ACCTivate!, QuickBooks

How does the Acctivate PO Importer work?

For QuickBooks® Users

When you install the PO Importer our two QuickBooks® memorized reports will be placed on your desktop.  You will need to import the report that works best for you.  You can do this by clicking on the Reports Menu and then clicking the Memorized Reports > Memorized Reports List. In the Memorized Reports window, you can click on the Memorized Reports button in the bottom left of the window and click on Import Template.  Browse to your desktop and select the report that you need, the one with or the one without sites.

Once imported you can find the report in the Memorized Report section of QuickBooks®, the name of the report is “Open Purchase Order Detail” if you don’t use sites, or “Open Purchase Order Detail with Site” if you are using sites.  Run the report and Export the data using the Excel button at the top of the report window.

Once the data has been exported to Excel there may be some modifications needed.  For example, you may be using different names for your warehouses during the transition.  In this case you will need to update your Site Names so they match the Acctivate Warehouse IDs.

The program will require you to have a valid Product ID in the import file.  The application looks for the Item in both the Product ID and the Alt Product ID.

If you only have a single Warehouse you don’t need to specify the Warehouse ID, the application will simply use the Purchasing Default Ship To Warehouse identified in Acctivate.  If you have multiple Warehouses you need to verify that the Warehouse Names in the spreadsheet match the Warehouse IDs as they appear in Acctivate.

There are other fields that the PO Importer will use the Default Value in Acctivate for, if you have them set.  Those fields are:

  • Vendor Terms – The Default Terms for the Vendor will be used if setup and it will use the Purchasing Default Terms when isn’t a value at the Vendor level.
  • FOB – The Purchasing Default FOB is used when set and if no default is setup the FOB on the PO will be left blank.
  • Ship Via – the Purchasing Default Ship Via is used and if no default is setup the Ship Via on the PO will be left blank.

Once your spreadsheet is ready to go all you have to do is launch the PO Importer, browse to the spreadsheet and click the Validate button.  Once your data is validated click the Import button and you’re done.  The Importer can import 100+ POs in seconds after the validation is complete.  So if you click the Import button and the window pops up right away indicating the POs have been created don’t worry, it’s just that fast.

Importing Data other than QuickBooks® Data

If you’re not using our QB Import option then you are going to need to create your own import file. Your spreadsheet, at minimum, will need to have the following columns: Vendor Name, PO Date, Product ID, Description, Qty and Unit Cost.  Additional fields you might like to specify if you don’t want to use system defaults are: Warehouse ID, PO Number, Terms, FOB, and Ship Via.

If you do not specify a PO Number then the PO Importer will use the numbering scheme specified in Acctivate, including any Prefix or Suffix you have setup.

We can setup the PO Importer to use any of the system defaults that are found in Acctivate, as well as configure it to define values that may not have defaults in Acctivate.

We have many customers using the PO Importer to create all of their POs and each import file is different from the next.  One of the more complex setups we have worked with was used to import POs for apparel orders.  Contact us today to discuss how our PO Importer can help you import your POs into Acctivate today.

QuickBooks

Multiple Ship To Address Importer Guide

This utility is used to Add and Update Ship To Addresses for existing customers in QuickBooks®

See our Multiple Ship To Address Importer application page for pricing and purchase information.

This product has been designed to work with a currently open QuickBooks® file so prior to launching this application make sure you have your QuickBooks® file open.

The first time the program is run you will be prompted for a Product Key. You must enter a valid Product Key for the application to continue. Your Product Key will be provided when you purchase the product. Our Product Keys are generated for the computer the application is being run on. If you are planning on running the application on multiple computers you will be provided a Product Key for each system. Make sure that you are entering the correct Product Key for the system you are on.

Once you have successfully entered your Product Key you will see the main screen of the program. The Company Name of the Open QuickBooks® file will be displayed at the top of the screen, helping to ensure you are logged into the correct file, for those that may have more than one.

The first step in running the application is to select the type of import you want to do.

There are 2 options:

  1. Add new / Keep existing – Addresses in your spreadsheet will be compared to any current addresses in the file, if the address in the spreadsheet is new it will be added and if the address name already exists the address in the spreadsheet will be ignored.
  2. Add new / Update existing – Addresses in your spreadsheet will be compared to any current addresses in the file, if the address in the spreadsheet is new it will be added, if the address name already exists the address will be updated with the information in the spreadsheet.

MultiShipToStart

Type of Import

Once you have selected your option the Select Spreadsheet button will be activated and you can now select the spreadsheet you wish to import.

After selecting the spreadsheet you will be able to select the sheet within the Excel workbook that contains your address information.

MultiShipToSheetSelectWith the proper sheet selected click the Validate Spreadsheet button. If there are problems with the data in the spreadsheet, for example the Customer does not exist in QuickBooks® or you have duplicate address names in the spreadsheet, a list of errors will appear in the lower part of the application window.

MultiShipToErrorAt this point you can print the list of errors and warnings, correct the issues in the spreadsheet and re-select the spreadsheet; or you can import what passed validation and then take care of the errors.

Once the import is complete you will receive a message indicating the application is done, once you click the okay button the application will reset so you can do another file or you can exit the program.

Uncategorized

ACCTivate! Custom Reporting

UPDATE:  See some of our Acctivate reports on our Acctivate Custom Reporting Page!

We have been supporting ACCTivate! for some time now and we have been doing quite a bit of custom reporting work for users all over the country. ACCTivate! comes with quite a few canned reports but of course they don’t have it all. Different businesses have different needs and even in the same industry people want to see their data differently.

We have created custom sales reports,  product re-order reports, special order fulfillment reports, a wide range of inventory reports and more. We have even had opportunities to create custom applications that interact with the ACCTivate! database. We plan on adding “How We Helped” posts here on our blog when we complete projects that others may benefit from. These posts will include a brief overview of the “problem” and our solution.

We will also be adding “How We Helped” posts for QuickBooks® related projects that you may find since QuickBooks® is one of the products that takes care of all of the accounting for ACCTivate!