TrainingUser Guide

QuickBooks for Mac

 

LightSpeed's integration with QuickBooks for Mac 2009-2012 is a quick, 2-click process that exports all data in a single batch, and does not create files that must be stored and archived on your hard drive.

Exporting To QuickBooks 

  1. Choose the Export to QuickBooks option in the Tools menu of LightSpeed
  2. Choose either a Summarized or Detailed Journal Entry export.
  3. Click on the Setup button and enter the Sales Tax Vendor for each tax you have set up.  These vendors can be found in QuickBooks, and must be entered in LightSpeed exactly as they appear on the Vendor List in QuickBooks. Click the Save button to save your account settings. 
  4. Select which items you wish to export - Suppliers (first time only), Invoices, Payments, Purchases, Transfers, Vendors, and/or Inventory Adjustments. Click the Back button to return to the main window.
  5. Select the date range for your export.
  6. Click Export. No files will be saved to your hard drive. The details of your export will be displayed in a green status box if the export was successful, or a red one if not.  

The result of your export will display in a green status box (if the export was successful) or a red one if it was not.

When these items are exported, the green "P" will become a blue "E".

Exporting Suppliers (Vendors)

To create your LightSpeed Suppliers as QuickBooks vendors, you must do a once-only export of Suppliers. Once the Suppliers are set up in QuickBooks as Vendors, you do not need to re-export them.  However, if you add any Suppliers to LightSpeed, you must re-export your list of Suppliers for an automatic re-import into QuickBooks.  IMPORTANT: If you modify the name of a Supplier/Vendor in either LightSpeed or QuickBooks, you must manually update the same modification in the other software. 

Export To QuickBooks

Importing To QuickBooks 

In some versions of QuickBooks for Mac, you must enable Enable AutoImport Folder at QuickBooks > Preferences > Transaction, When linking QuickBooks for Mac with LightSpeed, you need to make sure this is turned on to ensure that QuickBooks is monitoring. In earlier versions of QuickBooks for Mac, auto-import was automatic and there was no preference to set. Please check to see if you need to set this preference for auto-import to function.

In QuickBooks 2009, this setting can be found at Company Settings > Transactions; make sure Auto Import is enabled.

Importing your GL Account information to QuickBooks is an automatic process with LightSpeed and QuickBooks for Mac. 

  1. Launch QuickBooks for Mac to produce a window that displays the pending import. Click the item once to select it, and click the Import button to bring the data into QuickBooks. 
  2. Confirm in each GL Account in QuickBooks that the entries were imported. Remember, there won’t be any files saved to your hard drive that require any attention at all. 

Once your import is completed, you may return to the Export to QuickBooks window, click History, and check off the successfully imported files, for future reference. 

Checking History

The integration between LightSpeed and QuickBooks for Mac means that you no longer need to organize exported files, as the export/import to QuickBooks does not result in any saved files. However, there may be times when you need to check the contents of a file in case of a discrepancy or if you simply want more information. 

In the Export to QuickBooks window, click History and a drawer displays all the exports that have been completed, including how many records were included, the date range of the export, the date the export was completed, and the ID number of the export. Selecting any of these entries will enable one or both of the buttons at the bottom of the drawer, allowing you to view, in the case of Invoices or Purchases, a detail file of the export, or an export of the file itself, for all items. These files contain all the information that was exported the first time, and can be used to track down discrepancies between LightSpeed and QuickBooks. 

Clicking either button results in a file being saved to your desktop. Be sure not to re-import this file into QuickBooks manually. 

Manual Export

In the case that you are emailing your exported information to your accountant , you can select the QuickBooks 2009 (File Export) option in the Export to QuickBooks window. This option saves your exports to your hard drive in the same way that previous versions of LightSpeed do.  You may manually import these files into any version of QuickBooks using the method outlined in the Exporting to QuickBooks (Individual Files) article.