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Creating an Export File

Creating an Export File

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Creating an Export File

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Setting up the Export options

For Xero we set up in Settings / System / Integrations (See Xero section for more details)

For other Accounting systems select Settings / System / Accounts.

The Accounts Export File should be set to the location and name of the file it will create eg: C:\AccountProgram\Accounts.csv

The Export Program should be set to the appropriate item from the drop down list (Sage Line 50, Sage Line 200, MYOB, MYOB Retail Manager and Quickbooks as at Sept 2013)

The Export Method is how the data is organised in the export file (see options below)

To create the Export file

Select  'Accounts' from the top menu, select 'Create Export File' from the drop-down on Quick Reports (at the top right of the Accounts summary screen) and click the 'Go' button. Confirm the Dates and select 'Ok'. You should get a confirmation screen showing the location and name of the file. To get a report of the figures you can also select 'Debtors Control' from Quick Reports.  

You can also create the Export file by Batch by selecting Sales / Options / Close Batch, however this is less common as it is harder to correct any mistakes in the Batch before exporting (Note: Sage 200 export cannot be produced by batch).  

General Notes

If exporting individual transactions you will need to ensure all Contacts for those transactions are in your accounting program with the same customer number.

If you have multiple branches using Evopos you should use a different series of customer and invoice numbers for each branch eg: Branch 1 uses from 100000, Branch 2 uses from 300000 etc. You can set the next numbers in Settings / Next Numbers. This way if you have a customer that is invoiced by several branches they can have the same customer number in each branch and then the accounts will be combined.

On some Export options such as Sage Line 200 you can set the nominal codes for each sales department by selecting Accounts / Nominal, select each Sales Department nominal and edit the Export Nominal field.

On some Export options such as Sage Line 200 you can set the nominal codes for each Payment Method by selecting Accounts / Nominal, select each ‘In-Hand’ nominal and confirm the Export Nominal field.