Invoice Exporting and Account Code Breakdown

You can export all of your invoice records to accounting software that EventPro supports: AccPac Plus, AccPac Advantage, Quick Books, Attaché, SAP, Adept, Pastel, SAGE 50, Acomba, Great Plains, Sun and MYOB. Review your settings in the Accounting tab under Setup | System Settings to ensure that your export settings match your accounting software. See Chapter 1: Setting Up EventPro, Step 1: System Settings.

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Select Accounting | Finance from EventPro’s main menu to open the Finance screen and click on the Invoices tab.

You can export all invoices or multiple selected invoices from the Accounting | Finance screen.

1.	If you want to export Selected invoices, hold down the Ctrl key and click on the desired invoices.

2.	You can also filter the view so that only certain invoices appear on the screen and then choose to export All invoices. Click the Filter button to the right to open the Filter Criteria window. To review how to set a filter, see Overview: Common Functions, Setting a Filter.

3.	Click the Invoice Export button to the right of the selection grid. In the Export Option dialog box, choose whether you want to export All (Un-Exported) or Selected invoices. Click OK.

1.	The Invoice Export window opens. Its appearance will vary slightly, depending on the type of accounting export you use. Review your System Settings to determine the accounting system to which you are exporting.

2.	The top selection grid will display all of the invoices intended for export. For some types of accounting exports, the bottom grid will display the account code breakdown for the invoice selected in the top grid, but for some accounting exports, the bottom grid may not appear.

Presumably, you have properly set up your account codes to match those in your accounting software and have assigned the correct codes to locations and items as you set them up or used them in events. Now, when you export the invoices, EventPro will generate the account code breakdown from the accounts assigned to the items. The account code breakdown is not in your database; it will be re-generated every time you export invoices. Note that the account code breakdown will only be generated if required by the accounting software you are exporting to. Some accounting programs export directly from invoice detail.

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1.	Once you are in the Invoice Export window, click the Validate button in the bottom left corner.

If an item is missing an account code, Item Account/Department Codes window opens, informing you of the first instance of missing information. If your accounting export requires a company code and the invoice header information is incomplete for any of the invoices, the Accounting Export Information window will appear. This will not occur for all invoice exports. Check your System Settings.

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3.	Enter the correct Account Code, Account Suffix, Department, Company/Contact Account Code, GL Account Code and/or Department Code and click OK. If multiple invoices are missing export information, the window will continue to appear for each item until all have been assigned appropriate codes.

Note that if you cancel out of this process without entering sufficient account information, EventPro will stop generating the account code breakdown for the entire batch of invoices. You must complete the entire process of adding the missing account information as prompted by EventPro in order to complete a batch of invoices for exporting. If you cancel out before completing, click the Validate button to start the process again.

5.	Once you export invoices, you will not be able to export those same invoices again. Therefore, it is important to add the correct information at this point.

If you assign an account to an item/location here, EventPro will automatically update that item or location for that event in the Event Maintenance screen, but will not add the code to the item or location in your setup inventory. Next time you use the item or location for another event, the code you enter here will not be retained.

7.	After you finish adding the required information, the items for the selected invoice will appear in the bottom grid, if applicable for the accounting software you are exporting to.

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1.	If you do not want to export a particular invoice in the selection grid, click to highlight the invoice and click the Remove button to the right.

2.	Click OK in the Confirm dialog to remove the invoice record.

3.	This does not delete the invoice permanently. It simply removes the invoice from the list of invoices to export and marks it as unexported.

4.	Next time you export invoices, the removed invoice will appear in the Invoice Export window again.

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1.	To print the list of invoices exported, click the Print button.

2.	In the Run Report dialog, select Invoice Export Summary and click OK.

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3.	In the Invoice Export Summary dialog, you can enter a Report Title and select Report Shading. Click OK.

4.	In the Print window, select your printing options and click OK.

5.	The report will be printed to the destination you chose.

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6.	When you are done printing, you will return to the Invoice Export window.

1.	Back in the Invoice Export window, after you have filled in the missing information, removed any invoices you do not want to export and printed the summary (if required), click the Export button.

2.	The Confirm dialog will ask whether you want to create the invoice export file or continue with the export to the selected program, depending on the program to which you are exporting. Click Yes to continue.

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3.	The next Confirm box will inform you that the invoices were exported and will ask whether you want to confirm and post this export. Do not click “Yes” yet!

First, you should go into your accounting program and ensure that the invoices were imported successfully. Once the invoices are exported out of Accounting | Finance, they are marked as exported. They will not appear in the Invoice Export window again. After you have insured that the invoices are successfully imported into your accounting program, you can click Yes.

If you click No in the Confirm box because you want to pass on the saved file to another person, the invoices and account breakdowns will remain “Unexported”. They will appear in the Invoice Export window again and you can export the invoices again. However, you will want to ensure that no one else makes an invoice in the interim, as that invoice will automatically be pulled into the invoice export, creating inconsistencies between your previously saved export file and the next export file you create.

c.	It is much more convenient to simply leave the Confirm box up while you check to ensure the import into the accounting software is successful, and then click Yes.

4.	The appearance of the invoices in your accounting program will depend on that software.

Help URL: http://www.eventpro.net/Manual/HTML/index.html?ch4_invoice_exporting_account_code_breakdown.htm

Invoice Exporting and Account Code Breakdown						Dear EventPro Documentation Department,
Invoice Exporting and Account Code Breakdown