iMerchant allows you to export accounting G/L information into an external accounting system.
You can either create a Quickbooks file or a .csv file.
There are five main G/L Export programs that will run this process:
- POS Transaction Summary
- Cost-of-Goods Sold Summary
- Vendor Invoice Approvals
- Imported Sale Transaction Summary
- Vendor Credit Memos
There are two optional programs that will only display if you have Used Books enabled on the system:
- Used Buying Transaction Summary
- Processed Lot Transaction Summary
For an introduction to the general G/L Export process, please click here.
Prior to exporting your G/L information, many different parameters within your iMerchant system need to be filled in.
If you would like to run G/L exports, please call Computac Customer Service, and we will enable the Export programs in your iMerchant system.
Once enabled, please complete the steps below prior to running it.
Add General Ledger (G/L) Codes
G/L Codes in iMerchant should mirror the ones you use in your external accounting system
- To Access the G/L Codes:
- Go To:
- Tools > Parameters > Accounting General Ledger Codes
- To Create New G/L Codes:
- Click on the New button in the Task Bar
- The Properties window will pop up
- Enter in the Code and Description
- Click on the Close button on the Task Bar
- You will be prompted to Save
- Select Yes
- You're new code now appears in the Find Accounting General Ledger Codes window
Next you will want to Update Accounting Categories with G/L Codes:
Go To:
Tools > Parameters > Accounting Categories
Double-click on the item you want to update
There is a G/L Account Assignments section.
This is where you assign G/L Codes to the Accounting Category Codes.
The G/L Account Assignments are separated under two headings Inventory Accounts and Sales and Expense Accounts
There are three fields under Inventory Accounts deal exclusively with products (as opposed to tax codes, tenders, or services).
- Inventory-Purchase Receipts
- Inventory-Returns
- Inventory-Withdrawals.
There are four fields under Sales and Expense Accounts:
- Sales/Sales Tax
- Discounts
- Cost-of-Goods Sold
- Inventory Adjustments.
Note: All of the seven aforementioned fields are code-driven, where you will select the appropriate G/L Code.
For Accounting Categories attached to products, assign G/L Codes to all seven of the above fields.
For Accounting Categories attached to services, tax codes, or tenders assign GL Codes in the Sales/Sales Tax field.
Note: Be sure that all products, services, tax codes, and tenders are assigned an Accounting Category.
For Discounts, assign GL Codes to the Discounts field.
Accounting Defaults
To assign default Accounting Categories go to:
Tools > Options
In the Accounting Integration Tab
- Check the Enable Accounting Integration box
- Some of the default fields here apply only to records that have not been assigned their own Accounting Category Code.
- Others are more general, and must be filled in for some of the G/L Export programs to function properly.
Places to Assign General Ledger Code in IMRCHNT
Open IMRCHNT, go to the following locations and select GL Codes for:
- Store
Tools > Parameters > Store Number
- Double-click on the desired Store
- In the Accounting Export Properties section assign a General Ledger Store Code.
- This only applies if you want to separate your transactions in the G/L Export by store.
- Tenders
Tools > Parameters > Tenders
- Double-click on the desired service
- In the Accounting Code section assign a General Ledger Store Code.
- Tax Area
Tools > Parameters > Tax Area
- Double-click on the desired service
- In the Accounting Category section assign a General Ledger Store Code.
- Services
Click on the Services button on the main menu.
- Double-click on the desired service
- In the Accounting Code section assign a General Ledger Store Code.
- Vendors
Click on the Vendors button on the main menu.
- Double-click on the desired service
- Fill in the Accounting System ID in the top box for a single Accounting System ID
- Use the STORE OPTION below to add Accounting System ID's by Store.
