> Set System Parameters and set the AccountingApplication system parameter (in the Program Parameter Group) to the appropriate export method that you wish to use:

1. None - Choose this option if you will not be transferring data to an accounting application.
2. QuickBooks File Transfer (.iif) - Accounting data exported to a user designated .iif file (QuickBooks' native file format). This options allows the user to review the data in the .iif file prior to importing the file into QuickBooks.
3. QuickBooks Direct Transfer (XML) - Accounting data exported directly into your QuickBooks company file.
4. Simple Text - Accounting data exported to a user designated .tab delimited .txt file

Create the Necessary Accounts in Your Accounting System

Required Sales Accounts

Create the following accounts in your accounting application:

Account	Purpose	Account Type	Suggested Account Name
Default accounts receivable account	Used as either the debit account or the credit account for most exported data. *If using QuickBooks, this CANNOT be the standard QuickBooks A/R account. Why?* The QuickBooks “A/R” type account requires that each journal entry have a Customer ID association to a QB Customer record. Since Stone Edge does not send customer records to QuickBooks, no association can exist.	Other Current Asset.	Accounts Receivable Order Manager
Sales tax account	Used for sales tax collected. *If using QuickBooks, this should not be the standard QuickBooks Sales Tax account. Why?* The Taxes reported by Stone Edge ONLY represent the amount collected from the customer, which should be applied to the actual tax burden the merchant must pay against his total retail sales. Clarification: The Tax amount reported by Stone Edge is NOT guaranteed to EQUAL the merchant’s actual tax burden. Reasons why it may not equal the tax burden are many and include marketplaces like Amazon who DO NOT collect Sales Tax in states where “Amazon” does not have a tax nexus. The Merchant, however, may still be liable for sales taxes to that customer should the merchant have a tax nexus in the given destination state! For this reason (as well as others) the user should NOT push the tax numbers from Stone Edge directly to his tax payable account, assuming that this is all he needs to pay. The Tax account used by Stone Edge should be treated as a “clearing” account rather than as an absolute like the payable account. An accountant should determine the Merchant’s tax burden based on the Merchant’s total sales, regardless of funds collected by Stone Edge, then create the necessary Tax Payable entry in QB. Journal entries are then created to move the funds collected by Stone Edge (and/or others) from their respective “clearing” accounts to the Tax Payable account when it is time for tax submission. This behavior can also help the merchant determine P&L based on customer collection of tax amounts.	Other Current Liability	Sales Tax Order Manager
Rounding Errors Credit Account	Used for rounding errors due to percentage calculations (taxes, discounts, etc.)	Expense	Order Manager Rounding
Miscellaneous Sales Debit Account	Used for sales data not having a sales Debit account defined (should never really be used)	Asset	Misc Order Manager Debit
Miscellaneous Sales Credit Account	Used for sales data not having a sales Credit account defined (should never really be used)	Asset	Misc Order Manager Credit
Coupon Account	Account used to track coupon redemption amounts. Can be used as debit or credit account	Income OR Expense	Coupons
Discount Account	Account used to track discount amounts. Can be used as debit or credit account	Income OR Expense	Discounts
Surcharge Account	Account used to track surcharge amounts. Can be used as debit or credit account	Income OR Expense	Surcharges
Sales Account	Default account used for product sales	Income	Merchandise
Shipping Account	Account used to track shipping charges paid by your customers	Income	Shipping & Handling

Required Deposit Accounts

Create the following accounts in your accounting application:

Account	Purpose	Account Type	Suggested Account Name
Default Deposit Account	Bank or sweep account used to record deposits collected in the Order Manager that do not have a specific payment method defined	Bank	Undefined Deposits

Required Purchasing Accounts

Create the following accounts in your accounting application:

