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How to export orders to QuickBooks
Posted by OSOP Support, Last modified by Beth Rose on 14 June 2018 11:13 AM

How to Import your Ebay, Amazon, X-Cart, eBid, SellerDeck/Actinic (including Actinic Online), CubeCart, osCommerce, Interspire,CRE Loaded, ekmPowershop, Pinnacle Cart, Shopify, Rakuten, RomanCart, Paypal, Mail Order and Telephone Orders into QuickBooks

This feature is available in the Professional, Premium and Enterprise subscriptions of One Stop Order Processing.

This solution uses One Stop Order Processing and QuickBooks (All versions except Simple Start).


You can import your Import your orders into QuickBooks as a series of Invoices, into a selected account. You can either import all individual customers and individual products into Quickbooks or import all customers as a single customer (Sales) and for a single product (Goods). The total invoice cost and VAT is split into the relevant accounts.

The following instructions explain how to set this up.

1 You will need to add the QuickBooks view. If using v38 and above you can add this view by clicking the menu option View->Add -> Accounts -> And then choosing either QuickBooks Desktop or QuickBooks Self-Employed.

If you are using V38 or before then you can use the following method to add the view-

If the QuickBooks view isn't available you can Import the view from the installation directory (e.g. C:\OSOP\Main). For information on how to import views click here.

There are 5 choices of views to import:

QuickBooks2008-CustomerInvoices.mev QuickBooks versions from 2008 where all orders customers, products and orders are imported as separate invoices.
QuickBooks2008-SingleInvoices.mev QuickBooks versions from 2008 where all orders are imported as individual invoices
QuickBooks2008-GroupedByDayInvoices.mev QuickBooks versions from 2008 where each day's orders are imported as a single invoice.
QuickBooksUpTo2007-SingleInvoices.mev QuickBooks versions up to 2007 where all orders are imported as individual invoices.
QuickBooksUpTo2007-GroupedByDayInvoices.mev QuickBooks versions up to 2007 where each day's orders are imported as a single invoice.

The grouped invoices are useful if you have a lot of orders (e.g. from Ebay). They are imported into Quickbooks as a single invoice with the day's total order values (and VAT). Each invoice will have a unique sequential order number. As the views are configurable you can group the orders by any field.

2 Click on the Export Orders button (Export Orders) and select the Quickbooks link. This will create the file C:\OSOP\QuickBooks.iif. If this is the correct file location go to step 3.

If you want to change the filename or other setup select the QuickBooks view and select the View->Change Export Options Menu.

This will display the Export orders details dialog, shown below.



Click on the OK button.

3 Start Quickbooks.

4 Below is a description of where the order information is imported into. You either need to make sure that the accounts (And items) exist in QuickBooks or amend the default values, shown below, to match your setup.


Fields used for QuickBooks versions up to 2007 (using the imported QuickBooksUpTo2007-SingleInvoices.mev or QuickBooksUpTo2007-GroupedByDayInvoices.mev views)

Field Description Default Value
SPL-ACCNT1 Income Account to attribute sales from Sales

 

Fields used for QuickBooks versions 2008 onwards (using the imported QuickBooks2008-SingleInvoices.mev or QuickBooks2008-GroupedByDayInvoices.mev views)

Field Description Default Value
SPL-ACCNT1 Income Account to attribute sales from Sales
SPL-ACCNT2 VAT Liability account VAT Liability
TRNS-ACCNT Account used to process all income from sales Accounts Receivable
TRNS-NAME Customer used to allocate all sales to InternetOrders
SPL-NAME2 VAT Supplier (who is setup as the VAT Agency) HMRC VAT
INVITEM1 Item all sales are for Goods


If you need to change any of the values (or add in your own rules or macros) you should customize the current view and change the default values assigned to the Fields shown above. For information on how to change values in views click here.

5 select the File->Utilities->Import->IIF Files Import menu option.

6 Select the C:\OSOP\Quickbooks.iif file.

7 The should then be imported


Additional Information

Using with QuickBooks 2008 and having previously upgraded your Company file(s) from a previous version
If you are using Quickbooks 2008 and have upgraded your Company file(s) from a previous version of Quickbooks you may not be able to import the VAT into your existing account. New QuickBooks company accounts should not have this problem. If you get an error "cannot associate an item with VAT liability" you should allocate the VAT to a different (new) VAT Liability account. You should then consult your accountant to see if it is better to move all VAT transactions over to use this new VAT Liability account (change the value of the
SPL-ACCNT2 Field) or create a General Ledger entry to move the VAT between the old VAT account and new VAT account. This will enable the VAT 100 (return) to show the correct figures.

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