QuickBooks API Export Module

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16.16.1 Overview

 

pc/MRP’s QuickBooks API Export Module version 7.70 exports invoice and receiver (bill) data directly into QuickBooks Pro, Premier, and Enterprise 2003.   pc/MRP version 7.70 will not work with versions of QuickBooks earlier than 2003.   This module allows users to use pc/MRP for all inventory related processes and QuickBooks for accounting related processes without double entry into both systems.  pc/MRP would be used to enter parts, multilevel BOMs, sales orders, purchase orders, receivers, stockroom transactions, invoices, and generate material requirement planning reports   Customers would export all open invoices(AR) and receivers (AP to QuickBooks on a daily basis.   QuickBooks would be used to pay bills, make deposits, and generate financial reports

 

 

As the menu above shows you, the following options are provided with the following options:

 

You can export invoice records and all related customers and part numbers on a daily basis.

 

You can export receiver records and all related customers and part numbers on a daily basis.

 

You can use the report option to print or display the invoices and or receivers that would be exported prior to exporting the data.   In addition, the Reports option allows you to print or display the receivers that would not be included (receivers that the accountant has not inserted the vendor invoice number into).

 

Before you can export invoice and receiver data to QuickBooks you must follow the setup instructions (steps 16.16.2.1 through 16.16.2.17) using the Set Exporter Default Settings option.   Once the initial setup steps have been followed, the daily or weekly export from pc/MRP to QuickBooks only takes a few minutes.   Whether a customer is just starting on pc/MRP and QuickBooks or has been running both or either for years, the QuickBooks Export module will make double entry a needless task.


 16.16.2.1.  Step 1 Backup your current copy of pc/MRP and QuickBooks

 

 

If you are presently using QuickBooks for accounting, make a backup of your QuickBooks data by selecting File and Backup from within QuickBooks.  After following the integration instructions, continue to run both QuickBooks companies in parallel for several months until you are satisfied that the QuickBooks Export module is exporting invoices and receivers into QuickBooks correctly.  Thus, you would continue to enter invoices and receivers by hand into the backup QuickBooks company and import the receivers and invoices into the primary QuickBooks company.

 

If you are presently using pc/MRP, make a backup of your pc/MRP data by selecting Configuration, Settings and Utilities, and Option 73. On a separate basis the network administrator should back up the entire pc/MRP directory once a night with an odd day, even day, end of week, and end of month rotation.

 

If you are presently using pc/MRP for accounting, you can continue to use pc/MRP for accounting and export to QuickBooks on a once a day or once a week basis.  Continue to run both in parallel for several months until you are satisfied the QuickBooks Export module is exporting invoices and receivers into QuickBooks correctly.  Be sure to uncheck the "Mark invoices as complete" and "Mark receivers as complete" checkboxes before exporting.  pc/MRP’s accounting module uses the complete fields to signify the invoice and or receiver has been paid in full.  You must export invoices before payment is received and receivers before they are paid, as an invoice or receiver with a "Y" in the complete field would not be exported.

 

In addition, we recommend you make a backup of both the QuickBooks and pc/MRP database files prior to exporting the invoices and receivers.

 


16.16.2.2  Step 2.  Activate QuickBooks Export Module

 

 

Select Configuration from the pc/MRP menu, Module Activation, QuickBooks Export, Activate and select the radio button for either a Ten Day Trial or call Software Arts for the full activation number and enter the activation number.

 

Activating the QuickBooks Export module will add an additional tab to the pc/MRP Inventory screen.   This tab contains the following fields:

 

·         QuickBooks Inventory Id   (this field will contain the pc/MRP part number)

·         QuickBooks Asset account    (this field will be blank)

·         QuickBooks Cost of Goods Sold    (this field will be blank)

·         QuickBooks Income Account fields    (this field will be blank)

 

In addition, activating the QuickBooks Export module will add a QuickBooks tab to the pc/MRP Address Book screen.   This tab contains the following fields:

 

·         Customer ID field    (will contain company name + " - Cust - " + the Address ID)

·         Vendor ID field.      (will contain company name + " - Vend - " + the Address ID)

 

For now leave the part numbers and addresses as they are and move on to step 3.


16.16.2.3  Step 3.  Set-up/Check pc/MRP Settings

 

From within pc/MRP select Configuration and Settings & Utilities.  pc/MRP must be changed to the following settings:

     

·         Set option 10 to the perpetual accounting inventory method.  pc/MRP will use the perpetual accounting method when exporting invoices and receivers regardless of how you set option 10.  But, go ahead and set to it to perpetual.

·         Set option 17 to use the Partmaster as the source for cost of sales.  pc/MRP will use the Partmaster as the source of the cost of sales regardless of this setting

·         If you have not set the size of your part numbers, select option 28 to set your maximum part number size.  pc/MRP part number size may be set from 6 to 15 characters.  If QuickBooks already contains your part numbers and you plan to import your part numbers from QuickBooks into pc/MRP, set the part number size to 15 characters.

·         Set option 35 to export average costs or standard costs for cost of sales.  pc/MRP will include component, labor, and overhead costs when exporting costs of sales.   If you do not want to see wages included in your COGS account do not add labor items to your Bills of Materials.

·         Set option 50 to configure the cost averaging formula.  We recommend including all areas even WIP.

·         Set option 60 to establish your labor overhead rate (%).   .   If you do not want to see overhead included in your COGS account, leave the labor overhead rate set at 0  

·         Set option 70, Setting freight as % of cost to off. 

 

For more detailed information regarding the various settings listed above, refer to section 15.1 of the pc/MRP manual.


