Exporting Sales

Previous Topic: Exporting Deposits

To export your Invoices and Accounts Receivables information (all completed charges, inventory adjustments, and tax items) into your accounting application:

  1. Click Office Duties from the ServiceCEO Navigator bar. The Office Duties page appears.  

  2. Click the Export Sales tab. The Export Sales page contains a list of all completed charges, inventory assets, and tax items that are awaiting exportation.

Tip!

Tip:
Only invoices that are marked as sent will appear in the Export Sales tab. For details, see the Ready to Send Workflow section.

  1. Select the check box corresponding to every item you want to export.

Caution:
You can't export invoices for Active jobs with assigned inventory because some inventory costs are calculated during job completion. If the job is not completed, an inaccurate COGS (cost of goods sold) number would be exported to your accounting package.

  1. Click Export Data. The Accounting Charge and Adjustment Export dialog box appears, displaying the data marked to be exported to your accounting application broken down by Account.

  1. Click the plus sign next to an account's name to display detailed information for the account. Click the minus sign to hide this information.

  2. Click Export. The data is exported.

Caution:
All Invoices exported to QuickBooks from ServiceCEO will remain as open invoices in QuickBooks. This is because the payments exported to QuickBooks from ServiceCEO are not applied to the invoices when exported. The link between invoice and payment will only be available in ServiceCEO.  

If the export fails, you will receive an error message for every invoice or adjustment that was not exported. For this reason, we recommend that you do not attempt to export more than 50 invoices at one time.

If the invoice or adjustment has the same Reference Number (ex: "CEO-S123") as an existing QuickBooks journal entry, you will receive a “Duplicate Entry in QuickBooks” message and the invoice will NOT be exported, since performing the export would result in duplicated information.

When an invoice with taxes is exported to QuickBooks, the taxes are sent to the vendor as configured in the Tax Codes dialog box. To view the taxes in QuickBooks, follow these steps:

  1. Select Vendors > Sales Tax > Sales Tax Liability.

  2. Drill into the Sales Tax Payable As Of... column.

Deleting Sales Exports

If you do not want to export a particular item, you can delete it from the queue.

Note that the item is only deleted from the Export Sales queue. For example, if you delete an invoice from this page, you are not deleting it from ServiceCEO - you are only removing from this page.

Caution:
Deleting an item from the export sales queue removes it from this page permanently. This means that once you delete an item from the Export Sales tab, you will not be able to export it to an accounting application at any time in the future.

To delete an item from Export Sales:

  1. Select the item you want to delete from the queue.

  2. Click . A confirmation dialog box appears.

  3. Click Yes. The item is deleted from the export sales queue.

See Also:
Exporting Data from ServiceCEO

Next Topic: Unlocking Invoices that have been Sent to QuickBooks

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