Exporting to General Ledger

SMART can export transaction total amounts invoiced, paid to contractors, and received from customers to popular accounting packages, including QuickBooks, MYOB, and Attache. Exporting of details of individual invoices is not supported at this time.

Before exporting you must ensure that General Ledger codes which match those in your accounting package have been set up in Smart. 

Setting up GL Codes in Smart

GL Codes are specified in the Division Details window (the term 'Division' may have been relabelled in your system, e.g. to 'Class'). These codes may then be over-ridden by entering GL Codes for a specific service, or for a service when delivered for a specific customer or by a specific contractor.

To reach the Division Details window, select \Accounts \Divisions from the Main Menu, and double click on a division name. (You must create at least one division before operating Smart.) Enter the GL Code (e.g. 4-1000) or GL Name (if your accounting package does not use codes) in the following fields:

A/cs Receivable Accounts Receivable  (Debtors)
A/cs Payable Accounts Payable (Creditors)
Income A/c

Income Account (SMART invoices)
You can over-ride this GL Code for a service, or for the service when provided to a specific customer (see below).

Tax e.g. GST
Journal Miscellaneous items (e.g. unallocated credits)
Bank Bank (e.g. cheque) account
Expense a/c

Expense (e.g. contractor payments)
You can over-ride this GL Code for a service, or for the service when provided by a specific service provider (see below).

 

    




 

 

 

 

 

Over-riding GL Codes for a service

Select \Maintenance \Services from the Main Menu and double click on a service.

  • On the 'Charge Customer' tab, you can enter a GL Code in the 'GL Code, Charges' field.
  • On the 'Pay Service Provider' tab, you can enter a GL Code in the 'GL Code, Payments' field.

You do not have to enter a value here. If you don't, the setting for the Division will be used.

Over-riding GL Codes for services provided to a specific customer:

Select \Accounts \Customer \Customer Details from the Main Menu and double click on the customer. In the 'Service Rates' tab, double click on a service. In the 'Availability\Fees\Taxes' tab, enter a value in the 'GL Code' field. This value will over-ride the value set for the Service or Division.

Over-riding GL Codes for services provided  by a specific service provider:

Select \Maintenance \Service Providers from the Main Menu and double click on the Service Provider. In the 'Availability\Fees\Taxes' tab, enter a value in the 'GL Code' field. This value will over-ride the value set for the Service or Division.

Over-riding GL Codes for a Bank (deposit) account

You can access the Bank Account Details window and change the GL Code from either of the following locations

  • From the Export window (see below) by pressing the Bank Details window.
  • From the Payment Details window in the Receive Payments window, right click in the 'Bank To' field and select 'Change Account Details'

 

Exporting GL Information from SMART

Select \Accounts \Export/Import \Export to General Ledger from the Main Menu and choose your settings.

If you select 'Previously Posted entries', you must specify the exact date of the previous export. The Posted Date will default to the date of the last export (if any). If you have changed the GL Code settings in Smart since the previous export, the new settings will be used when you re-run the export. This enables you to correct any mistakes in the previous export.

By default, the export file is created in the same folder (directory) where your Smart program is installed. You may change this by keying in a different folder or pressing the lookup button [...]

If your accounting package has a test database or test company, it is highly recommended that you do some trial imports into that company before importing into your live system. If general ledger codes have been entered incorrectly into Smart, new ledgers with the incorrect codes may be created in your accounting package, or the export may fail.

The export file created by Smart can be opened in a spreadsheet or notepad program. You may wish to save your export files as an audit trail. Otherwise, the export file will be destroyed and recreated during your next export run.

 

QuickBooks Tips

You must create a customer called SMART debtors (using the same case) to receive the balance from Smart.

 

© Skorpion Pty Ltd 2009