Quickbooks Desktop integration


What is it doing?

Connecting Quickbooks Desktop with MarketMan will allow you to send invoices from MarketMan to Quickbooks in a few clicks, using an IIF file! 

Why should I use it?

Save time by utilizing this one-click-done system!


HOW TO - Setup / Step by Step
  1. Go to "Settings" > "Company information"
  2. On the right side under "Accounting", select Quickbooks Desktop IIF from the drop-down list.
  3. Don't forget to hit "Save"!

Now that we told MarketMan which type of export to use, let's specify where the invoices will go 

Setting up your Suppliers and Categories: This is how the invoices are directed to the correct supplier / vendor in your accounting software

  1. In MarketMan, go to the Suppliers tab and click Suppliers
  2. Click into the supplier name to open up the details page. Scroll down to Accounting 
    You should see new fields available for credit account and expense account.
    If you do not see these fields, please log out and log back in- sometimes it takes a few minutes to apply the new selection of accounting export.

  3. In the "Default expense account" we'll put the name of the expense account for the majority of your items from this supplier (in case there's more than one)
    Don't worry- we can define with more detail during the category mapping, on the next step.

    The format can be tricky, follow the layout below:
    Parent Account:Child Account:
    - let's walk through an example. Your expense account is 5000 COGs, 5001 Food. In MarketMan you would put the expense account as COGs:Food  No numbers or spaces between the colon.

    Don't forget to hit "Save"!

  4. If you need to define your accounts in more detail this can be done on the category level.
    Go to Suppliers > Categories and click on a category name to edit the accounting section.

  5. Copy the name of the relevant expense account for each category.
    Follow the same formatting as above for all expense accounts. Parent Account:Child Account

    Don't forget to hit "Save"!

    You can also map the tax you're being charged into a specific tax account.
    Learn more about this here
HOW TO - Exporting / Step by Step
  1. Go to "Accounting" > "Invoices"
  2. Use the select-all on the top left, or tick the boxes next to the invoices you want to export
  3. Click on "Actions" > "Export to IIF" and make sure you know where the file is downloaded into!
  4. Go into Quickbooks,
    Go to File, Utilities, Import, IIF Files > then select the file you just exported and wait for the confirmation!


Mastering this feature Setting up accounting for a chain with HQ

If you are part of a multi-location you can do this in two ways, depends on the way your accounting is set.

  • If you're using one account for all locations - set this in the HQ
  • If every location (or some locations) have a separate accounting software, you'll need to set this up for each location separately.

Each customer likes to deal with taxes in Quickbooks a little bit differently. If MarketMan is not exporting taxes how you want them make sure to check the settings. From there you can dictate if you want tax to be its own row or part of existing rows.


Extra tips - from the experts! 

You can utilize the sorting option on the "Accounting" > "Invoices" screen in order to export quickly. For example: if you want to use the "select all" but only want to export one specific supplier, or one specific week, you should select that supplier and sort to view only the specific dates you want. Then use the "select all" on the top left, and export. 2-3 clicks instead of many clicks to select all invoices!

Can't find a list of your expense accounts? Go to File, Utilities, Export, and Lists to IIF Files. This will work for GL/expense accounts and vendors!


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