Overview
Erply sales totals can be exported to QuickBooks. Erply can generate a .iif file that contains a set of journal entries for each day and location.
For importing into Quickbooks, please consult the Quickbooks help site.
The journal entries can also be viewed as an HTML report, so you don’t have to download the file to examine it. You can have a preview of the (.iif) file by going to REPORTS and then click on Export to Accounting.
Note: If you do not see the report, it is because you are not logged into an account with enough permissions to access it. If you need help changing your permissions, see our guide on user groups.
Setup
This setup dialogue can be found in Reports -> Export to Accounting (previously Finances).
For the actual export file to work correctly in Quickbooks, you need to enter in the appropriate Chart of Accounts, but the HTML report works fine even without account numbers.
Box 1: Setup Chart of Accounts for downloading journal files:
CoA is a set of accounts needed for bookkeeping. An accountant must place every transaction on a specific bookkeeping account. There are four types of accounts, each should have a name and a number:
Assets Liabilities Accumulated revenue Accumulated expenses
Some examples:
1000 Bank (an asset, total cash currently on hand)
1110 Accounts Receivable (an asset, the total sum customers are owing to your company)
1250 Inventory (an asset, the value of all goods currently in stock)
4000 Sales Revenue (accumulates all net sales)
Numbers and the specific selection of accounts vary from business to business, therefore each company defines their own CoA in their accounting guidelines.
Each account has two sides, debit and credit (one increases value on account and another decreases) and uses a principle called “double-entry bookkeeping” which states that each transaction is simultaneously recorded on two accounts — one account for debits, and credit transactions on another account.
For example, a payment made by customer is recorded as follows:
Bank is debited (you now have more money on hand)
Accounts Receivable is credited (customer no longer owes you money)
Box 2: Define accounts for Payment Types and Product and Service Groups:
1.) Click on the Payment Types link in the Export to Accounting report, or go to Settings -> Payment Types
Click on the payment type you’d like to add account information to, add the information, and save.
2.) Click on the Product and Service Group link in the Export to Accounting report, or go to PIM -> Product Groups. Right click on the service group you’d like to define the account for, and select ‘edit’.
From this screen you need to specify your Quickbooks Accounts, then save.
If you’re looking to manage your Accounts Payable and have a fully integrated accounting software, please check out ERPLY Accounting.