16.16.2.4  Step 4.  Set-up/Check QuickBooks Settings

 

If your company has not been using QuickBooks follow steps 1-22 listed below:

 

1.       Start QuickBooks (a copy of QuickBooks must reside on this computer)

2.       Select "File" and "New Company".

3.       Click on the Next button 7 times.

4.       Enter your company's name and address.

5.       Enter your company's Tax ID # and start of fiscal year.

6.       Pick the income tax form that your company uses (Corporation, Sole Proprietor, etc.).

7.       Select a business type (usually pc/MRP customers select Manufacturing).

8.       Enter your company name.  Keep the QBW extension and click "Save."  This is now your company’s qbw file.

9.       Select "No" when prompted to have QuickBooks automatically create your chart of accounts.

10.   Enter the number of QuickBooks users and continue on to step 11.

 

If your company has been using QuickBooks follow the steps 11-22 listed below:

 

11.   Select File, Easy Step Interview, Company Info

12.   Click Next to get to the Inventory screen.  Select Yes, to maintain inventory.

13.   Select Yes on “Do you want to turn on the inventory features”.  If you choose No, you would not get the Inventory Option under the Activity.  You need the Inventory Option to show up under the Activity so that you can import the pc/MRP receivers as Bill type.

14.   Select, "Yes", if your company collects sales tax.

15.   If you select Yes on collecting sales tax, on the next screen you will get two options shown below:

·         I collect single tax rate paid to a single tax agency.

·         I collect multiple tax rates OR have multiple tax agencies.

If you choose to collect single tax rate paid to a single tax agency, you would need to fill out the tax name, tax description, tax rate, and tax agency on the next screen.

16.   Select "Product" for the invoice format on the next screen.

17.   Select “No” for sales order tracking (pc/MRP will contain all future sales orders)

18.   Select, "Yes", if you wish to use the QuickBooks Payroll and time tracking features.

19.   Select, "No" for written or verbal estimates for customers.  Use the pc/MRP Sales Quote module to provide quotes for customers since all of the costing and sales prices exist in pc/MRP.

20.   Select "Yes," if you wish to use classes for divisions and or departments.

21.   Select "Enter the bills first and then enter the payment later."

22.   You may now choose to leave the Easy Set-up Interview.


16.16.2.5  Step 5.  Locate your default QuickBooks Company

 

 

Select Options from the pc/MRP main menu, select QuickBooks Export and Set Default Settings to display the Export to QuickBooks Default Settings Screen shown below.

 

 

Click the “Locate” button to locate your company’s existing QuickBooks qbw file or your company’s new QuickBooks qbw file that you created in step 4.  This is the QuickBooks file that all your invoices and receivers will be exported to.

 

Minimize your pc/MRP window (do exit pc/MRP)


16.16.2.6   Step 6.  Test the service connection from pc/MRP to QuickBooks

 

Restore your pc/MRP Window and follow the steps listed below to fully connect pc/MRP to QuickBooks. 

1.       Open the copy of QuickBooks that resides on your computer.

2.       Open your company’s .QBW file (File and Open)

3.       Make sure no other users are using that QBW file.

4.       Set your local copy of QuickBooks to SingleUser mode by selecting “File” and “Switch to SingleUser Mode” within QuickBooks.

5.       Make sure you are logged on as the Administrator by selecting “Company” and “Setup Users” from within QuickBooks

6.       Now press the “Test Connection” button from within pc/MRP to establish and verify pc/MRP’s service connection to QuickBooks.

 

 

If the company .qbw file is open in QuickBooks, your location file in pc/MRP references that same file, and this is the first time you are trying to establish a permanent connection between QuickBooks and this company .qbw file, you will get a prompt asking, “Do you wish to allow pc/MRP to access QuickBooks?”.   Select  “Yes Always”

.

A pc/MRP message will inform you that “You now have a good service connection to QuickBooks”.

 

When actually transferring data you do not need to open QuickBooks.  However, no other users should be using QuickBooks when transferring receivers or invoices.

 

Minimize your pc/MRP window

 


16.16.2.7   Step 7.  Configure QuickBooks to allow pc/MRP to log in automatically

 

Restore your QuickBooks window

 

Select “Edit”, “Preferences” and use the left scroll bar to select “Integrated Applications”

Select the “Company Preferences Tab”


pc/MRP should be displayed as an application with the “Allow user access” column checked as shown above.

 

Click the “Properties” button and select the “Access Rights” tab.

 

Check the “Allow this application to access this company file” and the “Allow this application to log in automatically” check boxes

 

Click OK twice and exit QuickBooks.


16.16.2.8  Step 8.  Import QuickBooks Item List into pc/MRP

 

If QuickBooks does not have your parts list, You are done with this step.   pc/MRP  will automatically export part(s) the first time they are included on an invoice or receiver exported from pc/MRP to QuickBooks.

 

If both QuickBooks and pc/MRP have part numbers, edit each part number in pc/MRP, press  the QuickBooks tab, and enter the QuickBooks “Item Name/Number” into the “Inventory ID” field.  If the QuickBooks item is a sub-item of another item, enter the QuickBooks Parent Item plus a colon plus the “Item Name/Number” into the “Inventory ID” field. Make sure the asset, COGS, and income accounts  are the same as those in QuickBooks (clicking the down arrow in the list box will  bring up valid QB accounts).

 

 

If Quick Books has your parts list and pc/MRP does not, and you want to import your partnumbers from QuickBooks into pc/MRP, import the QuickBooks Items into pc/MRP as per the following instructions:

·         Make sure pc/MRPs part number size is set to 15 characters

·         Please note that items classified as other item types will not be imported.

·         Edit each item in QuickBooks such that no item's "Item Name/Number" field contains a name/number greater than 15 characters.   pc/MRP imports the "Item Name/Number" field into pc/MRP's part number field.   pc/MRP imports the Parent Item plus a ":" plus the "Item Name/Number" field into pc/MRP's "Inventory ID" field (QbPartID). 

·         Start up pc/MRP, select Optional, select QuickBooks, select Set Default Settings and click on the Import QuickBooks Parts button as shown below.

·         Each part’s pc/MRP Income Account Field will be populated by the account in its QuickBooks Income Account Name Field.   If the Income Account Name Field is empty, pc/MRP will use the account in the QuickBooks Account Name Field.

