Preparing Invoices and/or Expenses to Export to QuickBooks using fp. Accountant
Once your Invoice(s) and/or Expense(s) are ready to transfer over to QuickBooks, you'll first need to mark them as Posted. Posted is a status that can be associated to an Invoice or an Expense. What does each status mean you ask?:
- Unposted: The invoice has been created and all services have accounts applied
- Posted: The invoice status has been selected, fp. Accountant will capture this
- Exported: fp. Accountant has reviewed and acted upon this invoice
Please review this article for a walk through on setting Invoices and Expenses in your system to the Posted status.
Find Unposted Invoices or Expenses
Your fp. system makes it easy to find content within any module. Need to find a particular Unposted Invoice, or all your Unposted Invoices? From the main navigation bar hover over Invoices, and choose Find Invoice.
On the resulting find screen, search by the Exported Status of Unposted, and click Find Invoices. You can also choose to further narrow down your search results by a particular Job, Company, Project and more.
Click into any row of the resulting view, to get to a detailed version of the Invoice, from which you can update the Invoice Status.
For Expenses, follow essentially the same steps, but from the Expenses module.
Again choosing to narrow down your search by the Exported Status field, as well as any other of the available fields.
Mark an Invoice as Posted
Create a new Invoice, or navigate to any current Invoice. In the top right, we can see further information, and choose to take further action with this Invoice. here, we can see the Invoice Status is Unposted, meaning it would not be included should we run a sync to fp. Accountant.
Click Post Invoice.
Immediately, the Invoice Status has updated to Posted. This Invoice would now be included on the next sync to fp. Accountant.
Mark an Expense as Posted
Create a new Expense, or navigate to any current Expense. In the top right, we can see further information, and choose to take further action with this Expense. here, we can see the Expense Status is Unposted, meaning it would not be included should we run a sync to fp. Accountant.
Click Post Expense.
Immediately, the Expense Status has updated to Posted. This Expense would now be included on the next sync to fp. Accountant.
Mark Multiple Invoices or Expenses as Posted
Use the find page for Invoices or Expenses to generate a list of Unposted items.
From the resulting Invoice or Expense list view, you will see an Export button.
Clicking the Export button will create an Export Report. In most browsers, this opens in a new tab.
- Click "Post Invoice" for each item you wish to mark as Posted.
- From this view you can also perform a Batch Export of the Posted items.
Changes made on this tab will be immediately reflected in your main fp. system.