Account	Purpose	Account Type	Suggested Account Name
Purchase Order Liability Account	Account that maintains the value of products received (drop-ships ordered) that have not been paid for	Other Current Liability	Received and Dropped Not Paid
Purchase Order Freight Charges	Maintains shipping charges applied to purchases (assuming charges not rolled into COG)	Expense	PO Freight
Purchase Order Discount Account	Maintains discount amounts applied to purchases (assuming charges not rolled into COG)	Expense	PO Discounts
Purchase Order Surcharge Account	Maintains surcharge amounts applied to purchases (assuming charges not rolled into COG)	Expense	PO Surcharges

Optional Accounts

Create the following accounts in your accounting application (optional):

Account	Purpose	Account Type	Suggested Account Name
Category Sales Account(s)	One or more accounts used to track product sales based on inventory category	Income	n/a
SKU Sales Account(s)	One or more accounts used to track sales of an individual product	Income	n/a
Deposit Account(s)	One or more bank accounts used to track deposits	Bank	n/a

Standard Accounts

Ensure that these accounts exist in your accounting application:

Account	Purpose	Account Type	Suggested Account Name
Cost Of Goods Sold	Used to track the total cost of products sold	Cost Of Goods Sold	n/a
Inventory Asset	Used to track the dollar amount of in-stock inventory	Other Current Asset	n/a
Accounts Payable	Used to track payments to vendors for purchases	Accounts Payable	n/a

Import Your Chart of Accounts into the Order Manager

If using the QuickBooks Direct XML Transfer method, you must identify the location of the QuickBooks Company file, using the same path that QuickBooks uses to open the file. This is the method that is recommended by Stone Edge Technologies, Inc.
If using the QuickBooks File Transfer method, you must export your Chart of Accounts from QuickBooks to Order Manager using an .iif file.
If using the Simple Text method, you must export your Chart of Accounts from your accounting application into a tab delimited text file.

Direct XML Transfer Method with QuickBooks

In the Order Manager, go to the Main Menu>Maintenance Menu>Import/Export tab>Accounting Export Setup button. The Accounting Export Setup dialog box opens:

Click the Edit Settings button to unlock the Accounting Export Setup screen.

On the Account Import tab, enter the path to (or use the Browse button to locate) your QuickBooks data file (.QBW file). The path that the Order manager uses to locate the data file must be the same as the path that QuickBooks uses to open the company file.

In Order Manager versions 5.914 and lower, clicking the Save Changes button at this point will not cause the program to retain the path to the Company File. In order for the path to be saved, you must continue through the other setup tabs and have at least one of the following four boxes checked before the Company File path will be saved when the Save Changes button is clicked:
1. Export Setup tab: Export Sales Data to Accounting?
2. Export Setup tab: Export Deposits to Accounting?
3. Purchase Orders tab: Export PO Receiving Data?
4. Purchase Orders tab: Export PO Invoicing Data?
Make sure that QuickBooks is running on the PC Personal Computer, or workstation and then click the Import Chart of Accounts button on the Account Import tab.

Note: If this is the first time that the Order Manager will connect to QuickBooks, you must have QuickBooks running prior to performing this step. You will be prompted with a dialog box from QuickBooks to set the permission level the Order Manager will use with your data file.

We recommend that you set the permission level to Yes, whenever this QuickBooks company data file is open. This ensures that someone has logged into QuickBooks with a user name and password prior to the Order Manager being able to export data.

Click the Continue button and when prompted to confirm whether you want to allow access, select the Yes option.

You receive a confirmation for the permission level set for the Order Manager. Click Done.

The Order Manager imports the account data directly from the QuickBooks data file and confirms the total number of accounts received.

.iif File Method with QuickBooks

In QuickBooks, go to File>Utilities>Export>Lists to .iif Files.

Click in the Chart of Accounts check box.

Click OK.

Enter a location and name for the export file. Make a note of the path so that later you can import the file into the Order Manager.

In the Order Manager, go to the Main Menu>Maintenance Menu>Import/Export tab>Accounting Export Setup button. The Accounting Export Setup dialog box opens.

Click the Import Chart of Accounts button on the Account Import tab. You are prompted with a Select File dialog box. Navigate to the .iif file you created with QuickBooks in step 4 above and click Import.

