Cost Transaction Export to QuickBooks
This process will create an IIF file formatted for import into QuickBooks containing General Journal Entries (JE) derived from the Rootstock Inventory Material Movement and Labor Cost Audit Table (SYTXNCST). This 2-step process can be run as often as desired.
- Export your Cost Transactions from Rootstock
This following step will create the IIF file containing the selected Rootstock transactions not previously exported (by Type and/or Date Range) to be used to import the transactions and create the required journal(s) in QuickBooks.
- In Rootstock -> Go to the 'QuickBooks Financials' functional section on the Rootstock Menu -> select the 'Cost Transaction Export to QuickBooks' function -> the Company will auto-populate - > the system will also auto-populate the name of the Output File with prefix "JE" plus the date formatted as YYYYMMDD plus ".IIF" plus Batch number (e.g. '-B1' for the first batch) -> define the Date Range for the transactions you want to export (leaving date range blank means that 'all not previously exported' transactions will be exported) -> select 'All Transactions' checkbox or the specific transaction types (see screenshot below) that you want to export (the defaulting behavior is 'All Transactions' with the others becoming available once 'All Transactions' is 'unchecked' -> select the 'Export' button.
- Transaction Types processed under each 'checkbox' are identified as follows.
| Transaction Types | Transaction Description |
|---|
| All Transactions | All Inventory Transactions listed below. |
| Purchase Orders |
- Receipts (PORCPT) & Reversal (PORCPTR) can also be exported under the 'Purchase Order Receipt Export To QuickBooks' process.
- Sub-Contract Issue (POISS) & Reversal (POISSR)
- Sub-Contract PO Close (POCLOSE) & Reversal (POCLOSER)
|
| Sales Orders |
- Issue (SOISS) & Issue Reversal (SOISSR)
- Shipment (SOSHIPMENT)
- Non-Inventory Component Issue (NICISSUE)
|
| Labor Bookings |
- Labor Booking (OPLAB) & Reversal (OPLABR)
- WO Operation Machine (OPMACH) & Reversal (OPMACHR)
|
| Work Orders |
- WO Issue (WOISS) & Reversal (WOISSR)
- WO Receipt (WORCPT) & Reversal (WORCPTR)
- WO Scrap (WOSCRP) & Reversal (WOSCRPR)
- WO Close (WOCLOSE) & Reversal (WOCLOSER)
|
| Adjustments, Revaluations and PPV |
- Cycle Count Adjustment (CYCLECNT)
- Inventory Dollar Adjustment (INVDOLADJAUTO)
- Inventory Negative Variance Adjustment (INVNEGAR)
- Inventory Location Addition (INVLOCADD)
- Inventory Location Adjustment (INVLOCADJ)
- Inventory Location Scrap (INVLOCSCRP)
- Inventory Location to Location Transfer (INVLOCLOC)
- Inventory Project to Project Transfer (INVPROJPROJ)
- Inventory Division to Division Transfer (INVDIVDIV)
- Inventory Site to Site Transfer (INVSITESITE)
- Physical Inventory Adjustment (PHYSINV)
- Purchase Price Variance (PPV) & Reversal (PPVR)
- Standards Revaluation (STSDREVAL)
|
The resulting export file is as follows.
- Import your 'Cost Transaction' IIF File into QuickBooks
The next step is to take the IIF File (prefix: 'JE') just created by the 'Cost Transaction Export to QuickBooks' 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 'JE' plus the date formatted as YYYYMMDD plus 'IIF' plus Batch number) -> if successful, you'll receive a 'QuickBooks Information' message that 'Your data has been imported'.
- Once imported into QuickBooks, the resulting journal number will be named with a prefix: 'RS' plus the date formatted as YYYYMMDD plus 'IIF' plus Batch number.
SEE ALSO