·         Each part’s pc/MRP Asset/Expense Account Field will be populated by the account in its QuickBooks Asset Account Name Field.   If the Asset Account Name Field is empty, pc/MRP will use the account in the QuickBooks Account Name Field.

·         If the item being imported is a service item and pc/MRP detects an account in its QuickBooks Expense Account Name Field or its Account Name Field, pc/MRP will import it as an outside labor item (since it can be purchased).   Otherwise, pc/MRP will import the item as an inside labor item (a service item that can be sold). 

 

 

In the future, enter new part numbers into pc/MRP only.  pc/MRP will export the part numbers to QuickBooks as necessary as "non inventory parts." 


16.16.2.9  Step 9.  Set-up/Check your Component and Assembly Costs in pc/MRP

 

Since pc/MRP will be importing costs into QuickBooks, follow the instructions below.

 

·         If you standardized on average costs, make sure all component part numbers in pc/MRP contain an average unit cost.

 

·         If you standardized on standard costs, make sure all component part numbers in pc/MRP contain a standard unit cost.

 

·         Make sure all Bills of Materials contain the latest totals by performing a cost-roll-up for all Bills of Materials based on average or standard costs (Select Modules, Inventory, Cost Roll Up).

 

 

 


16.16.2.10  Step 10.  Import QuickBooks Address List into pc/MRP

 

If QuickBooks doesn't have your addresses, you are done with this step, pc/MRP  will automatically export the customer and vendor addresses the first time they are included on an invoice or receiver exported from pc/MRP to QuickBooks.

 


If both QuickBooks and pc/MRP have your customer and vendor addresses, you must edit each address in pc/MRP by pressing the QuickBooks Tab.   Enter the QuickBooks address name into the ID Field, and the associated asset, COGS, and income account names exactly as they are entered in QuickBooks.  Case does not have to match.

 

If QuickBooks has your addresses and pc/MRP does not, import the QuickBooks Address List into pc/MRP as per the following instructions:

 

Start up pc/MRP and select Optional, QuickBooks Export, Set Default Settings, and click on the Import QuickBooks Addresses Button as shown below.

 

 

In the future, enter new customer and vendor addresses into pc/MRP only, pc/MRP will export the addresses to QuickBooks as necessary.


16.16.2.11   Step 11.  Setup Sales Taxes (sales taxes are not collected)

 

If you collect sales tax for a single tax entity, skip to step 10

 

If you collect sales tax for multiple tax entities (counties or states), skip to step 11

 

If you do not collect sales tax, follow the instructions below:

 

Restore your pc/MRP window

 

 

Click on the No radio button. 

 

You are done with sales tax; skip to step 12.

 


16.16.2.12   Step 12.  Setup Sales Taxes (sales taxes are collected for a single tax entity)

 

Restore your pc/MRP window

 

 

Click on the Yes “Do you Charge Sales Tax” radio button.

 

Click on the “Single tax entity” radio button

 

The Export to QuickBooks Default Settings Screen will change as shown below allowing you to fill in the:

·         sales tax description that will appear on invoices

·         sales tax rate

·         address id for your sales tax vendor (state agency that collects sales tax).

 

Be sure to scroll and pull up the sales tax agency from the pc/MRP address book by clicking on the ellipsis (…) button to the right of the sales tax agency address id field.  The address id should contain the address of the sales tax agency

 

You are done with sales tax; skip to step 12.


16.16.2.13   Step 13.  Setup Sales Taxes (sales taxes are collected for multiple tax entities)

 

 

If you collect multiple tax rates or pay multiple sales tax agencies, enter the sale tax agencies and their respective addresses into the address book within pc/MRP.  Then, return back to the QuickBooks Default Settings screen, click the multiple tax rate radio button, and press the Set-up Sales Taxes button.

 

 

Pressing the Set-up Sales Taxes button will allow the sales tax entity screen shown below to pop up.  Enter a tax code and description for each sales tax entity.  Enter the state, county, state sales tax rate, county sales tax rate, local sales tax rate (if any), transit authority sales tax rate (if any) and the pc/MRP address ID.  The address ID can be located by clicking the ellipsis button and selecting the correct address from the scroll window that appears.

 


Please note that the Tax Entity Description should be worded such that it makes sense on an invoice.   Instead of “CA ALAMEDA COUNTY”, it should read “Sales Tax, Alameda County”.   If you pay sales taxes to more than one state it should read “Sales Tax, Alameda County CA”.


16.16.2.14    Step 14.  Enter 11 base chart of accounts into QuickBooks

 

 

If you have already established a chart of accounts in QuickBooks and your copy of QuickBooks has equivalent accounts for the 11 accounts shown below, move on to the next step.

 

If your copy of QuickBooks does not contain a chart of accounts or is missing one or more of the accounts shown below, you must create the accounts shown below.    To add these accounts to your QuickBooks chart of accounts, start QuickBooks, select “Accounts” and “New”.  

 

The account types must match the account types shown below.  

 

Base Account             Account Type

                Accounts Receivable     Accounts Receivable

            Business Income           Income

            Inventory Asset             Other Current Asset

            Sales Tax Liability         Other Current Liability

            Cost of Goods Sold        Cost of Goods Sold

            Freight Income              Income

            Sales Discount              Income

            Overhead Expense        Other Expense

            Gross Wage Expense    Expense

            Accounts Payable         Accounts Payable

            Freight Expense            Expense

            Operating Expenses       Expense

 

After entering these accounts into QuickBooks, the next step (step 13), will require you to enter these accounts into pc/MRP as your default base chart of accounts for QuickBooks.   If a part being invoiced or received does not contain its own asset, income, or COGS account, pc/MRP will debit and credit the default accounts listed above.
16.16.2.15    Step 15.  Enter the QuickBooks default chart of accounts into pc/MRP

 

Select “Options”, “QuickBooks”, “Set QuickBooks Exporter Default Settings” and press the “Set-up Default Account Numbers” button to display the screen shown below.   pc/MRP will display a drop down list of all legal account and account types that could be used for that particular account.


pc/MRP will automatically debit and credit the above QuickBooks accounts (provided the part being invoiced or received does not contain its own account numbers) when you export invoices and receivers into QuickBooks.  An account must be selected for each account category.