The Order Manager imports the account data and displays it in the lower portion of the Account Import tab.

Simple Text Method

Export the list of accounts contained in your accounting program to a tab delimited text file. The file should not contain field headers and it must contain only the following four fields of information in the order in which they appear below:

Account Name; restricted to 200 characters.
Account Number; restricted to numeric values which fall between 0 and 2147483647.
Account Type; can only contain one of the following four values: Expense, Asset, Liability, Revenue.
Description; restricted to 250 characters.

In the Order Manager, go to the Main Menu>Maintenance Menu>Import/Export tab>Accounting Export Setup button. The Accounting Export Setup dialog box opens:

Click the Import Chart of Accounts button on the Account Import tab. You are prompted with the Select File dialog box. Navigate to the text file you created above and click Import.

The Order Manager imports the account data and displays it in the lower portion of the Account Import tab.

Assign Accounts and Data Export Options in the Order Manager

In the Order Manager, go to the Main Menu> Maintenance Menu> Import/Export tab> Accounting Export Setup. The Accounting Export Setup dialog box opens:

Click the Edit Settings button.

Complete the following information on the Export Setup tab:

- Start Date for Accounting Exports - Allows the user to set a start date for the beginning of all exports. This is designed for users who already have some historical data that they may not want to export. This date restricts the system to only export information from this date forward (this date is included in the export!)
1. - Order Manager Accounts Receivable Account - Select the "Other Current Asset" account set up to be used as the "Accounts Receivable" account used by the Order Manager. For QuickBooks users, this list is restricted to an asset account you can no longer select a QuickBooks AR account.
1. - Output file name and path (unavailable if using Direct Transfer method) - Specify the path and file name where you want the Order Manager to write the accounting data. Should this file exist at time of export, the Order Manager will prompt the user to either "Archive" or "Delete" the existing file (system does not support appending new data to the file). If the option to archive is selected, the file will be moved to the "Archive Path" location. If using the QuickBooks .iif method, the file name MUST end with a ".iif" extension. If using the Simple Text method, the file name MUST end with a .txt extension
1. - Archive path (unavailable if using Direct Transfer method) - Set the path where old .iif or .txt files will be moved.
1. - Name of report for Printing Previews - Default set to "QBPreviewReport" this setting allows the user to substitute a different custom report when printing data from an Export Preview.
1. - Export Sales Data to Accounting - Check this option to include sales data in the accounting export. Sales data includes product retail sales amounts, cost of goods, taxes, shipping, discounts, surcharges coupons and returns.
1. - Summarize Sales Data - check this option if you want the split data to be summarized by account (i.e. sales, taxes, shipping, etc.). Leave this option unchecked to show sale detail in the splits against the daily transaction.

Note: If you use the QuickBooks Direct Transfer Method, it is highly recommended that you use the Summarize Sales Data option if you process more than 100 orders daily. If you do not use the summarize option, you may receive an error from QuickBooks should the number of splits against the daily transaction be excessive. This does not appear to be an issue when using the .iif file method.

- Rounding Errors Credit Account (Required) - It is inevitable that there will be rounding errors when summarizing sales data for export. Should there be differences, this account will be used to record the "credit" side of the transaction. The Accounts Receivable will represent the Debit side. Older versions of the Order Manager created an account automatically called "Order Manager Rounding". This will remain as the default account but can be changed by the user if needed.

- Misc. Sales Debit account (Required) - This account is only used in the absence of all other "sales" accounts for recording product retails sales. In reality it should never be used because the system requires the selection of a "default" sales account at a minimum. Should be set to an Asset account or the Order Manager Accounts Receivable. Older versions of the Order Manager automatically create this account with the name "Misc Order Manager Debit" which will remain the default for this account. User can change this if needed.

- Misc. Sales Credit account (Required) - This account is only used in the absence of all other "sales" accounts for recording product retails sales. In reality it should never be used because the system requires the selection of a "default" sales account. Should be set to an Asset account. Older versions of the Order Manager automatically create this account with the name "Misc Order Manager Credit" which will remain the default for this account. User can change this if needed.

