PO Receipt Export to QuickBooks
This process will create an IIF file formatted for import into QuickBooks containing data derived from the Rootstock Purchase Order Receipt transactions as recorded in the Rootstock Inventory Movement & Labor Cost Audit table (SYTXNCST). Transactions that are exported using this program are considered 'exported' by the Cost Transaction Export program in order to avoid the transaction(s) being exported multiple times. The 'verification process' does to apply to this process, instead both the 'Exported' and 'Verified' flags are set to 'true' as each record is processed.
An alternate means of exporting PO Receipts transactions into QuickBooks is to use the 'Export Cost Transactions' process (which creates journals recording the transactions); however, if you want to process PO Receipts as 'Item Receipts' used to match to Vendor Invoices to complete the 'three-way match' in QuickBooks, always execute the PO Receipt Export prior to the Cost Transaction Export.
In addition, while Rootstock does not sync Vendor Master information with the Vendor information in QuickBooks, the Vendor is automatically created in QuickBooks (assuming that it does not already exist) when importing the PO Receipt Export IIF files, although without addresses and other account information.
IMPORTANT It is imperative that if the vendor already exists in QuickBooks, that the name used on the Vendor Master record matches exactly. otherwise, a 'duplicate' Vendor account will be created in QuickBooks when importing transactions.This 2-step process can be run as often as desired.
- Export your PO Receipt Transactions from Rootstock
This following step will create the IIF file containing all approved Rootstock Purchase Order Receipt transactions that have not yet been exported (transferred). The created output file (named "RCPT" plus the date formatted YYYYMMDD plus ".IIF") contains receipt (or reversal) information to be used to import the transactions and create the required item receipt(s) in QuickBooks.
- In Rootstock -> Go to the 'QuickBooks Financials' functional section on the Rootstock Menu -> select the 'PO Receipt Export' function -> the Company will default to that associated with the users Current Division -> the system will auto populate the name of the Output File with prefix: "RCPT" plus the date formatted as YYYYMMDD plus ".IIF" -> define the appropriate 'Date Range' (leaving the 'date range' blank will retrieve all PO Receipt records that have not previously been 'exported') -> select the 'Export' button.
The resulting export file is as follows.
- Import your 'PO Receipt' IIF File into QuickBooks
The next step is to take the IIF File (prefix: 'RCPT') just created by the 'Sales Order Invoice Export ' in Rootstock and import it into your QuickBooks Company.
- In QuickBooks -> Go to Files - > Utilities -> Import -> IIF Files -> locate (from your 'Downloads' system folder) and 'double click' on the IIF File created in Step 1 above (named 'RCPT' plus the date formatted as YYYYMMDD plus '.IIF') -> if successful, you'll receive a 'QuickBooks Information' message that 'Your data has been imported'.
- As previously mentioned, there is no 'verification' available for the PO Receipt Export process. To verify that the PO Receipts(s) have been properly imported into QuickBooks, the user must manually compare the individual receipt amount(s) on the export file to that of the Item Receipt(s) created in during the import process (e.g. $0.80 in this example).
- Should the export file fail to import properly into QuickBooks, the user must identify the cause of problem, correct it in Rootstock, then manually edit the appropriate Rootstock Inventory Material Movement & Labor Cost Audit Table to re-set the 'Exported' and 'Verified' checkboxes to 'False' so that the transaction is pick-up again during the next 'PO Receipt Export' process.
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