With Camelot, you can export any order and/or payment information to QuickBooks® automatically.
If you are using or plan to use QuickBooks as your accounting software, then you need to be sure a few things are setup properly.
First, from the Misc/Setup pull-down menu, choose Company/Misc Info and go to the QuickBooks tab.
First, from the Misc/Setup pull-down menu, choose Company/Misc Info and go to the QuickBooks tab.
Here you need to enter the account names that match how you have them setup in QuickBooks. First, the name of your Accounts Receivable account and your Uncategorized Income account. Every invoice is imported as a debit to your accounts receivable account and a credit to the appropriate income accounts.
When setting up your services and products, there is a place to choose an Income Account name for each service/product item. If you leave that box blank there, then it will use whatever you have set in this Uncategorized Income account name as the income account for that service/product item.
The Undeposited Funds account is the name of the account that payments go to when first imported. Usually this remains just "Undeposited Funds".
The Sales Tax account name, vendor name, and description are used if you must charge sales tax on any of your invoices. The description for the tax is how it will appear on the invoice, while the account name and vendor will be used to apply the tax to the right places in QuickBooks.
NOTE: For exporting and importing data to QuickBooks, you should not use account numbers, but instead use account names/descriptions.
Once you have everything setup properly, then you will choose the Accounting button from the Navigator, and then click the Post To QuickBooks button. You will see a list of invoices (orders that have been marked as done) that have not yet been exported or posted and a list of payments that have not yet been exported or posted.
By default, Camelot will be ready to export any orders that have been marked as done (invoices) or payments that have been entered since the last time you posted to QuickBooks.
If you want to mark selected records as having already been posted without actually posting them, you can right-click on the grid and choose mark selected as posted (use [Ctrl]+click or [Shift]+click to select multiple rows at once). If you need to bring those back to the list to be posted in the future, you can undo this operation by going to the Posting History tab, selecting them in the list there, and clicking the appropriate Undo button at the top.
If you want to view one of these orders in its entirety, you can do that by right clicking on the order and choosing View/Edit Invoice. The same is true for payment transactions.
To export your selected invoices and payments, just click the "Post Now" button at the bottom of this screen, and choose the destination for your transaction IIF file (which will default to be CETRANS.IIF in the folder where QuickBooks is installed).
To bring these transactions into QuickBooks, from the File pull-down menu in QuickBooks, choose Import (for QB 2000 and above, it will be Utilities > Import), then navigate to the folder where you saved your IIF file when you exported it from Camelot, and double-click on that IIF file. Now all of those invoices and payments will be in QuickBooks just as if you entered them there.
Next, to apply the payments, go to the Receive Payments screen, and hit the Previous button to go through each payment that imported and mark to apply it to the appropriate invoice.
Next, to apply the payments, go to the Receive Payments screen, and hit the Previous button to go through each payment that imported and mark to apply it to the appropriate invoice.
Undoing an Export
You can also mark orders or payments that have been marked as posted in the past as unposted using the "Undo" buttons on the Posting History tab. Any records you undo here will be shown on the other tabs as needing to be posted again. Keep in mind that if you have already imported your transactions into QuickBooks, then doing an undo here will not help you. You will have to manually delete the information in QuickBooks. Please refer to your QuickBooks documentation for information on deleting invoice and payment transactions.
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