 


16.16.2.16    Step 16.  Enter unique chart of accounts numbers into pc/MRP partnumbers

 

If you do not wish to enter unique chart of account numbers for individual pc/MRP part numbers skip this step

 

If you wish to assign unique chart of account numbers to one or more pc/MRP part numbers follow the steps below.

 

To give a part or assembly number a unique account number, start pc/MRP, select Modules, select Inventory, select Edit, select the part number, select the QuickBooks tab, select the Asset, COGS, and or Income account numbers you wish to associate with this part number.

 

 

The drop down list boxes contain valid QuickBooks account numbers.    Please note that these account numbers must exist in QuickBooks prior to running this option.

 

If the part is a component part that you sell or goes into an assembly that you sell, select an asset account in the Asset/Expense account field.   If it is not for resale, such as an office supply or shop supply, select an expense account.

 


16.16.2.17  Step 17.  Set-up Divisions and Corresponding Classes in QuickBooks

 

If you do not use divisions and/or departments, uncheck the Use Divisions for QuickBooks Classes Checkbox.  You are done with this step; continue to step 8.  If you do decide to use divisions and/or departments in the future, you can always add divisions later.

 


If you do use divisions and/or departments, go to the QuickBooks Default Settings screen, check the Use Divisions for QuickBooks Classes checkbox and click the Set-up Divisions Check Button to enter divisions/classes.

 

pc/MRP uses a 4 character division field for divisions and departments.  The first two characters are reserved for divisions and the second two characters are reserved for department.  QuickBooks uses a much larger class field for divisions and/or departments. If you already have classes in QuickBooks, the description for the class must match the description you are using in QuickBooks or QuickBooks will enter it as a new class.

 

pc/MRP invoice and receiver line items have a field for division.  When the invoices and receivers are exported to QuickBooks, the pc/MRP export routine will scan through all the invoices and receivers being exported and validate the division fields as follows:

 

If the div field in the invoice or receiver is not empty and the use div checkbox is checked

Case the Division is not found in the above pc/MRP table (Qbclass)

Write an error message and do not export the invoices or receivers

Case the Class is not found in QuickBooks (QbClasses)

Insert the class into QuickBooks 


16.16.2.18  Step 18.  Run Set-up AR (Mark all invoices paid before the transfer date as complete)

 

If there are no invoices in pc/MRP and you have been entering invoices into QuickBooks, continue to step 21.

 

If you are starting out for the first time with both pc/MRP and QuickBooks, continue to step 21.

 

If you have entered invoices into pc/MRP and have been closing them when they are paid, run this step as a double check on your AR.  It will also open up any invoice with a partial payment so that the entire invoice will be exported over to QuickBooks (without the payment).

 

If you have entered invoices into pc/MRP and have not been closing them when they were paid and are just starting with QuickBooks, run this step to close all invoices that have been paid.

 

If you have entered invoices into both pc/MRP and QuickBooks and not closing your pc/MRP invoices, run this step to close all open pc/MRP invoices that already exist in QuickBooks.  If QuickBooks has all the open invoices as of the transfer date, run this step to close all invoices in pc/MRP.

 

Press the Set-up Initial AR button from within the QuickBooks Default Settings screen to display the Invoice Closer screen shown below. 


This screen does not export invoices to QuickBooks.  It allows you to set up the invoices (AR) for the initial export into QuickBooks.

 

 

 

The AR total is equal to the amount due - amount paid

(((SalePrice*QtyShip*(1-(Discount/100))*(1+(TaxR/100.0000))+Freight)-AmtPaid) for the following invoice line items and credit memos:

 

·         All open invoices and credit memos.

·         If one or more line items in an invoice/credit memo are marked as open, all the line items and associated credit memos are temporarily marked as open and are included in the AR total.

 

Scroll the invoices and check the complete check box for all paid invoices and credit memos until the AR with Credit Memo Total is correct.  If you check an invoice as complete, the entire invoice will be marked as complete by inserting a capital Y into the complete field of every line item for that invoice.    This reduces the AR amount by the entire amount of the invoice (unless the amount due - amount paid equals 0).   Invoices marked as complete will never be exported to QuickBooks.

 

Pressing the Cancel button will leave the invoices unchanged.  The invoice complete and posted fields will remain as they were prior to entering this screen.

 

Pressing the OK button will not export the invoices.  Pressing the OK button will change the invoice complete fields as per the changes you made with the closer.  All invoices that are not marked as complete and have a batch number of 0 will be exported in the next step.  

 

 

 


16.16.2.19  Step 19.  Export pc/MRP Open Invoices (AR)

 

To export all open invoices, sales tax entities, divisions/classes, related part numbers, related vendors, and customers that are not in QuickBooks from pc/MRP, start pc/MRP, select Options, QuickBooks Export, and Export Invoice Files.


Select New Batch.  If you wish to mark every invoice exported as complete, check the "Mark Invoices as complete" checkbox.  If you have been running the pc/MRP accounting module and wish to continue to run it in parallel with QuickBooks, do not check this check box (pc/MRP’s accounting module uses the complete field to indicate an invoice has been paid in full).   pc/MRP will not re-export an exported invoice since it will have a batch number greater than 0 after it is exported.

 

Press OK to export all open pc/MRP invoices.  pc/MRP will only export invoices where the batch number is equal to 0 (zero ) and the invoice is not complete (complete # Y).   Partial payments and credit memos will not be exported.

 

Once pc/MRP has completed the export, it will insert the batch number into the pc/MRP invoices that were exported and any open credit memos to prevent them from being exported again.  To re-export a batch you would select Old Batch instead of New Batch.

