You can export all of your invoice records to accounting software that EventPro Planner supports: AccPac Plus, AccPac Advantage, Attaché, Quick Books 2008, SAP, Adept, Pastel, SAGE 50, Acomba, Microsoft Dynamics GP (formerly known as Great Plains), Sun and MYOB. Review your settings in the Accounting tab under Setup | System Settings to ensure that your export settings match your accounting software. See Chapter 2: Setting Up EventPro Planner, Step 1: System Settings, Accounting.
If you want to Export Invoices, ensure that these steps have been completed first:
1.
You have both the Finance module and the Budget module. If you do not have these modules, and you would like to preview or purchase these modules, contact your nearest Sales Department.
2.
You have Account Codes set up in EventPro Planner. Review Chapter 2: Setting Up EventPro Planner, Step 5: General Lookup Tables, Accounts.
3.
Your budget has been set up so that all Budget Items have been assigned Account Codes. Review Chapter 5: Set Up an Event, Budget Setup: Set Up Budget Sub-Categories and Items.
You can export all invoices or multiple selected invoices from this screen.
a.
If you want to export Selected invoices, hold down the Ctrl key and click on the desired invoices.
b.
You can also filter the view so that only certain invoices appear on the screen. To filter the view, click the Filter button. To review how to set a filter, see Chapter 1: Overview, Common Functions: Filter Information.
c.
If you want to export all invoices, you do not need to filter or select any.
2.
Click the Invoice Export button to the right of the selection grid.
3.
In the Export Option dialog, choose whether you want to export All (Un-Exported) or Selected invoices. Click OK.
The top selection grid will display all of the invoices intended for export. For some types of accounting exports, the bottom grid will display the account code breakdown for the invoice selected in the top grid. The bottom grid may not appear for you, depending on the type of accounting export you use.
2.
Presumably, you have properly set up budgeting items with account codes, and have assigned budgeting items to the items added to the event. When you create invoices, EventPro Planner will retrieve the account code for each detail line from the budget item assigned to the detail item.
3.
Now, when you export the invoices, EventPro Planner may generate the account code breakdown from the accounts assigned to the detail lines, depending on which accounting software you are exporting to. Some accounting software will simply export directly from the invoice detail. The account code breakdown is not in your database; it will be re-generated every time you export invoices.
4.
If the account information for any invoice is incomplete, the invoice will be highlighted red.
Click the Validate button in the bottom left corner of the window.
2.
If invoice header information is incomplete for any of the invoices, the Accounting Export Information window opens, informing you of the first instance of missing information. If any detail item information is missing, the ItemAccount/Department Codes window opens.
3.
Enter the correct information in the Company/Contact Account Code, GL Account Code, Department Code, Account Code, Account Suffix and/or Department fields, depending on whether you are in the Accounting Export Information or Item Account/Department Codes window, and click OK.
4.
If multiple invoices are missing export information, the window will continue to appear for each item until all have been assigned appropriate codes.
5.
Note that if you cancel out of this process without entering sufficient account information, EventPro Planner will stop generating the account code breakdown for the entire batch of invoices. You must complete the entire process of adding the missing account information as prompted by EventPro Planner in order to complete a batch of invoices for exporting. If you cancel out before completing, click the Validate button to start the process again.
6.
Once you export invoices, you will not be able to export those same invoices again. Therefore, it is important to add the correct information at this point.
7.
If you assign an account to an item here, EventPro Planner will automatically update the line item in the invoice.
8.
After you finish adding the required information, the items for the selected invoice will appear in the bottom grid, when applicable for the accounting software you are exporting to.
If you do not want to export a particular invoice in the selection grid, click to highlight the invoice and click the Remove button to the right.
2.
Click OK in the Confirm dialog to remove the invoice record.
3.
This does not delete the invoice permanently. It simply removes the invoice from the list of invoices to export and marks it as unexported. Next time you export invoices, the removed invoice will appear in the Invoice Export window again.
Once you have filled in the missing information and deleted any invoices you do not want to export, click the Export button.
2.
The Confirm dialog will ask whether you want to create the invoice export file. Click Yes to continue.
3.
The next Confirm dialog will inform you that the invoices were exported successfully and will ask whether you want to confirm and post this export.
Do not click “Yes” yet!
a.
First, you should go into your accounting program and ensure that the invoices were imported successfully. Once the invoices are exported out of Accounting | Finance, they are marked as exported. They will not appear in the Invoice Export window again. After you have insured that the invoices are successfully imported into your accounting program, you can click Yes. The Information dialog will inform you that the invoice export is confirmed successfully. Click OK.
b.
If you click No in the Confirm box because you want to pass on the saved file to another person, the invoices and account breakdowns will remain “Unexported”. They will appear in the Invoice Export window again and you can export the invoices again. However, you will want to ensure that no one else makes an invoice in the interim, as that invoice will automatically be pulled into the invoice export, creating inconsistencies between your previously saved export file and the next export file you create. It is much more convenient to simply leave the Confirm box up while you check to ensure the import into the accounting software is successful, and then click Yes.
4.
The appearance of the invoices in your accounting program will depend on that software.
While still in the Invoice Export window, you can print the Invoice Export Summary report.
1.
Click the Print button at the bottom of the Invoice Export window.
2.
In the Run Report dialog, select Invoice Export Summary and click OK.
3.
In the Invoice Export Summary window, choose your printing options.
4.
The Report Title will default to Invoice Export Summary, but you can change it if you wish.
5.
Choose the Report Shading color scheme you want.
6.
Click OK.
7.
In the Print window, choose whether you want to print to a printer, screen, file or email. For more details about these different options, see Chapter 18: Reports, Print Reports. When you are done selecting your options, click OK.
