3.Journals

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3.1Accounting Interface

Accounting Interface offers you the ability to incorporate an accounting system and your database to function as a complete accounting solution. Summary information is extracted from your database and put into balanced accounting journals ready to enter into an accounting system. These journals summarize all the transactions that are part of the system.

The Journals

EVO has two different journals, General Journals and the Purchasing Journal.

General Journals

General Journals include three different journals: the Sales Journal, Inventory Adjustment Journal, and the Account Receivable Journal.

1. Sales Journal: Includes any information that can be found in an Invoice.

2. Inventory Adjustment: Includes information from Transfers.

3. Accounts Receivable: Includes information from AR Batches.

You are able to run a General Journal report.

1

Go to the Navigator, Reports, and select General Journal.

2

Enter the date range and the grouping perimeters and select, Run Report and the report will appear.

Purchasing Journal

The Purchasing Journal is information from a Closed Receiving Log.

For more information on Account Interface, see the individual accounting programs.

You are able to run a Purchasing Journal report.

1

Go to the Navigator, Reports, and select Purchasing Journal.

2

Enter the date range and the grouping perimeters and select, Run Report and the report will appear.

Setting Up Accounting Preferences

In General Preferences under the Accounting Tab, you will set up your Default Chart of Accounts and Accounting Groups.

Default Chart of Accounts

EVO will reference the general ledger account numbers on the journals if they are entered properly. When the general ledger account numbers are properly entered, they will print out on the journal entries. This assists in making the entry process easier and more accurate. If you are importing journal information into your accounting system, the use of general ledger account numbers is a requirement.

In the Default Chart of Accounts Tab, you will need to enter the specified ID for each account. You will need to have an accountant or a knowledgeable person help you in entering the correct account ID’s depending on the accounting program you are using. The account numbers MUST match in POSIM and your accounting program.

NOTE:

Be aware when setting up your Accounts Receivable and Sales Tax accounts. These are considered controlled accounts meaning entries to this account must be done via its billing and collection features. However, POSIM wants to make journal entries of summary data into the Accounts Receivable account. To avoid any problems, we suggest you set the Type for Accounts Receivable and Sales Tax as Current Asset.

Account Groups

The purpose of Account Groups is to allow for additional classification of entries related to various inventory item groups.

After you have set up your Default Chart of Accounts, you will need to assign your accounting groups an account.

Exporting Journals to a General Ledger

You have the ability to export the data from your accounting journals in proper format for import into the Multi-Ledger, Quicks Books, MYOB, and Peachtree accounting programs. You will select an accounting program when you export the journals.

MYOB

The General Journals and the Purchasing Journal have been enhanced to support the direct import features of MYOB.

General Journals

1

In the Navigator, go to Reports, and select the Gen. Journal Export button.

2

The General Journal Export Screen will open.

3

Select the date range and the MYOB interface option and select the Export button.

4

Save the file

5

Now you are able to open Excel or another program to view the Journal data.

NOTE:

When you open the file in Excel, you must keep the information as text files or use a different program than Excel. If the information is not opened as a text file, the program will change the numbers into dates, delete leading zeroes, etc.

6

After reviewing the information in an alternative document, you will import the information into MYOB.

7

Open the MYOB program and go to File, Import Data, and select General Journal Entries.

8

The import file format should be Tab-delimited and the first record is Header Record.

9

In the Import Data window, select Match All to match the import fields.

10

A window will open giving you information on how many files imported correctly, how many files were skipped and how many files loaded with errors. Select OK.

NOTE:

If there are skipped entries that you need to view, go to the file listed in the window. A list of reason codes as well as the skipped entries will be listed.

11

To view the imported information, go to Transaction Journal Entries and select General. You should see the imported information.

Purchasing Journal

1

In the Navigator, go to Reports and select the Purchasing Journal Export button.

2

The Purchasing Journal Export Window will open.

3

Select the date range and the MYOB interface option and select Export.

4

Name the file and save it.

5

Now you are able to open Excel or another program to view the Journal data.

NOTE:

When you open the file in Excel, you must keep the information as text files or use a different program than excel. If the information is not opened as a text file, the program will change the numbers into dates, delete leading zeroes, etc.

6

After reviewing the information in an alternative document, you will import the information into MYOB.

7

Open the MYOB program and go to File, Import Data, Purchases, and select Miscellaneous Journals.