 

If any of the invoices exported contained partial payments or credit memos, pc/MRP will display a warning message asking you to open up the export log.  Within the export log scroll to the bottom of the file for a list of partial payments and credit memos.  Print this list out by selecting File and Print, as you will need this list on the next step. .  Enter the credit memos and partial payments by hand into QuickBooks. The total amount displayed on the Export Log Report is a sum of the following calculation:

 

Round(SalePrice*QtyShip*(1-(Discount/100))*(1+(TaxR/100.00))+Freight,2)

 

If you get an exceeded credit limit in pc/MRP error message, temporarily raise the customer’s credit limit in pc/MRP and export again.  If the error message indicates the customer’s credit limit was exceeded from QuickBooks, temporarily raise the credit limit in QuickBooks and export again.

In the future:

·         Use pc/MRP to enter all invoices and export them to QuickBooks once a day or once a week.  

·         Use QuickBooks to enter all credit memos and invoice payments.

·          

16.16.2.20  Step 20.  Run Set-up AP (Mark all receivers paid before the transfer date as complete)

 

If there are no receivers in pc/MRP and you have been entering receivers into QuickBooks, do not run this step and continue to step 23.

 

If you are starting out for the first time with both pc/MRP and QuickBooks, do not run this step and continue to step 23.

 

If you have entered receivers into pc/MRP and have been closing them when they are paid, run this step as a double check on your AP.  It will also open up any receiver with a partial payment so the entire receiver will be exported over to QuickBooks.

 

If you have entered receivers into pc/MRP and have not been closing them when they were paid and are just starting with QuickBooks, run this step to close all receivers that have been paid.

 

If you have entered receivers into both pc/MRP and QuickBooks and not closing your pc/MRP receivers, run this step to close all open pc/MRP receivers that already exist in QuickBooks.  If QuickBooks has all the open receivers as of the transfer date, run this step to close all receivers in pc/MRP.

 


Pressing the Set-up Initial AP button on the QuickBooks Default Settings screen from within pc/MRP will display the Receiver Closer screen shown below.  This screen allows you to set-up the initial export of open (unpaid) receivers with vendor invoice numbers.     into QuickBooks.  Only receivers that are not marked complete and have a vendor invoice number will be exported and included in the AP w Debit Memos Total.   This screen will display the first vendor invoice number it finds in a receiver.  If you enter a vendor invoice number into a receiver or it already has a vendor invoice number, every line item on that receiver will be populated with that vendor invoice number when you press the OK button.    

 

This screen does not export the open receivers into QuickBooks.  It allows you to set up the receivers for the initial export into QuickBooks.

 

Clicking on the Set-up AP button scans each receiver to determine the AP total and displays the above AP screen.  The AP total is equal to the amount due - amount paid for the following receiver line items and debit memos:

 

·         All open receivers and debit memos with vendor invoice numbers.

·         If one or more line items in a receiver /debit memos are marked as open, all the line items and associated debit memos are temporarily marked as open and are included in the AP total.    They will be returned to original state after the export if you did not specify that exported receivers be marked as complete, (if amount paid - amount due >=  0 replace complete with "Y")

 

Scroll the receivers and check the complete check box for all paid receivers and debit memos and add the vendor invoice number to all receivers that you wish to export, until the AP with Debit Memo Total is correct. 

 

If you check a receiver as complete, the entire receiver will be marked as complete by inserting a capital Y into the complete field of every line item on that receiver.    This reduces the AP amount by the entire amount of the receiver (unless the amount due - amount paid equals 0).   Receivers marked as complete will never be exported to QuickBooks.

 

Pressing the Cancel button will leave the receivers unchanged.  The receiver complete and posted fields will remain as they were prior to entering this screen.

 

Pressing the OK button will not export the receivers.  Pressing the OK button will temporarily change the receiver complete fields as per the changes you made with the closer.  Once the receivers have been exported in the next step, if the "Marked Receivers as complete checkbox is checked, pc/MRP will enter a "Y" into the complete field of all receivers and debit memos associated with the export. 

 

 


16.16.2.21  Step 21.  Export pc/MRP Open Receivers (AP)

 


To export all open receivers, sales tax entities, divisions/classes, related part numbers, and related vendors that are not in QuickBooks, start pc/MRP,  select Options, QuickBooks Export, and Export Receiver Files.

 

Select New Batch.  If you wish to mark every receiver exported as complete, check the "Mark Receivers as complete" checkbox.  If you have been running the pc/MRP accounting module and wish to continue to run in parallel with QuickBooks, do not check this check box  (pc/MRP accounting uses the complete field to indicate a receiver has been paid in full).

 

Press OK, to export all open pc/MRP receivers.  Only receivers with a batch number of 0 (zero), are not complete (complete # Y), and have a vendor invoice number in at least one line items will be exported.  Debit memos and partial payments will not be exported..

 

Once the export has been completed, pc/MRP will insert the batch number into the receivers that were exported and any open debit memos to prevent them from being exported again.  To re-export a batch you would select Old Batch instead of New Batch.

 

If any open receivers or debit memos were detected, pc/MRP will display a warning message asking you to open up the export log and scroll to the bottom of the file for a list of partial payments and debit memos.  Print this list out by selecting File and Print, as you will need this list on the next step.  Enter the debit memos and partial payments by hand into QuickBooks.  The total amounts displayed on the Export Log Report is a sum of the following calculation:

Round(Cost*QtyRec*(1-(Discount/100))*(1+(TaxR/100.00))+Freight,2)

pc/MRP receiver numbers will have a suffix of R an will be listed in QuickBooks Memo column.   Vendor invoice numbers appear under QuickBooks Number column.

In the future:

·         Use pc/MRP to enter all receivers, add vendor invoice number to the first line item of the receiver, and export them to QuickBooks once a day.

·         Use QuickBooks to enter all vendor payments and debit memos.


16.16.2.22  Step 22.  Enter the Remaining Chart of Accounts and Balances into QuickBooks

 

If you have been running QuickBooks prior to this implementation, you can skip this step.

 

If are just starting with QuickBooks you must enter the remaining chart of accounts and their balances into QuickBooks as of the day of the initial transfer.