- Export Deposits to Accounting - Select this option to export all payment transactions to QuickBooks.

- Summarize Deposit Data - Select this option to summarize the deposits by day and payment method otherwise the system will show each payment separately.

- Combine Visa & MasterCard - (Only available when "Summarize Deposit Data" is selected.) Select this option to combine daily Visa and Master card deposits into a single deposit.

- Show Split Detail in Summary - (Only available when "Summarize Deposit Data" is selected.) Select this option to have the system break out each deposit as a "split" against the daily summary deposit.

- Rollup Credits into Deposit (Only available when "Summarize Deposit Data" is selected.) - Some accounting applications do not permit "negative deposits" when you issue a credit to a customer. This option allows you to include "credits" within a daily deposit provided the total of the credits for that payment method do not allow the deposit to equal or fall below zero. Should credits cause the deposit to reach or fall below zero, they will be recorded separately as "checks" (QuickBooks).

- Credit Card Deposit Cutoff Time - Transactions recorded in the Order Manager after this time will be recorded with the following day's business.

If you selected the option to export sales data to QuickBooks, proceed to the Sales Accounts tab.

Note: For some sales categories, the Debit or Credit account may be preset by the program and cannot be changed by the user. If you click in a field that cannot be changed, the background of the debit or credit account columns will turn gray indicating that the choice is restricted to the Accounts Receivable account.

Complete the following information on the Sales Accounts tab:

- Start Date for Accounting Exports - Allows the user to set a start date for the beginning of all exports. This is designed for users who already have some historical data that they may not want to export. This date restricts the system to only export information from this date forward (this date is included in the export!)
1. - Order Manager Accounts Receivable Account - Select the "Other Current Asset" account set up to be used as the "Accounts Receivable" account used by the Order Manager. For QuickBooks users, this list is restricted to an asset account you can no longer select a QuickBooks AR account.
1. - Output file name and path (unavailable if using Direct Transfer method) - Specify the path and file name where you want the Order Manager to write the accounting data. Should this file exist at time of export, the Order Manager will prompt the user to either "Archive" or "Delete" the existing file (system does not support appending new data to the file). If the option to archive is selected, the file will be moved to the "Archive Path" location. If using the QuickBooks .iif method, the file name MUST end with a ".iif" extension. If using the Simple Text method, the file name MUST end with a .txt extension
1. - Archive path (unavailable if using Direct Transfer method) - Set the path where old .iif or .txt files will be moved.
1. - Name of report for Printing Previews - Default set to "QBPreviewReport" this setting allows the user to substitute a different custom report when printing data from an Export Preview.
1. - Export Sales Data to Accounting - Check this option to include sales data in the accounting export. Sales data includes product retail sales amounts, cost of goods, taxes, shipping, discounts, surcharges coupons and returns.
1. - Summarize Sales Data - check this option if you want the split data to be summarized by account (i.e. sales, taxes, shipping, etc.). Leave this option unchecked to show sale detail in the splits against the daily transaction.

- Rounding Errors Credit Account (Required) - It is inevitable that there will be rounding errors when summarizing sales data for export. Should there be differences, this account will be used to record the "credit" side of the transaction. The Accounts Receivable will represent the Debit side. Older versions of the Order Manager created an account automatically called "Order Manager Rounding". This will remain as the default account but can be changed by the user if needed.

- Misc. Sales Debit account (Required) - This account is only used in the absence of all other "sales" accounts for recording product retails sales. In reality it should never be used because the system requires the selection of a "default" sales account at a minimum. Should be set to an Asset account or the Order Manager Accounts Receivable. Older versions of the Order Manager automatically create this account with the name "Misc Order Manager Debit" which will remain the default for this account. User can change this if needed.

- Misc. Sales Credit account (Required) - This account is only used in the absence of all other "sales" accounts for recording product retails sales. In reality it should never be used because the system requires the selection of a "default" sales account. Should be set to an Asset account. Older versions of the Order Manager automatically create this account with the name "Misc Order Manager Credit" which will remain the default for this account. User can change this if needed.