8

The import file format should be Tab-delimited and the first record is Header Record. Select continue.

9

In the Import Data window, select Match All to match the import fields.

10

A window will open giving you information on how many files imported correctly, how many files were skipped and how many files loaded with errors. Select OK.

NOTE:

If there are skipped entries that you need to view, go to the file listed in the window. A list of reason codes as well as the skipped entries will be listed.

11

To view the imported information, go to Transaction Journal Entries and select Purchases. You should see the imported information.

Peachtree

The General Journals and Purchasing Journals have been enhanced to support the direct import features of Peachtree.

General Journals

1

In the Navigator, go to Reports, and select the Gen. Journal Export button.

2

The General Journal Export window will open

3

Select the date range and the Peachtree interface option and select Export.

4

Save the file.

5

Now you are able to open Excel or another program to view the Journal data.

NOTE:

When you open the file in Excel, you must keep the information as text files or use a different program than Excel. If the information is not opened as a text file, the program will change the numbers into dates, delete leading zeroes, etc.

6

After reviewing the information in an alternative document, you will import the information into Peachtree.

7

Open Peachtree, go to File, Select Import/Export

8

Select General Ledger then General Journal

9

Select Import and then in the show column uncheck Date Clear in Bank Rec and Transaction Period and Transaction Number

10

Select the Options tab and select the location of your import file

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Then to see the report click on Reports and Forms and choose General Ledger and double click the General Ledger report to see the report.

Purchasing Journals

The procedure for the Purchasing Journal is the same as General Journals. The only difference is when you go to the Navigator and select Reports, you will open the Purchasing Journal.

1

When you select the Purchasing Journals button, the Purchasing Journal Export window will open.

2

Select the date range and the Peachtree interface option and select Export.

3

Save the file.

4

Now you are able to open Excel or another program to view the Journal data.

NOTE:

When you open the file in Excel, you must keep the information as text files or use a different program than Excel. If the information is not opened as a text file, the program will change the numbers into dates, delete leading zeroes, etc.

5

After reviewing the information in an alternative document, you will import the information into Peachtree.

At this point, the procedure for importing into Peachtree is the same as General Journals.

Quick Books

The General Journals and Purchasing Journals have been enhanced to support the direct import features of Quick Books.

General Journals

1

In the Navigator, go to Reports, and select the Gen. Journal Export button.

2

The General Journal Export window will open

3

Select the date range and the Quick Books interface option and select Export.

4

Save the file.

5

Now you are able to open Excel or another program to view the Journal data.

NOTE:

When you open the file in Excel, you must keep the information as text files or use a different program than Excel. If the information is not opened as a text file, the program will change the numbers into dates, delete leading zeroes, etc.

6

After reviewing the information in an alternative document, you will import the information into Quick Books.

7

Open Quick Books and go to File, Utilities, Import, IIF File

8

Locate the File that was exported and select Open.

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When the import is complete, a message will appear saying the data has been imported.

10

To see the reports to go Accountant>Make General Journal Entries

11

Click the drop down next to Report and choose Entries Entered Today

12

This will show the journals imported/entered today.

Purchasing Journals

The procedure for the Purchasing Journal is the same as General Journals. The only difference is when you go to the Navigator and select Reports, you will open the Purchasing Journal.

1

When you select the Purchasing Journals button, the Purchasing Journal Export window will open.

2

Select the date range and the Quick Books interface option and select Export.

3

Save the file.

4

Now you are able to open Excel or another program to view the Journal data.

NOTE:

When you open the file in Excel, you must keep the information as text files or use a different program than Excel. If the information is not opened as a text file, the program will change the numbers into dates, delete leading zeroes, etc.

5

After reviewing the information in an alternative document, you will import the information into Quick Books.

At this point, the procedure for importing into Quick Books is the same as General Journals.

Quickbooks Online

Quickbooks Online does not offer the ability to directly import IIF, or transaction files. They do offer an integrations App Store where third party developers can build applications that link to Quickbooks Online. There are a few options from third party applications to import IIF files, however there may be an additional charge for their services.

We were able to successfully export a Quickbooks journal IIF file from EVO and import to Quickbooks Online using Guru Importer (Link). Just like with regular Quickbooks on the desktop, the chart of account numbers need to match between EVO and Quickbooks Online. The process is fairly straightforward, but support for these options would need to come directly from Quickbooks Online and/or the third party importing service.

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