 


16.16.3   Exporting Invoices to QuickBooks on a Daily Basis

 

Once you have completed the initial implementation steps (16.16.2.1 - 16.16.2.23), you can export invoices from pc/MRP into QuickBooks on a daily basis.  Before exporting, make a backup of the pc/MRP database files and your QuickBooks company .qbw file as per section 16.16.2.1.   To export, from within pc/MRP, select Optional, QuickBooks Export, and Export Invoice.


Select New Batch.  If you wish to mark every invoice exported as complete, check the "Mark Invoices as complete" checkbox.   If you have been running the pc/MRP accounting module and wish to continue to run in parallel with QuickBooks, do not check this check box  (pc/MRP accounting uses the complete field to indicate an invoice has been paid in full).  If you do run in parallel you must export invoices before you receive payment for them.

 

Press OK to export all open pc/MRP invoices.  pc/MRP will only export invoices where the batch number is equal to 0 (zero ) and the invoice is not complete (complete # Y). Credit memos and partial payments will not be exported.

 

pc/MRP invoice numbers will have a prefix of V and will be listed in QuickBooks Number column.   The V prefix is intended to help identify invoices imported from pc/MRP.

 

The export will insert all customers, part numbers, classes, accnt numbers, etc related to the exported invoices into QuickBooks, if QuickBooks does not contain those items.   If QuickBooks contains those items, the export will not update the items.

 

Component and assembly part numbers will be exported as non-inventory parts (parts classified as inventory parts make strange COGS entries when imported with receivers)

 

pc/MRP Part numbers marked as Labor will be exported as Service part numbers.

 

If a part exists in QuickBooks as an inventory part, the first time it is included in an invoice or receiver, pc/MRP will add that part back into QuickBooks as a non-inventory with a suffix of “(MRP)” and it’s inventory asset account appearing in the part’s expense account field.

 

If you get an exceeded credit limit in pc/MRP error message, temporarily raise the customer’s credit limit in pc/MRP and export again.  If the error message indicates the customer’s credit limit was exceeded from QuickBooks, temporarily raise the credit limit in QuickBooks and export again.

 

To re-export a batch you would select Old Batch instead of New Batch.

 

The following paragraphs describe how pc/MRP exports various invoiced item types

 

Inside Labor/Service Items

Inside Labor/Service Items can be sold but not purchased

The Income account field must contain a QuickBooks income account

Use an income accnt for services provided to your customers (such as field maintenance)

When Invoiced:

If the item does not exist in QuickBooks

pc/MRP will export the item with its income account to QuickBooks

If the income account is empty, pc/MRP will use the default income account

If the item does exist in QuickBooks

pc/MRP will check the account type in QuickBooks is an income account

The default AR account found in pc/MRP will be debited

The item's income account found in QuickBooks will be credited*

If the discount does not equal $0.00

The default Sales Discount account will be credited for the amount of the tax

If the freight does not equal $0.00

The default Freight Income account will be credited

The default Sales Tax Liability account will be credited

 

Non Inventory Items

A Non Inventory Item can be purchased and sold

The Asset/Expense account field must contain a QuickBooks expense account

The Income account field must contain a QuickBooks income account

Use an expense account for supplies (office and shop)

Use an income account for income

When Invoiced:

If item does not exist in QuickBooks

            pc/MRP will export the item with its income and expense accnts to QuickBooks

            If the part number of the invoice being exported is NA

                        Pc/MRP will use the default operating expense account

            Else

                        pc/MRP will create an error message if the asset/expense accnt is empty

            If the income account is empty, pc/MRP will use the default income account

If item does exist in QuickBooks

            pc/MRP will check the account type in QuickBooks is an income account

The default AR account found in pc/MRP will be debited

The item's income account found in QuickBooks will be credited*

If the discount does not equal $0.00

            The default Sales Discount account will be credited for the amount of the tax

If the freight does not equal $0.00

            The default Freight Income account will be credited

The default Sales Tax Liability account will be credited

 

Inventory Part and Assembly Items

 

A Part and Assembly Item can be purchased and sold

The Asset/Expense account field should be filled with a QuickBooks inventory asset account

The COGs account field should be filled with a QuickBooks COGs account

The Income account field should be filled with a QuickBooks Income Account

If any of the above fields are not filled out pc/MRP will use its default QB accounts

When Invoiced:

If the item does not exist in QuickBooks

            pc/MRP will export the item with its expense and income accnts to QuickBooks

            If the accnts are empty, pc/MRP will use the default Inventory and income accnts

If item does exist in QuickBooks

            pc/MRP will check that the expense account exists and is active in QuickBooks

            pc/MRP will check that the income account exists and is active in QuickBooks

The default AR account found in pc/MRP will be debited

The item's income account found in QuickBooks will be credited*

If the discount does not equal $0.00

            The default Sales Discount account will be credited for the amount of the tax

If the freight does not equal $0.00

            The default Freight Income account will be credited

The default Sales Tax Liability account will be credited

If the item's COGs (comp+outlabor+inlabor+ovrhd)amount is greater than $0.00 

            The item's COGs acct or default COGs acct will be debited for that amount

If the item's componet amount is greater than $0.00 

            The item's asset/exp acct or default Inventory acct will be credited for that amt

If the item's inside labor amount is greater than $0.00

            The default gross wage account will be credited for that amount

If the item's overhead amount is greater than $0.00

            The default overhead account will be credited for that amount

 

* It is important to note, that once QuickBooks has the part, it will credit the income account found in QuickBooks.   Therefore, if you wanted to change the account to be credited when an item is invoiced received and that part exists in QuickBooks, you would change the income account in QuickBooks instead of the income account in pc/MRP.


