ITrack/Enterprise/QuickBooks Online Export

ITrack Enterprise supports a one way export of .csv files that can be imported into QuickBooks Online. This page will walk you through how to enable this system and how to perform your first import.

Enabling the Export

Before you can create export files from ITrack, you need to enable QuickBooks Online export. This is compatible with QuickBooks Desktop export and can be enabled at the same time if you wish. Once checked, the "QuickBooks Journal Entry Push" tab will appear.

Choose Days to Export

On the Journal Entry Push tab, choose which days you'd like to export to QuickBooks Online, just like you'd do for a push into QuickBooks Desktop. Once you're satisfied, click "Export to QB Online"

Configure Export Settings

You will be presented with a popup where you can configure how you'd like the export files (.csv's) to be built. These choices allow you to customize how the information will map to QB Online and should match how things are configured in your company file, as ITrack will not set up anything in that system.

Each of these configuration options will be discussed in order:

Using account numbers

QBO documentation: https://quickbooks.intuit.com/learn-support/en-us/help-article/chart-accounts/use-account-numbers-chart-accounts/L7lRLN0Do_US_en_US

This setting controls whether ITrack should put the GL account numbers, pictured here:

will be included in the export, or whether the chart of accounts will be identified only by the account name only. This should be set to match the setting in your QB Online company settings seen here:

If its enabled in both areas, Journal entry exports are identified by account names preceded by account numbers, so both the account name and number will need to match in ITrack and QB Online.

Using sub-accounts

This setting is off by default, and requires that the "Using account numbers" setting be turned on. If its checked, the account number that is present in the export will include the GL store and GL department numbers as sub-accounts. For example, account 1000 for store 01 and department 21 would be exported as "1000-01-21". This allows 'roll up' from sub-accounts in QuickBooks, but requires that all combinations of sub-accounts already exist in QBO, as ITrack will not create them.

NOTE: QuickBooks Online basic account can only have 250 entries in the chart of accounts, including sub-accounts, while QuickBooks Online Advanced is unlimited, so this may not be desirable depending on your service level.

Put GL store into QB Location

QBO documentation: https://quickbooks.intuit.com/learn-support/en-us/help-article/track-location/set-use-location-tracking/L2raFkEBC_US_en_US?uid=mhdoywyc

QuickBooks Online has the concept of a "Location". If you'd like ITrack to push which ITrack store a GL entry happened at into a QB location, check this. This can be enabled inside QBO in the following area:

Put GL department into QB Class

QBO documentation: https://quickbooks.intuit.com/learn-support/en-us/help-article/class-list/get-started-class-tracking-quickbooks-online/L04INPWiy_US_en_US?uid=mhdp1m2u

Similarly QuickBooks Online has the concepts of "Classes", which can subdivide transactions at a lower level than locations. If you want ITrack to push which ITrack GL department a GL entry is related to into the QB Class. This can be enabled in the same area as Locations.

QBO Customer account name (for AR/payments)

Journal Entries against Accounts Receivable or payments into some accounts like undeposited funds or checking/asset accounts may require a customer to be associated with any entries. Since ITrack only exports summarized daily GL activity, and not document details, a generic customer record needs to exist inside QB Online to be associated with those entries.

You can create and name a customer in QBO anything you want, just put the QuickBooks "Customer display name" into the ITrack setting.

QBO Vendor account name (for AP)

Similar to how a customer is required for accounts receivable, a vendor is required for accounts payable. Create an arbitrary vendor in QBO, and put its display name into ITrack.

Folder to save export file(s) into:

This is the folder to save all the export files into on your system. Use the browse button to choose a new location. ITrack will remember the last location you've used.

Export

Once you're satisfied that you've configured the export settings (or they were restored automatically from last time). Just click the export button. Depending on how much data you were exporting, only a single file may be created, but its possible there could be several. QB Online only allows 1000 rows per journal entry, so days of adjustments must be organized into files in such a way to fit.

Each file will be named after the first day of the GL entries present in that file.

Import Each File

QuickBooks documentation: https://quickbooks.intuit.com/learn-support/en-us/help-article/import-export-data-files/import-journal-entries-quickbooks-online/L4tQBwbs7_US_en_US

1. Navigate here:
   
2. Select "Journal Entries".
3. Click the "Import" button, and you will see this screen:
   
4. Click the Browse button.
5. Navigate to the folder on your computer where all the export files are saved, double-click the file to choose it.
6. Click Next button
7. QB takes you to a screen where you map fields to the columns in the input file. ITrack automatically names all the columns such that you should not need to do anything in this file, so just click Next.
8. QB will now take you to the final summary tab. If there were any errors, they will be shown here. For example, if you haven't created matching locations and classes in QuickBooks for the Store or Department sent in by ITrack, you'd see those errors here:
   
9. Otherwise, if everything matched, you will see a page that says it checks out and you can click Complete import:
   
10. Afterwards, you'll see a 'success' popup:
    
11. You can click the "journal entry" link to see the resulting imported data or click ok and start the process again for another set of data:
    

Mark Journal Entries as Exported in ITrack

After you've imported any number of days successfully into QuickBooks, you can mark those day(s) as exported successfully in ITrack. This can be done in the same Journal Entries tab where you exported the values in the first place.

With the same day(s) checked, click the "Mark Exported" button at the bottom, and confirm your choice in the popup.

You're now done until next time!