Lesson 15 – QuickBooks®

Scroll down  Image255.gif (856 bytes) to see complete section.

What You Will Learn

• Transfer an Invoice to QuickBooks.

• Transfer a Purchase Order to QuickBooks.

Getting Started

Why transfer Invoices/Purchase Orders to QuickBooks?

The QuickBooks Accounting system is a very popular, very well regarded accounting program. It is not however, designed to maintain a large database of materials. The number of ways to find an item is limited. QuickBooks does not allow for multiple discounts from multiple suppliers. These are all things that Winpriser does well.

Using Winpriser to prepare your pricing and QuickBooks to handle your accounting needs provides an excellent business solution.

How does the transfer to QuickBooks work?

After your worksheet pricing has been finalized you use Winpriser to export your invoice or purchase order information to a text file. You then use QuickBooks to import the information from the text file.

Can all Winpriser Editions transfer information to QuickBooks?

Export to QuickBooks is available in the Winpriser Professional Edition only. The export menu selections are disabled in Winpriser Standard Edition.

 Open a Material Takeoff Worksheet

1 Click on the Worksheets button in the Winpriser toolbar.

OR

 

From Winpriser’s main menu, select the File | Open Worksheet menu option:

The WorkSheet Directory dialog box will appear:

 

2 If you have not already created a worksheet, click on the New button and refer to Lesson 12 on how to add new product items to a worksheet.

If you have an existing worksheet, select the worksheet that you want to use from the list of worksheet titles and click on the

F2 Open button.

 

 To Export an Invoice

3 Select the Extension Views | View All view.

 

4 Start the QuickBooks Export Manager by:

Clicking on Extensions | QuickBooks Export Manager in the Winpriser main menu:

OR

 

Position the mouse pointer in the materials table on the right side of the worksheet and right click to open a popup menu. Click QuickBooks Export Manager:

 

5 Select Generate Invoice.

The QuickBooks Invoice Export Manager window will appear.

The information in the Export Manager window can be modified or added to before the export.

 

6 Click on the Advanced button to open the Advanced Settings window.

 

7 The QuickBooks Advanced Settings window allows you to control how information is transferred to your QuickBooks system.

 The Accounts and Item Types in the Advanced Settings must match those already set up in QuickBooks.

 The Date Format must match the format used by your QuickBooks system. In this case MM/DD/YY indicates two digits for month, two digits for day and two digits for year.

8 Click the Ok button to return to the Export Manager window.

 

9 Click the Ok button on the Export Manager window to continue the export.

 

10 Click Agree to confirm your selections.

 

11 Use the Save QuickBooks Export File As window to select a hard drive and folder to use to save the invoice export file. You can also choose any name for the export file.

We will use the Winpriser20 folder on Drive C: and we will call the export file Invoice.IIF.

 Be sure to note the export folder and file name, as you will have to specify both when you ask QuickBooks to import the file.

 

12 Click the Save button. You will be returned to the Worksheet window.

 

13 Start your QuickBooks program.

 You can leave Winpriser running while you use QuickBooks. You can minimize Winpriser by clicking the Minimize button at the top right corner of the Winpriser window. Or, you can simply click Start | Programs | QuickBooks to start the QuickBooks program "over top " of Winpriser.

 

14 The Import procedure may vary slightly for different versions of QuickBooks. The procedure for QuickBooks Pro 2002 is:

Select File | Utilities from the QuickBooks main menu.

 

15 Select Import | Import IIF Files from the Utilities menu.

 

16 The QuickBooks Import window will appear:

Make sure that the Look in folder is the same folder that you used to store the exported file in Step 11.

Click on the export/import file name – Invoice.IIF.

Click the Open button.

 

17 QuickBooks will display this message:

18 You will now be able to locate the newly imported invoice in QuickBooks.

 

 To Export a Purchase Order

The procedure to transfer a Purchase Order from Winpriser to QuickBooks is very similar to the Export an Invoice procedure above.

19 Return to the Winpriser window. Switch to the Worksheet window within Winpriser.

 

20 Select Extensions | View by Assigned Supplier.

Select a supplier (ABC Supplier). The materials table on the right will be refreshed and show only those items that you have assigned to ABC Supplier.

 

21 Start the QuickBooks Export Manager by:

Clicking on Extensions | QuickBooks Export Manager in the Winpriser main menu:

OR

 

Position the mouse pointer in the materials table on the right side of the worksheet and right click to open a popup menu. Click QuickBooks Export Manager:

 

22 Select Generate Purchase Order.

 

23 Follow Steps 5 to 18 above to complete the transfer. Remember to adjust your selections for Purchase Order export/import.

 End of Lesson