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Send Only Journal Entries from AltheaSuite to QuickBooks Desktop

This document will show you the steps to enable the settings in AltheaSuite to send only the Journal Entries to QuickBooks Desktop.

In this case, AltheaSuite will send only the Journal entries for the Sales and Purchase transactions along with the Taxes list to the IIF file. AltheaSuite will send the COGS and Inventory Asset for the Sales and Purchase transactions to the IIF.

Step 1: Go to the Settings module and click on the QuickBooks option.

Step 2: In the QuickBooks Settings window, select the radio button ‘Send Only Journal Entries to QB’.

Send Sales Tax Item: When this option is checked, the system will send Tax element names to IIF.

Send Sales Tax Group: When this option is checked, the system will send the Tax Structures name to IIF.

Note: A tax is created as an Item in the QuickBooks. Tax element in AltheaSuite will get mapped with Tax Item and Tax Structure will get mapped with the Tax Group items in the QuickBooks.

Always Send Fixed Customer Name to Accounts Receivable Transactions: When this option is checked, the system will send the customer name entered in the ‘Fixed Customer Name’ field to the IIF for all the sales transactions. This will be applicable if you do want to send your Customer names from AltheaSuite to QuickBooks. The system in this case will send only 1 customer name to QuickBooks for all the Sales transactions.

Fixed Customer Name: The name entered in this field will be sent to IIF for the sales transactions that are created in AltheaSuite without the Customer.

Default Alternate Account Name: While sending financial accounts to the IIF, the system considers the Alternate Account name from the Financial Account.

This setting will be applicable if you want to maintain a single financial account for Customers, Suppliers, Employees, and Taxes in QuickBooks. The system will consider the default alternate account name while creating the auto-generated financial accounts.

COGS account name for Inventory part: This is the name of the COGS account to be mapped in the QuickBooks. The COGS calculated in the AltheaSuite will be sent to this account in the IIF.

Asset account name for Inventory part: This is the name of the Inventory Asset account to be mapped in the QuickBooks. The Inventory Asset value calculated in the AltheaSuite will be sent to this account in the IIF.

Do not Send Purchases: When this is checked, the system will not send the JV transactions of the Purchase documents to IIF. The supplier financial accounts are also not sent to IIF.

Click on the Save button to save the changes.

Step 3: To download the IIF file for Journal entries, go to the Data for QB Desktop module under the System section.

Step 4: You will see 2 radio buttons to download data in the IIF file.

Download From Last Date

When this option is selected, data will be downloaded considering the last download date. For the first time, the Last Download Date will be shown as ‘Date Not Found’ and it will consider all the data that is present for the download.

Once the data is downloaded in the IIF file, a timestamp will be assigned to the Last Download Date. From then onwards, if you download the IIF file it will consider only the data that was created or modified after the last download date.

Download Between Date Range

In this option, you can select the date range within which you want to download the data. In this case, only the data that was created or modified within the date range selected will be downloaded in the IIF file.

The IIF file downloaded is then imported into the QuickBooks Desktop application.

 

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