Export Information Setup - QuickBooks

The export for QuickBooks uses an XML interface defined by QuickBooks when loading GL Entries from Property Manager to QuickBooks.  When a GL Entry is processed to the general ledger, it is loaded directly into QuickBooks.  Property Manager also supports an interface to QuickBooks for loading Vendor AP Invoices, as well as loading AR Invoices for a maintenance company (i.e. - IOI Company) to QuickBooks.

After you have setup the Export Details for a QuickBooks community, there are extra steps that need to go through when sending GL Entries to a new QuickBooks Company File for the first time.  Click here for help for that process.

• It is also important to note that when using Property Manager with QuickBooks, Property Manager sends GL Entries to QuickBooks for tenant activity as journal entries and not as sales transactions.  For that reason the accounts receivable accounts in QuickBooks for Tenant and Subsidy A/R must be set up with the account type "Other Current Asset".  If your A/R accounts have the type "Accounts Receivable", the GL Export from Property Manager will fail.

How Fields are Populated:

How do you get here?

System Administration Accounting Setup Tab Export Information Setup QuickBooks

To complete the QuickBooks Export Information Setup:

1. Select QuickBooks as the GL Export Type

2. Description - Enter a description of the community export entity.  This defaults to the Community Name

3. Sort Order - If you wish to sort these Export definitions in an order other than by community name, enter the sort order here.  Otherwise, leave this field blank.

4. Company Code - This field represents the community's Class Code that is setup in QuickBooks.

   • Whether each community has it's own QuickBooks file (i.e. - company.qbw) or all communities are in one QuickBooks file, you are required to use Class Names in QuickBooks.  To enable "Class Tracking" in QuickBooks navigate to Edit > Preferences, click on the Company Preferences tab and select Accounting.  About a third of the way down the window select to "Use class tracking".  After you have enabled this, you will need to add classes to the Class List under the List Menu.

   • The Class Name in QuickBooks must exactly match the Company Code in Property Manager.  To ensure this, copy ([Ctrl]+C) the Class Name directly from QuickBooks and paste it ([Ctrl]+V) into the Company Code field in Property Manager.

   • The Class Name/Company Code is alphanumeric and can contain spaces.

   • Company Code can be set to "use class", which will cause the Company Code column in the export file to populate with the class code defined in Step 7 below.

5. Building Class Code Default - if you have selected the parameter below to "Use Building Class Code", the entry here will be the default used for a community's building when that building has not had a Class Code assigned to it at the Community Detail > Facilities tab using the Add Building or Modify Building tasks.

6. Pick Class Code From drop down list - select for the Class Code to come from either the “Branch/Div/Class Code” field on the System Administration > Accounting Setup - Export Information Setup tab (Use Class Code), from the Class Code field on the Community Detail > Program Info tab (Funding Program Group), or from the Class Code field on the Community Detail > Facilities tab (Building Class Code).  The Class Code can only be defined to come from one of these locations and not more than one.

7. Chart of Accounts - Select the GL Chart to be used for this community

8. Fund - n/a for QuickBooks

9. Authorize Prior Period - n/a for QuickBooks

10. Enable Cash Basis - When selected, the GL Entries that are sent to QuickBooks will only contain Cash Basis GL Entries.  You will still be able to report on accrual basis GL Entries/activity in Property Manager, but they will not be exported to QuickBooks.

11. AR Suffix Customer, AR Account Root - When the AR Suffix Customer is selected, enter the GL Account Root Number to be used when AR Invoices are created for this community under Maintenance Company Detail > Create AR Invoice.  This AR Account Root will be combined with Building Class Code to create the GL Account on export of AR Invoices

12. Use Extended Description - Use Extended Description - When selected for a Maintenance Company’s Export Information Setup, the skill, employee, hours, rate and total will be added to the description for a line item on an AR Invoice.

13. Summary Posting Indicator - Select if you want your GL Entries to default to summarized by account number when they are processed to your general ledger.

    • This is only the default, this indicator can be changed when processing individual GL Entries (Accounting Detail > General Ledger).

14. Nightly Auto Post - n/a for QuickBooks

15. Auto-Post Prior Periods - n/a for QuickBooks

16. Enable Tenant Payable Interface - selected each to have the refund credit tasks for Utility Reimbursements, MO Accounting, Sec Dep Interest and/or HH Accounting will create accounts payable invoices directly to your accounts payable system.

