How to import your Actinic orders into QuickBooks

This solution uses One Stop Order Processing and QuickBooks (All versions except Simple Start)

You can import your Actinic orders into QuickBooks as a series of Invoices, into a selected account. All invoices are imported as a single customer (Sales) for a single product (Goods). The total invoice cost and VAT is split into the relevant accounts.

The following instructions explain how to set this up.

1 If the QuickBooks view isn't available you can Import the view from the installation directory (e.g. C:\Program Files\MoleEnd\1StopOrders\V10).
For information on how to import views click here.

There are 4 choices of views to import:

QuickBooksUpTo2007-SingleInvoices.mev QuickBooks versions up to 2007 where all orders are imported as individual invoices
QuickBooksUpTo2007-GroupedByDayInvoices.mev QuickBooks versions up to 2007 where each day's orders are imported as a single invoice.
QuickBooks2008-SingleInvoices.mev QuickBooks versions from 2008 where all orders are imported as individual invoices
QuickBooks2008-GroupedByDayInvoices.mev QuickBooks versions from 2008 where each day's orders are imported as a single invoice.

The grouped invoices are useful if you have a lot of orders. They are imported into Quickbooks as a single invoice with the day's total order values (and VAT). Each invoice will have a unique sequential order number. As the views are configurable you can group the orders by any field.

2 Click on the Export Orders button. This will display the Export orders details dialog, shown below.



Click on the Export orders button.

This will create an IIF file in the root of drive C. You can change the location of the file if required.

3 Start Quickbooks.

4 Below is a description of where the order information is imported into. You either need to make sure that the accounts (And items) exist in QuickBooks or amend the default values, shown below, to match your setup.


Fields used for QuickBooks versions up to 2007 (using the imported QuickBooksUpTo2007-SingleInvoices.mev or QuickBooksUpTo2007-GroupedByDayInvoices.mev views)

Field Description Default Value
SPL-ACCNT1 Income Account to attribute sales from Sales

Fields used for QuickBooks versions 2008 onwards (using the imported QuickBooks2008-SingleInvoices.mev or QuickBooks2008-GroupedByDayInvoices.mev views)

Field Description Default Value
SPL-ACCNT1 Income Account to attribute sales from Sales
SPL-ACCNT2 VAT Liability account VAT Liability
TRNS-ACCNT Account used to process all income from sales Accounts Receivable
TRNS-NAME Customer used to allocate all sales to InternetOrders
SPL-NAME2 VAT Supplier (who is setup as the VAT Agency) HMRC VAT
INVITEM1 Item all sales are for Goods

If you need to change any of the values (or add in your own rules or macros) you should customize the current view and change the default values assigned to the Fields shown above. For information on how to change values in views click here.

5 select the File->Utilities->Import->IIF Files Import menu option.

6 Select the C:\Quickbooks.iif file.

7 The should then be imported


Additional Information

Using with QuickBooks 2008 and having previously upgraded your Company file(s) from a previous version
If you are using Quickbooks 2008 and have upgraded your Company file(s) from a previous version of Quickbooks you may not be able to import the VAT into your existing account. New QuickBooks company accounts should not have this problem. If you get an error "cannot associate an item with VAT liability" you should allocate the VAT to a different (new) VAT Liability account. You should then consult your accountant to see if it is better to move all VAT transactions over to use this new VAT Liability account (change the value of the
SPL-ACCNT2 Field) or create a General Ledger entry to move the VAT between the old VAT account and new VAT account. This will enable the VAT 100 (return) to show the correct figures.