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This article describes how to export from SAGE Workplace Windows app's Order Management area into QuickBooks.
Introduction
Documents created with the SAGE Order Management system can be easily exported to QuickBooks. This allows you to save time and prevent mistakes caused by having to rekey your order documents. You can export specific documents or every document, as you choose. You can also choose to just export certain information (such as customers or vendors) if you do not want to export entire orders.
Requirements
To use the QuickBooks integration, you just need SAGE Workplace Windows app and a copy of QuickBooks. Although most current versions of QuickBooks are supported, certain versions of QuickBooks do not provide full support for some of the fields that are used when creating orders from SAGE Workplace Windows app. Therefore, we recommend using QuickBooks Premiere 2008 or Enterprise 8.0 or later (SAGE Workplace Windows app will not be able to export to earlier versions). QuickBooks Online is also supported; however, due to limitations within QuickBooks Online itself, you will find that some functionality is not available when you connect SAGE Workplace Windows app with QuickBooks Online. See Integrating SAGE with QuickBooks Online Edition for more information and other special considerations regarding QuickBooks Online.
Initial Setup
Before you start importing documents into QuickBooks, you need to perform an initial setup in SAGE Workplace Windows app. Click Tools | Options from the menu bar within SAGE Workplace Windows app to access the setup area. From there, choose the QuickBooks tab. First select whether you are integration with the Desktop version or the Online Version.
Next, enter an account name for each of the three G/L accounts. These accounts are required to be entered when new items are added to QuickBooks. You can find the correct account name by looking in QuickBooks at either one of your existing items or your Chart of Accounts in QuickBooks. The account names must be typed exactly as they are listed in QuickBooks. If you have a standard QuickBooks installation, the following accounts MAY be appropriate for you (but please check with your accountant if you are not sure):
- Income Account: Sales
- Asset Account: Inventory Asset
- Expense Account: Cost of Goods Sold
At the bottom of the SAGE Workplace Windows app setup area, you can specify which items will be exported. Note that you must export customers, vendors, and items in order to be able to export documents. But, for example, you may want to just export customers, vendors and items without actually exporting the documents themselves. You can configure this however you wish to fit your needs.
By default, SAGE will use the SAGE Product Codes (SPCs) as the item number for each item on customer-facing documents (e.g., sales orders and invoices) and the supplier's item numbers for supplier-facing documents (e.g. purchase orders). However, in certain cases you may wish to use the same QuickBooks item for all items on customer-facing documents, instead of adding each actual item to QuickBooks. If you wish to do this, you can enter the item number to use here. Otherwise, for typical installations, leave this field blank.
Exporting Your Documents
To start exporting, make sure QuickBooks is open first if using the desktop version. Then go to the Order Management area within SAGE Workplace Windows app. You can either tag specific orders to be exported, or you can export all of the documents that have not yet been exported. As documents are successfully imported into QuickBooks, they will be automatically tagged as exported. This way SAGE will keep track of what you've already imported to avoid duplicates.
After making your selections, click Export to see the export options window. Adjust the options as needed and then click Start. The first time you export to Quickbooks desktop version, you will see a prompt from QuickBooks asking you to authorize SAGE to talk to QuickBooks. Tell it that you want to permit the access always.
As the export and import is happening, you will see messages in the log window. If there are any warnings or errors, you will be notified. Once it's done, you're all set and you can open up QuickBooks to view the orders.
Note Regarding Sales Tax
Since QuickBooks handles tax a little differently than SAGE Online does, the tax information from the specific order will not be imported directly into QuickBooks. Instead, if there is ANY sales tax on the order in SAGE Online, the sales tax flag will be set for the customer and sales tax will be computed by QuickBooks as the order is imported (based on what sales tax item is assigned to that customer in QuickBooks). As long as your sales tax rate in QuickBooks is the same as what you have on the SAGE Online order, the total will be the same. If you only have one sales tax rate, then no further action should be required. If you have multiple rates (i.e., you collect tax in multiple states), then you need to configure a sales tax item in QuickBooks for each jurisdiction and then assign the appropriate tax item to each customer within QuickBooks. Then, that sales tax item will be used on future imports for this customer. To setup tax items in QuickBooks, go to Edit | Preferences and choose Sales Tax. From there you can turn on sales tax and add sales tax items. If the SAGE Online order does not have any tax, no tax will be added to the order in QuickBooks.
Note Regarding Importing Different Form Types
Catalog Requests, Customer Quotes, and Requests for Quotes will not be imported into QuickBooks since they are not supported in the QuickBooks environment. You can adjust whether or not Sales Orders, Invoices, Sample Orders, and Purchase Orders are imported in the SAGE Online options area. Only Open and Closed orders will be exported (i.e., drafts are excluded) unless you specifically tag a draft order.
In addition, QuickBooks Online Edition does not support importing of Sales Orders or Order Acknowledgements. Sample Orders are imported as Purchase Orders. Purchase Orders are called "Expenses" and Invoices are called "Sales".
QuickBook Pro Desktop Edition does not support importing of Sales Orders.
Please note that we cannot provide support for QuickBooks specifically since it is not our product. If you have questions or problems with QuickBooks itself, please contact Intuit support.
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Integrating SAGE with QuickBooks Online Edition
Type: | How To | Publish Date: | 3/1/2011 10:55:44 PM |
Applies To: | Online | Last Updated: | 1/17/2025 11:25:01 AM |
Platform: | All | Expiration Date: |