    • This allows you to enable this feature for Utility Reimbursements refunds (Accounting Detail > Disbursement tab - Refund Utility Reimbursements); Moveout Accounting refunds (Household Detail > Accounting > Deposits tab - Household Moveout Accounting Activity or Occupancy & Compliance Detail > Manage Vacancies tab - Post Moveout Activity); Security Deposit Interest refunds or for refunds of other credits from the Household Detail > Accounting > Receivables tab (Refund Selected Receivable).  By selecting one or more of these parameters you can enable the tenant payable interface for one or more of these activities, and leave it disabled for the others.

17. AR Account Root - if you export AR Invoices for your maintenance (IOI) companies from the Maintenance Company Detail > AR Invoice Detail tab, this is the GL Account number of the Accounts Receivable account in the Maintenance Company's accounting application.

18. Centralized Cash Account - If you use a centralized cash account for all communities, entry in these two fields are required:

    • Centralized Cash GL Account Root - enter the root of the cash account in your general ledger (main segment).

    • Centralized Cash GL Account - enter the full account number for the cash account in your general ledger (all segments, including the Segment/Department/Branch ID that is appended to the account number)

    • The purpose behind the centralized cash account in Property Manager is to facilitate the accounting when payment batches are recorded for more than one community at a time.  For example, a payment batch is recorded for 10 communities.  With a centralized cash account, there will be only one debit to cash, instead of 10 debits.  Having one debit instead of ten, will make reconciling your bank account easier with each debit to cash representing a whole deposit.

19. Unit number suffix - Select to append the unit number to end of the account number when processing GL Entries to your general ledger.

    • This entry is overridden by setup for specific GL Account numbers in GL Account Setup.  Instead of selecting this option for the entire community, under GL Account Setup, you only select it for specific GL Accounts.

20. Export Class Code to Department - when selected the Branch/Div/Class Code is will be used for a Department Number.  - n/a for QuickBooks.

21. Branch/Segment Prefix Code - if checked, the Branch/Div/Class Code is put at the front of the Root Account Number (main segment) when processing entries to your general ledger.

    • I.e. - becomes the first segment of the account number.

22. Prefix Delimiter - enter the delimiter (i.e. a dash "-") to be used between the Class Code and the GL Account Number.

23. Prefix Constant - Use this field instead of the Branch/Div/Class Code field when the Branch/Div/Class Code needs to be used as the Suffix to the GL Account Number or as a department.  Include the delimiter in this field.

    • Normal setup for QuickBooks is to have the Branch/Div/Class Code used as the Class Name in QuickBooks.  So the Prefix Constant needs to be used to append to the GL Account number.

24. Branch/Segment Suffix Code – if checked, the Branch/Div/Class Code is put at the end of the Root Account Number when processing entries to your general ledger

    • I.e. - becomes the second (or last) segment of the account number.

25. Suffix Delimiter - enter the delimiter (i.e. a dash "-") to be used between the GL Account Number and the Class Code.

26. Suffix Constant - Use this field instead of the Branch/Div/Class Code field when the Branch/Div/Class Code needs to be used as the Prefix to the GL Account Number or as a department.

    • Normal setup for QuickBooks is to have the Branch/Div/Class Code used as the Class Name in QuickBooks.  So the Suffix Constant needs to be used to append to the GL Account number.

27. Journal Code Override - Entry in this field will override the Journal Code entered at System Administration > Maintain Lookup Tables – Business Constants or Payment Batch Types.  This allows you to define a different Journal Code for community’s Export Information Setup.

28. Prefixes - Work Order & Inspection - Enter a custom Work Order and/or Inspection Prefix for the selected community, management company or maintenance company.  Entries here override the entries on the System Administration > Maintain Lookup Tables – Business Constants for prefix to be used when Work Orders are created at Work Detail > New Work Order and Inspections are created at Maintenance Detail > General Information with the Create New Inspection task.

29. Update Timestamp & Update User - the date and time the export info for the highlighted Export Entity's Export Details was updated plus the user's name who made the changes.

30. Be sure to click Save once you are finished making changes to the highlighted Export Entity's Export Details.