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Post Accounts Payable Invoices to the Accounting Software

Complete the following procedure to post one or more accounts payable invoices to a linked accounting software program (i.e., QuickBooks).

Note: If an error message like the one shown below appears while completing this procedure, one or more of a selected invoice’s data fields have not been mapped to corresponding QuickBooks accounts.

Complete the following procedure to correct this issue before proceeding:
1. Note the unmapped element(s).
2. Click the Continue button to close the error message window.
3. Complete the appropriate portions of the Set Up Accounting Links and Features procedure to map the unmapped element(s) to the corresponding QuickBooks account(s).

1. Navigate to the AP Postings screen.

   1. Log In to the Data Center Application to display the Data Center Ribbon Menu.

   2. If the screen will be used to post to linked accounting software (i.e., QuickBooks), complete the following procedure before continuing:

      Note: If the screen will be used to export to an Excel file (or the store's Accounting Package Type is set to "None"), skip this procedure and proceed directly to the next step.

      1. Close the Data Center Application and make sure all users are logged out of the accounting (i.e., QuickBooks) application.

      2. Log in to the accounting (i.e., QuickBooks) application with Administrator rights.

   3. 

      Select Accounting > AP Postings from the ribbon menu to display theAP Postings screen.

   

2. Complete any combination of the following to determine which invoices will display on the screen:
   • Enter the desired starting and ending dates in the Date Range fields.
   • Enter a search term in the Search field.
   • Select a vendor from the Vendor drop-down field.
   • Select a type (status) from the Type drop-down field.
3. Click the Submit button to display all invoices matching the selection criteria.

4. Complete the following procedures as appropriate:

   Preview and Print an Invoice	Click the invoice’s Preview button to display the invoice preview window. If desired, click the Print button to display the Print window. Modify print options (e.g., select a different printer, adjust settings, etc.) as needed. Click the Print button to print the invoice. Click the Close button to close the invoice preview window.
   Lock/Unlock an Invoice	Complete this procedure to prevent an invoice from being posted to the accounting software. Locate the desired invoice. Click the invoice’s Lock button in the Lock/Unlock column to prevent it from being posted. This step changes the name of the button from Lock to Unlock. Note: When appropriate, click the invoice's Unlock button to remove the protection and allow the invoice to be posted.
   Post a Single Invoice to QuickBooks Software	Locate the desired invoice. Click the invoice’s Post button in the Type column to post the invoice. This step changes the name of the button from Post to Posted xx/xx/xxxx (with xx/xx/xxxx being the date of the posting). Note: Do not click the button in the Type column if it is named anything other than Post.
   Post Multiple Invoices to QuickBooks Software	Check the checkboxes in front of all desired invoices to select them (or click the Select All button to select all invoices). Note: Do not select an invoice if the button in its Type column cell is named anything other than Post. Click the Post Selected button to post the invoices. This step changes the name of each invoice’s Type column cell button from Post to Posted xx/xx/xxxx (with xx/xx/xxxx being the date of the posting).

5. Click the tab's Close button to close the screen.