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Accounting setup & export for QuickBooks (#ACTSEQB01)

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20120925 (Andy)   Pro, MultiUser, MultiSite, MultiView   Self Storage EditionMarina EditionVault Edition   9.1 (and higher)   Download sample files
  • StorMan DOES NOT support the cash accounting method; only accruals.
  • This article refers to accounting terminology and requires setup in both StorMan & your accounting software. You may wish to have your accountant on hand during the setup process.

Setting up an export to QuickBooks - Before you begin...

The set-up procedure described assumes that you are using an accrual accounting method, and that you are using QuickBooks version 07/08 (or lower). Please note that the importing of revenue journals does not work with the 08/09 version of QuickBooks.


Setup Instructions

  1. Select Maintenance, then System Setup.
  2. Select the Accounting tab.

  3. In the Accounting & Financial Data Collection section, select QuickBooks from the dropdown next to Configure for export to. Additionally, if you run StorMan MultiView, you should also complete the GL Code extension field. This field will populate the Class field in QuickBooks, and enables you to keep track of your business income separately.
  4. Click OK.
  5. Now we need to configure the revenue and prepaid journal export. Select Maintenance, then Analysis Codes.

  6. Ensure you are viewing the Charges screen (you can change this using the dropdown at the bottom of the window), then double-click the analysis code you wish to edit (find out about adding / editing analysis codes: #ANLADET01).
  7. Enter the GL Code that you wish to use; they do not need to tie into account numbers used in QuickBooks. Repeat this process for any other Charge analysis codes that you wish to export from.
  8. When done, click OK & Done to save & close.

  9. Now select Accounting, then Chart of Accounts. You will need to setup each of the accounts as you want them to be imported into QuickBooks. You will need to set up all of your income accounts (such as rental fees, late fees, merchandise); these should all be of account type P, as per the example below. Report Name needs to be your 5-letter (eg. SSCTY) facility code and should be entered for all accounts that are set up in the StorMan Chart of Accounts.P account typeNote: The account number is not important, but the spelling must be exact. If there is even an extra space in the spelling in StorMan, QuickBooks will create a new account on import. Note: If you use nested accounts in QuickBooks (see Figure 1 below), you will need to use a colon to separate the names in StorMan (see Figure 2 below).

    Figure 1 - Nested accounts in QuickBooks:Nested Accounts
    Figure 2 - Nested accounts in StorMan:

    Nested Accounts

  10. Once complete, please add the following 3 additional account types...

    • Account Type B1this will be your bank account, the description needs to be the name of your bank account as it appears in QuickBooks (see Figure 3).
    • Account Type Athis will be your prepaid income account. It will be an ‘Other Current Liability’ account type in QuickBooks (see Figure 4).
    • Account Type Dthis will be your Debtors / Customer Receivables account type. This will be an ‘Other Current Asset’ account type in QuickBooks (see Figure 5).

    Figure 3 - An example 'B1'-type account:B1 account type

    Figure 4 - An example 'A'-type account:A account type

    Figure 5 - An example 'D'-type account:D account type

  11. Click Done to save & close.
  12. Next, we will need to setup the export of receipts. Select Maintenance, then Analysis Codes.
  13. Ensure you are viewing the Receipts screen (you can change this using the dropdown at the bottom of the window), then double-click the analysis code you wish to edit (find out about adding / editing analysis codes: #ANLADET01).
  14. Enter the Banking analysis code that you wish to use. The code you enter should not be longer than 5 characters. If you are prompted whether you'd like to add this item to the suppliers table, select Yes. Repeat this process for any other Receipt analysis codes that you wish to export from. Note: If you come across any receipt items that you do not wish to export, you will need to select the 'Do not export to Accounting Package' option for those items.
  15. When you are finished editing your receipt analysis codes, click OK and Done to save & close the Analysis Code section.
  16. Under Accounting, select GL Receipts.
  17. You will now need to add a Description for each of the Receipt banking analysis codes you have just added (in Step 14). Double-click each one (that you've just added) to open it, then set the description accordingly. Note: For any receipts that you wish add together (or "sum" - for example, cash & cheque's, because these are generally always taken to the bank together as part of a banking deposit), you will need to enter the word ‘SUM’ in the method box (as shown in the screenshot above). For items that you want to appear separately, such as direct debits, leave the method box blank. Note: The 'GL Program Ref' field contains the identifying data that needs to match to a list item in QuickBooks (see Figure 3, below). In QuickBooks you need to add as many separate receipt types as you want to import, to the QuickBooks "Item List". The receipt items should be added as a "payment" item and should be set to deposit to the bank account in QuickBooks (see Figure 4, below). Refunds will need to be set up as an "Other Charge" type. Figure 3 - An example of 'GL Program Refs' in QuickBooks (far left column): Quickbooks setup

    Figure 4 - Detailed item view of the 'ACreditCard' GL reference in QuickBooks. Quickbooks setup

  18. In QuickBooks, you will also need to add a debtors item of type ‘Service’ and linked to the debtors account for that business (this will be the account number of the debtors account you previously setup in Step 11 above - the one with an account type of ‘D') - as shown below. Quickbooks setup
  19. If you are setting up more than one business in the same QuickBooks file (generally only used if you run StorMan MultiView), the payment items should have a unique character to identify which business the item is for, and you will need to set up a debtors item for each business.

    In QuickBooks you also need to set up a "Customer record" for each business that you are going to be importing receipts for. The Customer name you use must be identical to the ‘Facility Shortname’ in StorMan... as this creates the link between StorMan and QuickBooks.

    • In MultiView (from Head Office) you can find this 'Facility Shortname' from the floating dropdown list on the right hand side of the screen (more about the floating window: #DBDFW01), or under the 'MultiView' menu, then 'Modify Facilities'.
    • In StorMan Professional, you can view this under Maintenance, then System Setup (on the License tab).
  20. Once you have completed the above tasks, your system should be setup. A checklist has been provided below...

    Checklist for QuickBooks:

    • Have you setup Customer record in QuickBooks with a Customer name the same as the Facility Shortname in StorMan?
    • Have you setup classes (if MultiView)?
    • Have you setup receipts items, including all the payment types you want to import, as well as an ‘Other Charge’ type for refunds and a service type item for the Debtors account?

    Checklist for StorMan:

    • Have setup GL Codes under Maintenance, then Analysis Codes?
    • Have you setup the Chart of Accounts under Accounting, then Chart of Accounts, including a debtors, prepaid and bank account, and income accounts that tie-in with the GL Codes set up for charges under Maintenance, then Analysis Codes?


I've finished the setup. How do I export my data to QuickBooks?

  1. In StorMan, go to Accounting, then Export to GL Program.
  2. You will have the option to export revenue or receipts. Revenue exports are done once a month, once you have closed off for the month. With receipt exports, you can provide a date range. For example: You may want to export receipts on a weekly or fortnightly basis. You will just need to be aware that you can double-import files, so just be sure you know where you are up to with the exporting.
  3. The export process will prompt you to save the exported files created with a .IIF extension. Save them to a location where you will be able to easily locate them.
  4. In QuickBooks, select File, then Import to import the .IIF file you created in Step 3. Note: In your accounting software each month, you will need to reverse the prepaid journal on the first day of the following month.

Are there any sample files I can download?

Yes - we have two sample files (generated by StorMan) available for you to download. You can use these to test your import-setup in QuickBooks...


What if we have specific questions?

Please check our accounting FAQ via #ACTFAQ01 or contact our Technical Support team.

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