Open topic with navigation

Post Accounting Entries to the Accounting Software

Complete the following procedure to post one or more general ledger entries 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 associated items 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 GL Postings screen.

   1. 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.

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

   3. 

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

   

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

4. Complete the following procedures as appropriate:

   Preview and Print an Invoice	Click the entry’s Preview button to display the entry 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 entry. Click the Close button to close the entry preview window.
   Lock/Unlock an Entry	Complete this procedure to prevent an entry from being posted to the accounting software. Locate the desired entry. Click the entry’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 entry's Unlock button to remove the protection and allow the entry to be posted.
   Post a Single Entry to QuickBooks Software	Locate the desired entry. Click the entry’s Post button in the Type column to post the entry. 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 Entries to QuickBooks Software	Check the checkboxes in front of all desired entries to select them (or click the Select All button to select all entries). Note: Do not select an entry if the button in its Type column cell is named anything other than Post. Click the Post Selected button to post the entries. This step changes the name of each entry’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.