QuickBooks Export

Modified on Fri, May 3, 2024 at 12:27 PM

Introduction

The following document explains how to set up Solaria and QuickBooks Desktop to transfer data from Solaria to QuickBooks Desktop using the Solaria “Export to QuickBooks” feature.

Accounts Setup

In QuickBooks, you need to set up the accounts that will receive the data. In Solaria, you map the type of data being exported to the accounts in QuickBooks.

In Solaria, select Settings ► Categories and Types ► Company Accounts. You will see a list of the types of data that can be exported with the QuickBooks account names that are mapped to them. These are per company; you will need to update the accounts for each company you have. There are default account names provided for most types of data.

Select the Company from the drop-down list at the top of the window.
Enter the EXACT QuickBooks account name in the right column for each type of data that gets imported.

It is imperative that the QuickBooks accounts are of the correct account type, such as “income”, “liability” or “expense” account types. The following table lists the type of account that needs to be set up for each type of data that gets imported.

Description of Type of Data	Type of QuickBooks Account
Accounts Receivable	Accounts Receivable
Accounts Payable	Accounts Payable
Accounts Payable Commissions	Accounts Payable
Checking Account	Bank
Credit Card Account	Credit Card
Sales Income	Income; Must also have an item in the QB "Item List" of a "service" type of the SAME NAME that is linked to this account.
Resource Labor	Expense
Resource Expenses	Expense
Resource Commisions	Expense
Sales Tax Payable	Other Current Liability; Must also have an item in the QB "Item List" type of a "sales tax item" type that is linked to this account.
Undeposited Funds	Other Current Asset

Invoice Terms

Make sure that the Invoice Terms you use in Solaria are also set up as Payment Terms in QuickBooks.

In Solaria, go to Settings ► Categories and Types ► Invoice Terms. Review the list of terms you use here.

In QuickBooks, go to Lists ► Customer & Vendor Profile Lists ► Terms List. Make sure you have terms that match your Solaria invoice terms.

Tax Vendors

If you charge sales tax, you will need to set up the vendor that you pay taxes to in QuickBooks, then enter that vendor name in Solaria’s Tax Rate settings.

For example, here is a tax vendor named “Colorado Department of Revenue” set up in QuickBooks.

In Solaria, go to Settings ► Categories and Types ► Tax Rates and enter the vendor’s name next to the tax rate.

Items to Note

A few items need to be noted regarding the import of data into QuickBooks.

All names must match.
1. When importing client invoices and receipts, the client names in Solaria must match the customer names in QuickBooks. When importing with attorney names instead of client names, the attorney names in Solaria must match the customer names in QuickBooks.
2. When importing resource invoices and payments, the resource names in Solaria must match the vendor names in QuickBooks.
Receipts from clients are imported into your “Undeposited Funds” account. You must then deposit them into the proper bank account.
Resource invoices will be imported as vendor bills.

Running the Export

To export the data out of Solaria, do the following in Solaria:

Select View ► Reports ► Financial section.
Double-click on the “Export to QuickBooks” report. The following window will display:
Select the type of export you want to perform and the date range of data to export.
Enter the name of the file you want to save to.
After saving, it will ask you if you want to view the export file in a text editor. (This is your choice.)

Importing into QuickBooks

To import the data into QuickBooks, do the following in QuickBooks:

Select to File ► Utilities ► Import ► IIF Files….
Click on the Import IIF button.
Select the file you exported from Solaria.
Information will be displayed to let you know if it was success or if there were errors.