Testing it out

It’s always a good idea to test out sample transactions before importing a large number of entries. So before any other transactions are created for the day*, go into the Billing module and create a couple of sample entries.

*Note: Since the Billing module includes an option to select which transactions to export, it is possible to have other transactions already created on that day; it would just make it a bit simpler to work only with the sample transactions.

Exporting sample entries

1.	Create an individual invoice, a payment for that invoice, and a sales receipt in the Billing module.

2.	QuickBooks and QuickBooks Online users only: Make sure to choose a member that exists both in your Member database and also as a QuickBooks customer. The QuickBooks customer name needs to match the Member database name exactly – letter by letter.

3.	Remember the transactions you create, because you will delete them when you are done testing.

4.	Click the Reports tab and select Journal Entry Export, then Accrual Basis or Cash Basis in the Executive section.

For more information on when to choose Journal Entry Export – Accrual Basis or Journal Entry Export – Cash Basis see “Journal Entry Export – Accrual Basis or Cash Basis”.

5.	You should see your transactions. If not, click the Refresh button.

6.	Note the Account Names (QuickBooks) or Account IDS (Peachtree) that are being referenced. These are the general journal entries that will be made in your accounting software.

7.	Select QuickBooks IIF (QuickBooks users), QuickBooks Online CSV (QuickBooks Online users), or Peachtree CSV (Peachtree users).

8.	If needed, deselect any transactions that are not part of your sample entries.

9.	Click Export.

10.	If prompted, save the file to a location you will remember.

Figure 8-3 Journal Entry Export window

QuickBooks (desktop version) users only: Importing sample entries

1.	Open QuickBooks.

2.	Select File, Utilities, Import, IIF files.

3.	Locate the saved export and select.

4.	Your import will take place.

*Note: You must be logged into QuickBooks as Admin and be logged in using single-user mode.

QuickBooks (desktop version) users only: Viewing sample entries

1.	Look at the general journal entries that were created in QuickBooks by clicking Company, Make General Journal Entries.

2.	Click Previous to view the imported entries.

3.	View the customers that were affected by going to the Customer Center. You can see the entry by the associated invoice #, sales receipt # or payment reference#.

4.	The payments will display in the QuickBooks Deposits (unless you created a deposit in ChamberMaster and included that in the export).

5.

If viewing an Open Invoices report in QuickBooks, the general journal payments will not directly be applied to the open invoice amount. If you will be relying on the QuickBooks open invoice report in addition to the ChamberMaster Open Invoices report, make sure to apply the general journal entry payments to the appropriate customer open balance amount (invoice or general journal entry amount). See “Apply Payments to Open Amounts in QuickBooks”

QuickBooks users only: Removing sample entries

If desired, double-check any reports and accounts to see how they are affected by these journal entries. Now that you’ve seen how it works, go ahead and delete each of the 3 general journal entries.

1.	In QuickBooks, select Company, Make General Journal Entries.

2.	Click Previous to return to your sample entry.

3.	Select Delete General Journal entry from the Edit menu.

4.	Do this for each of your sample entries

5.	The transactions are now cleared from your journal, the customer account, and your deposits screen.

6.	Log into ChamberMaster and delete the sample payment, invoice, and sales receipt.

7.	You should be ready to export now on a regular basis.

 

QuickBooks Online users only: Importing sample entries

1.	Log in to QuickBooks Online.

2.	From the left menu bar, select Apps.

3.	Locate Transaction Pro Importer by scrolling through the list of apps or doing a search.

4.	Click “Learn More” while hovering your cursor over the app.

5.	Select “Get App Now”.

6.	Click “Authorize” when prompted.

 

QuickBooks Online users only: Importing sample entries

*Note: A brief video of this process is available in our Video Tutorials section.

1.	Log in to QuickBooks Online.

2.	Make sure you have Transaction Pro Importer installed from the QuickBooks App Store

3.	From your QuickBooks Online homepage, open Transaction Pro Importer by going to Apps, My Apps, Launch.

4.	Select, Open, and Upload your exported .CSV file.

5.	Once uploaded, click the dropdown menu next to Select Import Type, and choose Journal Entries. The page will then refresh.

6.	Under the Field Mapping heading there is a column of dropdown lists which need to be “mapped” to the corresponding QuickBooks Field*. The columns should be mapped as such:

QuickBooks Field	Import Column
RefNumber	Reference
TxnDate	Date
Note	Select Field
IsAdjustment	Select Field
Account	G/L Account
Amount	Amount
Entity	Member Name
Memo	Description
Class	Select Field**
Location	Select Field

*Note: This step will only need to be performed once, as the mapped items can be saved for future imports.

**Note: When using an accounting system with class tracking, select Class from this dropdown list.

7.	Type a name for this map into the “Current Import Map” box and then click Save Map.

8.	Under the Data Mapped to QuickBooks Online heading, select the transactions to be imported by clicking the checkbox in the Import column.

4.

9.	From the QuickBooks Online homepage, click Import, and click OK when the popup box appears.

10.	Once the page refreshes, check to make sure the Import Log displays “All Data Imported Successfully”.

11.	View the imported journal entries by going to Reports, Journal Report.

 

QuickBooks Online users only: Removing sample entries

If desired, double-check any reports and accounts to see how they are affected by these journal entries. Now that you’ve seen how it works, go ahead and delete each of the sample general journal entries.

1.	From your QuickBooks Online homepage, go to Reports, Journal (if you do not see that report, search “journal” in the search box).

2.	Click the first journal entry you imported.

3.	After the page refreshes, click More at the bottom of the page.

4.	Click Delete, and at the “Are you sure…” prompt, click Yes.

5.	Do this for each of your sample entries.

6.	Log into ChamberMaster and delete the sample payment, invoice, and sales receipt.

7.	You should be ready to export now on a regular basis.

Peachtree users only: Importing sample entries

1.	Open Peachtree.

2.	Select File, Import/Export

3.	Click General Ledger, General Journal

4.	Click Import.

5.	Choose the six displayed items on the Fields tab

6.	Choose the six displayed items on the Fields tab

7.	From the Options tab Browse to find the file that needs to be imported and place a check by First Row Contains Headings.

8.	View the imported journal entries by going to Reports & Forms, General Ledger, General Journal.

9.	Delete these sample entries on the report opened in #3 above.

10.	You should be ready to export now on a regular basis.