16.16.4   Exporting Receivers to QuickBooks on a Daily Basis

 

Once you have completed the initial implementation steps (16.16.2.1 - 16.16.2.23), you can export receivers from pc/MRP into QuickBooks on a daily basis.  Accounting should receive a copy of each receiver and packing list from the receiving dock.  When the vendor invoices arrive, accounting must edit the receivers and add the vendor invoice numbers, so that the new receivers with vendor invoice numbers and batch number 0 will be included in the next export.   Before exporting, make a backup of the pc/MRP database files and your QuickBooks company .qbw file as per section 16.16.2.1.   From within pc/MRP select Optional, QuickBooks Export, and Export Receiver files.


Select New Batch.  If you wish to mark every receiver exported as complete, check the "Mark Receivers as complete" checkbox.  If you have been running the pc/MRP accounting module and wish to continue to run in parallel with QuickBooks, do not check this check box (pc/MRP accounting uses the complete field to indicate a receiver has been paid in full).  If you do run in parallel you must export receivers before you receive payment for them.

 

Press OK, to export all open pc/MRP receivers.  Only receivers that have a batch number of 0 (zero), are not complete (complete # Y) and have a vendor invoice number in at least one line item will be exported.  Debit memos and partial payments will not be exported.

Receivers that have a batch number of 0, are not marked complete, and do not have a vendor invoice number in them will be listed as receivers to be exported in a future batch. 

 

pc/MRP receiver numbers will have a prefix of R an will be listed in QuickBooks Memo column.   Vendor invoice numbers appear under QuickBooks Number column.

 

The export will insert all vendors, part numbers, classes, account numbers, etc related to the exported receivers into QuickBooks, if QuickBooks does not contain those items.   If QuickBooks contains those items, the export will not update the items.

 

Component and assembly part numbers will be exported as non-inventory parts (parts classified as inventory parts make strange COGS entries when imported with receivers)

 

pc/MRP Part numbers marked as Labor will be exported as Service part numbers.

 

If a part exists in QuickBooks as an invenotory part, the first time it is included in an invoice or receiver, pc/MRP will add that part back into QuickBooks as a non-inventory with a suffix of “(MRP)” and it’s inventory asset account appearing in the part’s expense account field.

 

To re-export a batch you would select Old Batch instead of New Batch.  Do not select this option, as pc/MRP would re-export the receivers.

 

The following paragraphs describe how pc/MRP exports various received item types:

 

OutSide Labor/Service Items

OutSide Labor/Service Items can be purchased but not sold

The Asset/Expense accnt field must be filled in with a QuickBooks asset or expense accnt

Use an inventory asset account for outside labor used to assemble your products

Use an expense account for outside services (such as IT services)

Use an equity account for services rendered by an owner of the company

When Received

If item does not exist in QuickBooks

            pc/MRP will create an error message if the asset/expense accnt is empty

            If not empty, pc/MRP will export the item with its asset/expense account

                        Pc/MRP will use the default operating expense account

If the item does exist in QuickBooks

            Pc/MRP will check the accnt type in QuickBooks is an asset or expense accnt

The item's expense account found in QuickBooks will be debited*

The default AP account found in pc/MRP will be credited

If the freight does not equal $0.00

            The default Freight Expense account found in pcmrp will be credited

 

Non Inventory Items

A Non Inventory Item can be purchased and sold

The Asset/Expense account field must contain a QuickBooks expense account

The Income account field must contain a QuickBooks income account

Use an expense account for supplies (office and shop)

Use an income account for income

When Received

If the item does not exist in QuickBooks

            pc/MRP will export the item with its income and expense accnts to QuickBooks

            If the part number of the invoice being exported is NA

                        Pc/MRP will use the default operating expense account

            If the part number of the invoice being exported is not NA

                        pc/MRP will create an error message if the asset/expense accnt is empty

If the item does exist in QuickBooks

            pc/MRP will check the account type in QuickBooks is an expense account

The item's expense account found in QuickBooks will be debited*

The default AP account found in pc/MRP will be credited

If the freight does not equal $0.00

            The default Freight Expense account found in pcmrp will be credited       


Inventory Part and Assembly Items

 

A Part and Assembly Item can be purchased and sold

The Asset/Expense accnt field should be filled with a QuickBooks inventory asset accnt

The COGs account field should be filled with a QuickBooks COGs account

The Income account field should be filled with a QuickBooks Income Account

If any of the above fields are not filled out pc/MRP will use its default QB accounts

When Received

If the item does not exist in QuickBooks

            pc/MRP will export the item with its expense and income accnts to QuickBooks

            If the accnts are empty, pc/MRP will use the default Inventory and income accnts

If the item does exist in QuickBooks

            pc/MRP will check that the expense account in QuickBooks is an asset account

The item's expense account found in QuickBooks will be debited*

The default AP account found in pc/MRP will be credited

If the freight does not equal $0.00

            The default Freight Expense account found in pcmrp will be credited

 

* It is important to note, that once QuickBooks has the part, it will debit the expense account found in QuickBooks.   Therefore, if you wanted to change the account to be debited when an item is received and that part exists in QuickBooks, you would change the expense account in QuickBooks instead of the expense account in pc/MRP.

 

                                                                                                                                   


16.16.5  pc/MRP’s Export to QuickBooks Logic

 

 

16.16.5.1 Inserting a Part Number into QuickBooks 

 

The diagram below illustrates how pc/MRP exports a part to QuickBooks if that part does not exist in QuickBooks or it exists in QuickBooks as an inventory type part

 

 


16.16.5.2 Debiting and Crediting Invoice Logic   

 

The diagram below illustrates where pc/MRP’s  export invoice gets its debits and credits

 

 

 

16.16.5.3 Debiting and Crediting Receiver Logic   

 

The diagram below illustrates where pc/MRP’s  export receiver gets its debits and credits

 


16.16.5.4 Exporting Invoices to QuickBooks Pseudo Code

 

The following pseudo code describes how pc/MPR exports invoices to QuickBooks.   .  The error messages are displayed in the same text as this sentence.

