Exporting Data

RepairShopPro provides a very flexible capability for transferring invoice data out of the system and into other formats such as Text Files, Spreadsheets and XML for interacting with accounting systems and other software.

Exporting to Text Files, Spreadsheets and XML Top

Selecting "Export Invoice Data" from the "Utilities" menu will bring-up the File Exporter utility. Use this tool when you want to transfer your invoice data to other formats such as Text Files, Spreadsheets or XML. To setup an export, begin by selecting the columns of interest from "Column Select List" on the left. Then using the mover buttons, select all columns you want to appear in the output file. Next choose the output file type from the radio buttons below. If you choose Text file, you will also be prompted to select a text qualifier and column delimiter. The text qualifier is the character used to distinguish non-numeric data. The column delimiter is the character used to separate columns. The last thing to do is set a date range for the closed invoices being exported. Once all the parameters are set, select "Write File" button and file will be written to your chosen location.

* Note: MS Excel or MS Office does NOT have to be installed on the user machine to import or export spreadsheets.

Exporting Invoice Data to QuickBooks Top

* WARNING- Please use test data before overwriting production accounts.

* Note: QuickBooks will also import invoice data from spreadsheets exported from RepairShopPro.

* KNOWN ISSUES:

(1) QuickBooks can take some time importing large IIF files. It's best to limit your exports to weekly or monthly cycles. Please be patient and let it run until it confirms completion. It will not crash. A progress bar will keep your informed.

(2) If you import an invoice that already exists in the system, QuickBooks will give you the option to ignore it. However, it will still import the payment resulting in a credit balance for subject customer. If this happens, just delete the extra payment and the customer balance will return to 0.

(3) Discounts are not supported. Invoices transfer without discount applied. However, the value of the discounts for a given period can be obtained using the Invoice Summary or Monthly Totals report. Use this value to reconcile the balance.

(4) Separate labor and sales tax rates must match. If you're applying both labor and sales tax, the rates must match.

The QuickBooks export utility will produce a QuickBooks compatible import file (*.IIF) that can be used to transfer your Customer, Supplier, Parts, Labor, Shop Supply, HAZMAT removal, Invoice, Payment and Shop Costs to your accounting system. Before doing so you must setup your QuickBooks accounts. To do this, go to Global Settings and specify your account prefix on the "Other" tab. The account prefix is used to uniquely identify your shop accounts so they don't conflict with other accounts. For example, if you set prefix to "ABACD", the following accounts will be created in QuickBooks:

Now your ready to begin. Select "Create QuickBooks File" from the "Utilities" menu and you will be prompted to set a date range. This marks the beginning and end dates for the range of closed invoices being exported. Next you will be prompted to set the name and location of the output file. Now select the "Save" button and the export process begins. Allow the system to run until you receive a confirmation message. It may take some time, so please be patient. It will not bomb-out.

In QuickBooks, select File>Import>IIF File to read import file into the currently open business. Depending on the number of invoices exported, this may take some time so be patient. When complete, open the customer screen and you will see an invoice and payment for each transaction. Next, go to "Chart of Accounts" and notice "Accounts Receivable" is 0 (all invoices paid) and the total for all invoices residing in "Undeposited Funds". The "Cost of Goods Sold" account reflects your cost on all parts (Stocked, Old Stock, Non-stocked and Shop Supplies). Your cost on Shop Supplies is determined by the margin setting under the "Parts" tab in Global Settings.