QuickBooks Journal Entries

This function, Export>QuickBooks Journal Entries, exports transactions from FCA™ in a file format that can be imported into QuickBooks®. The function excludes any transactions that were originally imported from QuickBooks, and allows you to include or exclude transactions imported from PBM™ or FCA. Use this export to create a QuickBooks .iif file that a client can import to update their QuickBooks file with changes made by the accounting office, instead of doing so manually in a journal entry.

In QuickBooks

Before using this export, export the client’s chart of accounts from their QuickBooks file.

1. Open QuickBooks.
2. Depending on the version, select Export from either the File or File>Utilities menu.
3. Select Chart of Accounts (and Class List if exporting back by account or class).
4. Click OK and select a file name and path for the file.
   

In FCA

1. Select File>Exports>QuickBooks Journal Entries.
2. Choose the path for the file and enter the desired file name.
3. Click Save.
4. The dialog box shown in the screenshot below will open the first time this export is run for a client.
   
5. Click OK.
6. Click the Import QBCOA button.
   
   
   

7. Find and select the Chart of Accounts file (.iif) created in QuickBooks. Click Open. This is only required the first time, but it is a good idea to periodically import a current chart of accounts from the client’s QuickBooks.
   
   
   

8. As soon as the OK button becomes live, start mapping the FCA accounts to the QuickBooks accounts where the data will be imported. You can click on the arrow in each box in the Map To column to select the desired QuickBooks account from the drop-down list, or you can start typing the account name or number (if the client uses account numbers).
   
   
   

9. Set the options in the window as desired.
   • Start/End Date—Decide whether to export all qualifying transactions from the period entered or those within an entered date range. For example, if this information is to be sent to the client each week following a pay period, use the Last Payroll or Last Payroll thru Month option. You may change the suggested dates or period as desired.
     • Date Range—The From and To dates will default to the current period start and end dates. All entries that have dates within the selected range will be included in the export, regardless of the period in which they were entered.
     • Last Payroll thru Month—The From date will default to the date of the last payroll check that was saved. The To date will default to the day of the current accounting period. All entries that have dates within the selected range will be included in the export, regardless of the period in which they were entered.
     • Period/Year—The program will default to the current accounting period and year. All entries which were posted in the selected period will be included in the export regardless of the date on the entry.
     • Last Payroll—The From and To dates will default to the date of the last payroll check that was saved. All entries that have dates within the selected range will be included in the export, regardless of the period in which they were entered.
       
   • Summarize
     • None—All transactions will be sent as they exist in FCA.
     • Summarize all but Bank—All detail records of transactions will be summarized into one journal entry with all records from checking type accounts being posted to the net offset account selected. At the same time, for every record coming from a checking type account, a separate transaction is created using the date, check number and contact from the original transaction with one side of the transaction posting to the checking account and the other side posting to the Net Check Offset Account. Using this option provides the client with the ability to do the bank reconciliation within QuickBooks.
     • Summarize all—This option simply creates one journal entry with all records summarized.
   • Include PBM imports—This will include items you have imported from either FCA or PBM in the export file.
   • Send to virtual office—This will cause the program to open the File Transfer Utility with the export file ready to upload to the client's portal if this client has a VO Client ID record on the Company tab in Setup>Company Information.
   • Suppress zero entries—The account records without amounts will not be exported.
   • Use Class—This will export to QuickBooks by account or class. This is usually used when profit center accounts are used in FCA.
     

     Note: To be able to do this, Class List has to have been selected when the QuickBooks chart of accounts was imported.

   • Include Check Number—This will export to QuickBooks by account or class. This is usually used when profit center accounts are used in FCA. When this is checked, the file will have a TOPRINT column populated with an N so checks will import with check numbers.
     
     
10. Click OK to create the export file.
    

    Note: A "Not Responding" message in the Windows Task Manager does not mean that the program is not working. A dialog box will open when the process is complete. DO NOT end the task or interrupt the export.

Subsequent Exports

When creating subsequent QuickBooks journal entry export files, the program will display the date or period range of the file previously created, and it will remember all previous account mappings.

Import into QuickBooks

The following steps may vary depending upon your version of QuickBooks.

1. Select File>Utilities>Import>IIF Files.
2. Browse for the file that was created by FCA and click Open.