- Export Deposits to Accounting - Select this option to export all payment transactions to QuickBooks.

- Summarize Deposit Data - Select this option to summarize the deposits by day and payment method otherwise the system will show each payment separately.

- Combine Visa & MasterCard - (Only available when "Summarize Deposit Data" is selected.) Select this option to combine daily Visa and Master card deposits into a single deposit.

- Show Split Detail in Summary - (Only available when "Summarize Deposit Data" is selected.) Select this option to have the system break out each deposit as a "split" against the daily summary deposit.

- Rollup Credits into Deposit (Only available when "Summarize Deposit Data" is selected.) - Some accounting applications do not permit "negative deposits" when you issue a credit to a customer. This option allows you to include "credits" within a daily deposit provided the total of the credits for that payment method do not allow the deposit to equal or fall below zero. Should credits cause the deposit to reach or fall below zero, they will be recorded separately as "checks" (QuickBooks).

- Credit Card Deposit Cutoff Time - Transactions recorded in the Order Manager after this time will be recorded with the following day's business.

If you selected the option to export sales data to QuickBooks, proceed to the Sales Accounts tab.

Complete the following information on the Sales Accounts tab:

- Post Returns to - Select "Same as Sales" to subtract returns from your regular Sales account(s). Select "Separate Account" if you want amounts for returned items to be posted to a separate "Returns" account in QuickBooks. This option provides a separate line entry called Returns in the list where you can assign a debit account different from your standard sales account.
- Cost of Goods - Select both a Debit Account and a Credit Account for tracking Cost of Goods Sold. The Debit account should be set to your Cost of Goods Sold account. The Credit Account should be set to your Inventory Value/Asset account.
- Coupons - You can select both a Debit and Credit account, however, the Order Manager A/R account MUST be one of the two accounts. Normally the Order Manager A/R account would be assigned as the Debit Account to show the loss in receivables. If you instead want to include the coupon as a receivable, set up the Order Manager A/R as the Credit Account. This way you can reduce funds to another account such as Manufacturer Discounts.
- Default Sales Select a Credit Account to track product sales. Product sales can be tracked at the individual SKU by selecting a credit account at the View Orders screen on the Product Info tab or by assigning the product to an inventory category. Any items not assigned to their own account in the View Inventory screen or assigned to an inventory category account will have their sales data driven through this account.
- Discounts - You can select both a Debit and Credit account, however, the Order Manager A/R account MUST be one of the two accounts. Normally the Order Manager A/R account would be assigned as the Debit Account to show the loss in receivables. If you instead want to include the discount as a receivable, set up the Order Manager A/R as the Credit Account. This way you can reduce funds to another account such as advertising.
- Returns (will not be available if Post Returns To is set to Same as Sales) - Select an appropriate Debit Account that will be used to track product returns.
- Sales Tax - Select the Credit Account that you set up in QuickBooks to track sales taxes collected from your customers.
- Shipping Charges - Select the Credit Account that you set up in QuickBooks to track shipping fees paid by your customers
- Surcharges - You can select both a Debit and Credit account, however, the Order Manager A/R account MUST be one of the two accounts. Normally the Order Manager A/R account would be assigned as the Debit Account to show the increase in receivables. If you instead want to exclude the surcharge as a receivable, set up the Order Manager A/R as the Credit Account. This way you can increase funds in another account such as Insurance.

If you selected the option to export sales data and you want to isolate sales data based on the categories of inventory sold, proceed to the Inventory Categories tab. This tab lists the inventory categories you set up using the List Maintenance screen. Select the appropriate Credit Account you wish to use for each inventory category. The Debit Account cannot be changed.

If you selected the option to export deposits, proceed to the Deposits tab. This tab allows you to define the destination accounts for payments for Web Orders and Manual Orders.

