Before Invoices, Payments, Inventory Adjustments, Transfers, or Supplier Invoices (aka Purchases) can be exported, they must be posted. Effectively, posting means finalizing a document so that it can no longer be edited. It is important to note that Invoices and Payments are posted separately. Also, Transfers are posted as Supplier Invoices, but are handled separately when they are exported.
There are two circumstances in which Invoices may be posted. If you do not have terms with any of your Customers, and each Invoice is paid at the time of the transaction, you can check the Post Invoices When Paid option in the Company setup panel to have Invoices post automatically when paid. If you do accept credit terms with your Customers, and you accept payments to Invoices after the transaction has been completed, you can post all your Invoices, Payments, and Supplier Invoices over a specified date range.
To post your Invoices, Payments, Inventory Adjustments, and Supplier Invoices, choose the Post By Date option of the Edit menu or click the Post By Date button in the Export window. Invoices, Supplier Invoices, and Transfers that have been posted will appear with a green “P” beside them in the Browser; Payments that have been posted will appear with a green “P” beside them in the Payment screen of the document. Inventory Adjustments that have been posted will appear with a green “P” beside them in the Inventory Adjustments window, accessible in the Action menu of the Export to MYOB or Export to QuickBooks windows.
When these items are exported, the green "P" will become a blue "E".
If you need to modify an Invoice or Payment that has already been posted, you can select the item and go to Edit > Unpost… whether it’s a Payment or an Invoice. Once you have made your change, you can repost the item, also under the Edit menu. If the item had originally also been exported, you can choose the Mark as Exported option from the Action menu of the Invoice. An option box will display allowing you to choose if you want to mark the Payments or the Invoice (or both) as “exported”
You must be very careful with your Unpost and Mark As Exported that you do not import data into your accounting software more than once.
