Exporting To Accounting

The Accounting Export page has been included in the Job Manager application as a means of sharing invoice and customer information with your accounting software. The page allows you to search for exportable invoice and customer objects, select the particular objects you would like to export, and create a text file containing the invoice or customer information in a format that can be read by your accounting system.

Exporting customers and invoices

1. Click the Accounting Export link above the header in the Invoices tab. The Accounting Export search definition page will appear.

1. Select an Accounting Export search criterion from the search criteria pop-up. Available criteria are determined by the Administrator, and may include:

Customers - All - A search based on this criterion will retrieve all customers in the Job Manager database.

Customers - New, or Changed Since Last Export - A search based on this criterion will retrieve customers who have not yet been exported and customers whose information was changed since they were last exported.

Invoices - Approved or Exported and then Changed - A search based on this criterion will retrieve all "approved" invoices and all "exported" invoices whose information was changed since they were last exported.

Invoices - Previously Exported - A search based on this criterion will retrieve all "exported" invoices in the Job Manager database.

Invoices - Exported in Last Export Operation - A search based on this criterion will retrieve only the invoices included in the last batch of invoices exported from Job Manager.

1. Define any additional search filters to use in the search. Extra search filters are optional, but can be used to return more focused results. Available extra search filters include:

Customer - Used in conjunction with the Customer magnifying glass icon ( ) to select a customer from all customers defined in the database. When used, only the selected customer will be displayed in the search results.

Customer Code/Name - Type a customer code or name in this field. When used, only customers that match the specified search logic will be included in the search results. See "Search Logic for Standard Searches" for additional details.

Invoice Number Ranges - When used, only invoices with an invoice numbers that fall within this range will be included in the search results.

Invoice Date Ranges - When used, only invoices with invoice dates that fall within this range will be included in the search results.

1. Click Search ( ). This will retrieve all objects that satisfy the search criteria from the Job Manager database and display the information for those objects in the object grid.

NOTE: Invoices must have the "approved" or "exported" status to be available for export to the accounting system. For an invoice to be "approved," the invoiced amount must be distributed in the Invoice Distribution window. For an invoice to be "exported," the invoice must have been previously exported via the Accounting Export window. For more information on distributing invoiced amounts and saving invoices as "approved" for export, please consult the "Locating, Distributing, and Approving Invoice Distributions" section of the "Management Functions" chapter of this guide.

1. Select the appropriate accounting system from the "Target System" pop-up. Available accounting systems are determined by the Administrator and may include "QuickBooks Pro 2001", "MYOB Accounting Plus", and "Peachtree 2003".
2. Select the object(s) to export by Shift + Clicking the objects, or by using the "Page" and "All" selector links.
3. Click Export ( ) to export the selected invoices/customers. An alert message will appear asking you to confirm the export operation.

1. Click OK ( ). The invoices/customers will be exported as formatted .txt files using the standard file download preferences for your web browser and operating system. All selected customers/invoices will be exported in a single file.

NOTE: Any invoice whose information has been exported (via the Accounting Export window) to a formatted file intended for the accounting system becomes an "exported" invoice. For more information on the "exported" invoice status and its place in the invoice workflow, please consult the "Invoices" section of the "Management Functions" chapter of this guide.

IMPORTANT! It is highly recommended that the formatted text file exported from the Job Manager system be imported into the accounting system immediately after it is created to ensure that the information stored in the accounting system is up to date.