You will see a list of payment methods used by the program (enter additional methods using the Payment Methods screen). Note that the Credit account cannot be modified and defaults to the Order Managers Accounts Receivable account. Select the appropriate Debit Account (for QuickBooks must be of type Bank) used to track deposits for the given payment method. If you do not want to export data for certain payment methods then leave the Debit Account blank.

If there is some delay between the time the deposit is recorded in the Order Manager and the time it actually is credited to your bank account, you can enter a number of Delay Days which will cause the Order Manager to modify the transactions date by the delay day amount as the deposit is being exported. For example: If you take a Visa payment on the first of the month and then do an accounting export and the Visa payment method is set up with 3 delay days, the Order Manager will export the transaction on the first of the month, however, will date the transaction in the output as being on the 4th of the month.

If you selected the option to export deposits, use the Point-of-Sale (POS) screen and want to track point of sale deposits then select the POS Deposits tab. This tab uses the same concepts as the Deposits tab, however, it only applies to transactions recorded by the Point of Sale system. Select the appropriate debit account for each payment method you wish to track.

Version 4.4 of the Order Manager can export data regarding products received (or drop-shipped) and also allows you to record vendor invoicing which is then passed to the accounting export as a payable. If you wish to export purchasing data, select the Purchase Orders tab and set the following options:

Export PO Receiving Data - The Order Manager can record adjustments to an inventory value account (Debit) and a liability account (Credit) at the time you post the products received on a purchase order. If you want this information exported, select this option.
1. - Export PO Invoicing Data - If you intend to use the Purchase Order Invoicing system to record invoices from your vendors, you can select this option to have the Order Manager export the invoices as payables. In essence, the payable hits the liability account from the receiving system above (Debit) and your Accounts Payable account (Credit).
1. - Purchase Order Payable Account - Select the name of your Accounts Payable account used to track purchasing.
1. - Purchase Order Liability Account - Select the name of a liability account that will maintain the amounts for products received (or shipped for drop-ship items) for which you have not paid the vendor.
1. - Purchase Order Asset Account - Enter the name of the asset account which you use to track your on-hand inventory value.
1. - Purchase Order Freight Charges - Select an expense account that you will use to track shipping fees charged to you by the vendor.
1. - Purchase Order Discounts - Select an expense account that you will use to track discounts applied to your supplier vendor invoices.
1. - Purchase Order Surcharges - Select an expense account that you will use to track any additional surcharges applied to your supplier invoices.

IMPORTANT Notes:

1) The Order Manager DOES NOT record inventory adjustments (manual adjustments in quantity on hand) nor does it record receiving history at the following screens:

Maintenance Menu> Inventory & Suppliers tab> Inventory button>Receive button

Maintenance Menu> Inventory & Suppliers tab> Scan Non PO Items into Inventory button

Manually-entered inventory adjustments or receiving performed using the screens listed above WILL NOT be exported to your Accounting System. You must make these adjustments manually in your accounting program.

2) Be sure to set up your supplier(s) information in the Order Manager. In the Supplier setup screen, you can specify both a supplier name and a QuickBooks account name. The Account Name for Quickbooks field identifies the Supplier’s Name in QuickBooks to whom the accounts payable information should be assigned. If left empty, the supplier’s Company Name will be used instead. If the account name is the same as the supplier's Company Name (in Order Manager Supplier record), click the button labeled Same as Company Name to have the field populated with the same value that is in the Company Name field.

To retain all of the changes made to the Accounting Export Setup screen, click the Save Changes button. If you do not want to keep any changes entered, click the Cancel Changes button.

If you clicked the Save Changes button above, you are prompted with a Changes Saved message. Click OK.

Click the Close Form button to exit the Accounting Export Setup dialog box.

Note: You can re-enter the Accounting Export Setup screen at any time to make adjustments to your setup. If you find that the exported data is hitting the wrong accounts, you can easily change the settings here and re-export the same batch of data. Keep in mind that running the export again may cause duplicate data to appear in your accounting application. Make sure to back out errant data from your accounting system prior to exporting an existing batch of information.

Created:

Modified: 2/4/13

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