Posting Account Payables and Payments Batch

Reference : 24129

(V 02.00.07-00)

Details

In Cr2, you can post the Account Payments and Payable Invoice batches in Quickbooks format. This can be done by selecting the option "QuickBooks" while posting the Invoice batches created for Account Payments, Receivables and Payables.

Posting Payment Invoice Batch in Quickbooks format

Steps to Post Payment Invoice Batch in Quickbooks format:

Access Invoicing module.
In the Invoicing Main Window, Click on Payments tab to Activate it.
Search for the desired Payments batch to be posted, Click on the batch to highlight it.
From the Actions menu, Select Post Batch option to display post batch dialog.
Select the Invoice format as QuickBooks from the drop down options in Invoice Format field.
Select the folder in which the export files has to be stored by clicking on the import button present in the Export Files field.
Select the option "Create Files in Folder", if you wish to store the files under Batch-ID sub folder in the selected path.
Click OK to generate the Invoice.
The generated Invoice will be saved in the selected folder.

Output

On posting Payment Invoice Batch in QuickBooks format, system will generate the files customer.csv and Payments.txt with the details as below :

Payments.Txt Field Information

	Field	Description
1	Customer ID	Payment Customer ID
2	Reference	Payment ID
3	Date	Pay Date
4	Payment Method	Method of Payment
5	Cash Account	GL Code from Method of Payment
6	Cash Amount	Pay Amount
7	Prepayment	TRUE
8	Number of Distributions	1
9	Invoice Paid	(will always be updated as blank)
10	G/L Account	(will always be updated as blank)
11	Amount	Negative value of Cash Amount
12	Receipt Number	If Payment is linked to a Contract then the Contract Id will be updated in this field

Customer.csv Field Information (All customers of Payments which is being posted will be considered here)

	Field	Description
1	Customer ID	Payment Customer ID
2	Customer Name	Name of the Customer
3	Contact Name	Name of the contact for the customer
4	Billing Address Line 1	Line 1 from the Billing Address of the Customer
5	Billing Address Line 2	Line 2 from the Billing Address of the Customer
6	Billing City	City from the Billing Address of the Customer
7	Billing State	State from the Billing Address of the Customer
8	Billing Zip	Zip from the Billing Address of the Customer
9	Billing Country	Country from the Billing Address of the Customer
10	Shipping Location Desc	Customers Ship Location Description
11	Shipping Address Line 1	Line 1 from the Shipping Address of the Customer
12	Shipping Address Line 2	Line 1 from the Shipping Address of the Customer
13	Ship City	City from the Shipping Address of the Customer
14	Ship State	State from the Shipping Address of the Customer
15	Ship zip	Zip from the Shipping Address of the Customer
16	Ship Country	Country from the Shipping Address of the Customer
17	Member Group Id	Member Group Id of the Customer
18	Contact Phone	Contact Phone of the customer
19	Mobile Phone	mobile phone of the customer
20	Contact Fax Number	Contact Fax Number of the customer
21	Contact Email ID	Contact Email Id of the customer
22	Customer Web Address	Web address of the customer
23	Sales Person ID	Employee who received the payments
24	Customer Tax Cert. No	Customers tax certificate number
25	Customer Credit Limit	Customers credit limit
26	Customer Join Date	Customers Joining Date

Posting Payables Invoice Batch in QuickBooks format

Steps to Post Payables Invoice Batch in QuickBooks format:

Access Invoicing module.
In the Invoicing Main Window, Click on Payables tab to Activate it.
Search for the desired Payables batch to be posted, Click on the batch to highlight it.
From the Actions menu, Select Post Batch option to display post batch dialog.
Select the Invoice format as QuickBooks from the drop down options in Invoice Format field.
Select the option "Create Export File", to generate export files for batch posting.
Select the folder in which the export files has to be stored by clicking on the import button present in the Create Export Files field.
Select the option "Create Files in Folder", if you wish to store the files under Batch-ID sub folder in the selected path.
Click OK to generate the Invoice.
The generated Invoice will be saved in the selected folder.

Output

On posting Payables Invoice Batch in QuickBooks format, system will generate the files Vendor.csv and Purchase.csv with the details as below :

Vendor.csv Field Information

	Field	Description
1	Vendor ID	ID of Vendor present in the Voucher.
2	Vendor Name	Name of Vendor present in the Voucher.
3	Contact Full Name	Full Name of the Vendor Contact present in the Voucher.
4	Contact Billing Address Line 1	Billing Address Line 1 of Vendor Contact present in the Voucher.
5	Contact Billing Address Line 2	Billing Address Line 2 of Vendor Contact present in the Voucher.
6	Contact Billing City	Billing Address - City of Vendor Contact present in the Voucher.
7	Contact Billing State	Billing Address - State of Vendor Contact present in the Voucher.
8	Contact Billing Zip	Billing Address - Zip of Vendor Contact present in the Voucher.
9	Contact Billing Country	Billing Address - Country of Vendor Contact present in the Voucher.
10	Contact Billing Work Phone	Work phone of Vendor Contact present in the Voucher.
11	Contact Billing Mobile Phone	Mobile phone of Vendor Contact present in the Voucher.
12	Contact Billing Fax	Fax number of Vendor Contact present in the Voucher.
13	Contact Billing Email ID	Email ID of Vendor Contact present in the Voucher.
14	Vendor Web Address	Web Address of Vendor present in the Voucher.
15	Vendor Tax Certificate No	Tax Certificate No. of Vendor present in the Voucher.
16	Voucher Invoice Date	Date on which voucher is invoiced.

Purchase.csv Field Information

	Field	Description
1	Voucher Customer ID	ID of Vendor present in the Voucher.
2	Voucher Vendor Invoice ID	Voucher Invoice ID.
3	Voucher Vendor Invoice Date	Voucher Invoice Date.
4	Voucher Due Date	Voucher Due Date.
5	Voucher Location Name	Voucher's Vendor's Location Name.
6	Voucher Address Line 1	Voucher's Vendor's Address Line 1.
7	Voucher Address Line 2	Voucher's Vendor's Address Line 2.
8	Voucher Address City	Voucher's Vendor's Address City.
9	Voucher Address State	Voucher's Vendor's Address State.
10	Voucher Address Zip	Voucher's Vendor's Address Zip.
11	Voucher Address Country	Voucher's Vendor's Address Country.
12	Payables GL-Code	Payables GL-Code of Voucher.
13	Voucher Total Amount	Total Amount on the Voucher.
14	Size	No. of voucher lines present in the voucher being posted.
15	PO ID	ID of the Purchase Order.
16	Quantity	Voucher Line Quantity.
17	Purchase GL-Code	Purchase GL-code of the line being posted.
18	Voucher Line Price Amount	Amount on the Voucher line.
19	Order ID	ID of the linked Order.