[i] Merchant allows you to export accounting G/L information into an external accounting system--either a Quickbooks file or a .csv file. There are five main G/L Export programs (POS Transaction Summary, Cost-of-Goods Sold Summary, Vendor Invoice Approvals, Impoted Sale Transaction Summary, and Vendor Credit Memos) that will run this process. (There are two optional programs--Used Buying Transaction Summary, and Processed Lot Transaction Summary--that will only display if you have Used Books enabled on the system.) For an introduction to the general G/L Export process, please click here. But prior to exporting your G/L information, many different parameters within your [i] Merchant system need to be filled in. Let's go through them here.
Note:
If you would like to run G/L exports, please call Computac Customer Service, and we will enable the Export programs in your [i] Merchant system. Once it is enabled, please complete the steps below prior to running it.
Add General Ledger Codes from your external accounting system into [i] Merchant. The Codes should mirror the ones you use in your external accounting system, so everything will be in sync. For information on code-driven fields in [i] Merchant, please click here. Access the G/L Codes from the [i] Merchant Main Desktop by selecting Tools-Parameters-Accounting General Ledger Codes. Add as many Codes into [i] Merchant as you need.
Update your [i] Merchant Accounting Categories with General Ledger Codes. Products, services, tenders, and tax codes in [i] Merchant should be assigned an Accounting Category if you want your G/L Export processes to run smoothly. Within the Accounting Category parameter itself, there is a G/L Account Assignments section. This is where you assign G/L Codes to the Accounting Category Codes. The G/L Account Assignments are separated under two headings: "Inventory Accounts," and "Sales and Expense Accounts."
There are three fields under "Inventory Accounts": Inventory-Purchase Receipts, Inventory-Returns, and Inventory-Withdrawals. These three fields deal exclusively with products (as opposed to tax codes, tenders, or services).
There are four fields under "Sales and Expense Accounts": Sales/Sales Tax, Discounts, Cost-of-Goods Sold, and Inventory Adjustments. All of the seven aforementioned fields are code-driven, where you will select the appropriate G/L Code.
For Accounting Categories attached to products, assign G/L Codes to all seven of the above fields.
For Accounting Categories attached to services, assign GL Codes in the Sales/Sales Tax field. For discounts, assign GL Codes to the Discounts field.
For Accounting Categories attached to Tax Codes, assign GL Codes in the Sales/Sales Tax field.
For Accounting Categories attached to Tenders, assign GL Codes in the Sales/Sales Tax field.
Be sure that all products, services, tax codes, and tenders are assigned an Accounting Category.
Assign default Accounting Categories in Tools-Options. (Please click here for details.) Some of the default fields here apply only to records that have not been assigned their own Accounting Category Code. Others are more general, and must be filled in for some of the G/L Export programs to function properly.
Lastly (and optionally), in the General Ledger Store Code field in Store Maintenance, assign an Accounting General Ledger Code to your store as a whole. This only applies if you want to separate your transactions in the G/L Export by store. Please click here for more information.