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Accounting Interface


The Microworks Accounting interface is used to book daily sales into your accounting software. Sales are booked in summary using one journal entry per day.


Example Journal Entry output:

General Journal Output


Compatibility with Accounting Software Systems

Microworks Accounting Interface works primarily with QuickBooks however can also work with most any accounting software.


QuickBooks Desktop - This is most common among our customers and allows you to import sales data directly into QuickBooks.


QuickBooks Online (any all other accounting software) - QuickBooks online and other accounting systems that do not support the QuickBooks IIF file format can be used, although, you must key-in the journal entry. You will still save tons of time by letting our Accounting Interface generate the journal entry which is where the real time-savings are.


Installing the Software

Installing the software is easy and only takes just minutes. Head over to the Downloads section in the Microworks Support Center and download the Accounting Interface. Once downloaded, run the file to install.


Understanding Sales Groups

Sales Groups play a crucial role in the accounting interface. It is well worth your time to review and understand your sales groups as this will impact how your GL Mapping is carried out as well as the result in your company’s P&L.

Sales Groups are made up of two primary fields: Sales Department and Sales Group and look something like this:

Sales Groups


Sales Department - This is the sales channel
Sales Group - This is the type of customer in the sales channel

When mapping your GL Accounts (described below) you will have the choice to break sales down by sales channel or to lump them together. For example:

Sales Group Mapping


GL Mapping

Mapping GL Accounts can be a tedious process, but if you take your time and stick it out, you will be rewarded with a fine-tuned Accounting Interface that will save you time getting sales booked to the accounting system.

The GL Mapping process links Microworks GL Accounts to your accounting system GL Accounts.


GL Account Numbers - You will want to make sure to use GL account numbers in your accounting system as they will be used in the mapping process to identify which GL Accounts to map to. If this option is not turned on, you will need to turn it on and for each account you will be mapping to, ensure you establish an account number for it.


To Edit the GL Mapping

Open the Accounting Interface by double clicking the Accounting Interface icon on your desktop, then click the Setup button on the opening screen. This will bring you to the GL Accounts Map Table screen:

GL Mapping Screen

Note the left side (shaded side) of the screen contains the Microworks GL Accounts while the right side (unshaded side) contains your accounting system accounts. Only the right side can be edited.


Fields (left to right)
Type Type of account
GL Account GL Account number assigned in the Microworks database
Description Account description
Group1 Sales Department – Sales Channel
Group2 Sales Group – The type of customer in the Sales Channel
GL Account GL Account number in your accounting system
Memo Journal Line Description


First Time Setup

GL Mapping Screen

There are some settings at the bottom of the screen which need to be set:

Output format - Select your output type (if you are not using either QuickBooks or Peachtree, select QuickBooks as the default).

Reporting Method - You will need to decide whether to track sales discounts in the accounting software or not. When reporting in Net sales (most popular), sales are booked after discount. When reporting in Gross, sales are recorded before discount with additional sales discount accounts to reflect the sales discounts.

Class - This is the Class that will be assigned to all journal imports. Usually set to ‘Microworks’, however, you can put anything you want here to identify where this journal entry originated.


XXXXXXXX Account Numbers

If you come across rows with ‘XXXXXXXX’ as the account number, you can skip over these rows as they do not require any mapping. Please do not remove the X’s, or add your own. ALL other rows must be filled in!


Summing/Grouping Rows

Sometimes, you want to output one row for multiple rows such as Cash and Check. It is usually desirable to have these export as one row called “Deposit” and contain the sum of Cash + Check.

To do this, map the Cash and Check rows to the same GL Account and Memo field. When they are the same, they will be summed and output using the name of the Memo. For example:

GL Account Grouping


Entering GL Numbers

The goal here is to enter a GL Number and Memo in ALL columns on the right side of the map. No blank rows are permitted when outputting sales data, so be sure to fill in ALL rows.

Begin mapping by going down the list filling in the blank GL Accounts and adjusting the memo field as needed. Each row contains a Microworks account and you will need to match it against an account in your accounting system that you wish to link to.



Using the Interface

Double click the Accounting Interface icon on your desktop to open the program.

Accounting Interface


Fields

Reporting Period - Beginning and ending date period to export
Locations - Choose ALL Locations, or select a location from the drop-down


Actions

Preview - Exports the journal entry to an Excel sheet
Export - Exports the journal entry to an IIF file
Setup - Opens the GL Map Table editor
Close - Closes the program


To Preview a Journal Entry

Select your reporting period and Location. Click the Preview button. This will open an Excel workbook with two sheets; Summary and Detail. The Summary sheet will summarize all days in the period to one journal entry while the Details sheet will break down day by day of activity into their own journal entry.


To Export Journal Entries

Select your reporting period and Location. Click the Export button. Choose where to save the file and click Save.


To Import Journal Entries to QuickBooks

  1. Open QuickBooks (Must be Administrator in Single User Mode)
  2. Choose File | Utilities | Import | IIF Files...
  3. Navigate to the file you exported in the previous step and select it and click Open

Your file will be imported.


Viewing the imported Journal Entries in QuickBooks

After you have imported to QuickBooks, you can easily see what you’ve imported. In fact, you have the option to review, edit and delete the journal entries.

To view, open your chart of accounts list and find the ‘Microworks’ register among the Bank account types. Double click to open. This is where ALL imported journal entries are.

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