 

Function  QB_BuildPcmrpCursors()

If exporting invoices

   Creates an ExportCursor with all invoices whose Batchno=0, not deleted, not complete, not a CM

               

Function QB_InvoicesValidate()

Scan the Invoice records in the ExportCursor

Case the part number = “NA” and an item named “NA” does not exist in QuickBooks

     Add an NA non-inv item to QuickBooks with the default expense and income accnts

Case the part number exists in QuickBooks and is an Inventory Item

     Qb_CreateNewPartItem()  Adds the part number to QuickBooks, see Qb_CreateNewPartItem section

Case the part exists in QuickBooks and the QuickBooks Accnt Type is not an income account

     If we are adding the part to QuickBooks for the first time

          (Invoice# Item#) The pc/MRP part (Partno) does not credit an Income type accnt

     If we are not adding the part to QuickBooks

          (Invoice# Item#)The QuickBooks part(Partmast.QbPartId)does not credit an Income acct

Case the part exists in QuickBooks and the QuickBooks Expense Account is not active

          (Invoice# Item#)The QuickBooks acct (QbParts.IncomeAccnt) has been marked as inactive in QBs

Case the part number does not exist in QuickBooks

     Qb_CreateNewPartItem()  Adds the part number to QuickBooks, see Qb_CreateNewPartItem section.

 

Function QB_InvoicesAdd()                                                                                                                                             

Debits the default Accounts Receivable Account for the full amount of the invoice

Credits the parts income account found in QuickBooks

If you collect sales tax and the sales tax # 0, credits the default sales tax liability acct for the amt of the tax

If the discount # 0, credits the default sales discount account for the amount of the discount

If the freight # 0, credits the default freight income account for the amount of the freight

If the part is not an NA part and it is an inventory part or assembly

     QB_JournalEntryAddCOGS() Credit COGS,debit inventory, labor, ovrhd using the default accts     

 

 


16.16.5.5 Exporting Receivers to QuickBooks Pseudo Code

 

The following pseudo code describes how pc/MPR exports receivers to QuickBooks.  The error messages are displayed in the same text as this sentence.

 

Function  QB_BuildPcmrpCursors()

If exporting receivers

   Creates an ExportCursor with all receivers whose Batchno=0, not deleted, not complete, not a DM and

   contains a vendor invoice number

 

Function QB_ReceiversValidate()

Scan the Invoice records in the ExportCursor

Case the part number = “NA” and an item named “NA” does not exist in QuickBooks

     Add an NA non-inv item to QuickBooks with the default expense and income accnts

Case the part number exists in QuickBooks and is an Inventory Item

     Qb_CreateNewPartItem()  Adds the part number to QuickBooks, see Qb_CreateNewPartItem section

Case the part exists in QuickBooks and the QuickBooks Accnt Type is not an Expense or Other Cur Asset

     If we are adding the part to QuickBooks for the first time

          (Receive# Item#) The pc/MRP part(Partno) does not expense an Other Current Asset or Expense acct

     If we are not adding the part to QuickBooks

          (Receive# Item#) The QuickBooks part(Partno) does not expense an Other Current Asset or Exp acct

Case the part exists in QuickBooks and the QuickBooks Expense Account is not active

          (Receive# Item#)The QuickBooks acct (QbParts.ExpenseAccnt) has been marked as inactive in QBs

Case the part number does not exist in QuickBooks

     Qb_CreateNewPartItem()  Adds the part number to QuickBooks, see Qb_CreateNewPartItem section

 

Function QB_BillsAdd()                                                                                                                                   

Credits the default Accounts Payable Account for the full amount of the receiver

Debits the part’s expense account or account name account found in QuickBooks

If the freight # 0, debits the default freight expense account for the amount of the freight


16.16.5.6 Exporting Parts to QuickBooks Pseudo Code - Qb_CreateNewPartItem()

 

The following pseudo code describes how pc/MPR exports parts to QuickBooks.  The error messages are displayed in the same text as this sentence.

 

Function Qb_CreateNewPartItem()

If part is a labor part (Partmast.Part_assy = “L”)     

     QuickBooks Item Type = “Service”   (lcItemType = "Service")

     If it is Outside Labor part (PartMast.Outsource = .T.)                                                  

          QuickBooks Expense Account = the part’s  pc/MRP’s Asset/Expense accnt

     If it is an Inside Labor part (Partmast.Outsource = .F.)                                                     

          If the part’s pc/MRP’s Asset/Expense Accnt is empty

               QuickBooks Expense Account = pc/MRP’s default COGs Accnt

          If the part’s pc/MRP’s Asset/Expense Accnt is not empty

               QuickBooks Expense Account = the part’s pc/MRP’s COGs Accnt

If the part is a part or assembly

     QuickBooks Item Type = “Non Inventory”  (lcItemType = "Non Inventory")                   

     If the part is a Non Inventory part in pc/MRP (Part_Assy = "P" AND OutSource = .T.)  

          QuickBooks Expense Account = the part’s  pc/MRP’s Asset/Expense accnt

     If the part is an Inventory Part or an Assembly

          If the part’s pc/MRP’s Asset/Expense Accnt is empty

               QuickBooks Expense Accnt = pc/MRP’s default Inventory Asset Accnt

          If the part’s pc/MRP’s Asset/Expense Accnt is not empty

               QuickBooks Expense Accnt = the part’s pc/MRP’s Asset/Exp Accnt

If the parts pc/MRP QB Income Accnt is empty

     QuickBooks Income Accnt = pc/MRP’s default Income Accnt             

If the parts pc/MRP QB Income Account is not empty

     QuickBooks Income Accnt = the part’s pc/MRP’s Income Accnt        

Select QbAccounts and check the above accounts

Case the expense account not found in QuickBooks:

     Partno: (Partno) references an account (lcExpense) that does not exist in QuickBooks.

Case the expense account is not active in QuickBooks                               

      Partno: (Partno) references an account (lcExpense) that exists in QuickBooks but is not active

Case the income account is not found in QuickBooks

     PartNo: (Partno) references an account (lcIncome) that does not exist in QuickBooks.

Case the expense account is empty

     PartNo: (ExportCursor.Partno) does not reference a valid asset/expense account.