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Utilities | Export to Quickbooks

Utilities | Export to Quickbooks

Overview: Exporting provides a simple way to bring the cash register data over to your accounting system. Exporting to QuickBooks is a process of exporting a group of sales records based on their Z number. The process is run in conjunction with the Master Z report. The Master Z takes one shift or many and creates a file that can be read by QuickBooks.

Export to QuickBooks Introduction

The import into QuickBooks can be run at any time. Each Master Z report will have a separate .IIF file to be imported. QuickBooks accounts will automatically be created if necessary. Each category you have defined on the Sales report or in Inventory Maintenance will be summarized with an entry under the Sales income account. For example, a category titled Sales – Biscotti would be created if you had BISCOTTI as one of your Inventory classes. The deposit portion will go to the bank account you have defined in Coffee Shop Manager setup. You may also choose to set an item with a Sales Class for reporting purposes and a different QuickBooks class for income reporting purposes. See section Maintenance for more information on setting up Classes and Accounting Links. The sales tax amount will import as an accounts payable liability.

Master Z Report – This is a list of all of the Z reports available to select for export.

Export to IIF – Select Export to IIF to save the selected Z report(s) as an .IIF file type to import into QuickBooks.

Export to XML – Select Export to XML to save the select Z reports(s) in an XML format.

Print Report – Select Print Report to view the selected Z report(s).

Close – Select Close to exit the Export to QuickBooks screen.

Export to QuickBooks Instructions

Each Z report may be exported in a separate file or combined with other Z’s in a batch. Select the Z report you want to export from the list. To select multiple Z reports, simply select them as well. Select the highlighted report again to de-select it.

Before exporting to QuickBooks, it is recommended you print the summary report every time. After closing the report window select the Export to IIF button and the file will be created. This file may now be imported directly into your QuickBooks register, updating the appropriate income accounts. The sales categories defined in your Coffee Shop Manager Inventory class will be summarized and broken down by the corresponding income accounts in QuickBooks. If the account category does not exist in QuickBooks, it will be automatically created.

Linking to QuickBooks – Step by Step

Note: You may setup your QB links at any time, however testing the export function cannot be done until you have an active Z report with live data to export.

Here are the steps required to link Coffee Shop Manager to QuickBooks.

If you already have the Chart of Accounts created in QuickBooks, you will need to print that out and create them in CSM. The Chart of Account names will need to match exactly in the two programs for the file to import correctly.

If you do not have your accounts created in QuickBooks, the import procedure will create them. You will need to create the account names in CSM then select them in Inventory Maintenance.


In Maintenance:
  • Select Accounting Links
  • Select New.
  • Enter in a Link Code. This must be a unique ID.
  • Enter in an Account Name. This is the name you want to appear in QuickBooks. If you are entering your existing Chart of Accounts names, this is the field to match that name in. 
  • Select Save
Repeat the process until all account names are created. You are now ready to select the accounts in Inventory Maintenance.

In Inventory Maintenance:
  • Select the item to attach the Class to.
  • Select Edit.
  • Select the appropriate QB/Account Class from the drop-down list. 
  • Select Save. 
This item will now be attached to the selected QB/Acct Class in the Export.

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