Bill Jensen

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Transfer data to QuickBooks

The transfer of data from Atlantis to QuickBooks using Extender can be done in one of two ways:

  1. Manual mode. In this mode, Extender will generate the entries but you must print out the entries and enter the transactions ‘manually.’ This mode is designed for those facilities where a bookkeeper does all entries in QuickBooks or where a network or internet connection to the QuickBooks company file cannot be established.
  2. Automatic mode. In automatic mode, Extender will generate the entries and insert them directly into QuickBooks: no batch file processing or having to remember to transfer the data. This requires that your QuickBooks company data be:
    • on the same workstation as Extender or
    • accessible and on the same network as Extender or
    • accessible over the internet.

Once you have completed the setup of both Extender and QuickBooks, the transfer of data from Atlantis to QuickBooks for any given time period will take just seconds. Simply proceed as follows:

  • Open Atlantis and generate a “charges” report (Sub-total by day, sub-total by month or Grand Totals) for the appropriate accounting period / location.
  • Open Extender and click the Generate button on the “Make transfers” screen. In automatic mode, Extender will immediately transfer each item you see on the charges report into QuickBooks. In manual mode you have to print out the entries and enter them manually. To see samples of the accounting entries and other reports, click here.

The setup allows you to take every amount on the charges report and “map” it to either a QuickBooks item (you have to use ‘items’ to make entries on Sales Receipts) or to a general ledger account. Click here to see how detailed you can make your mapping. (Be sure to look at pages 5 and 6 of this pdf file.)

The Sales Receipt allows for each Atlantis charge type to be “mapped” to a QuickBooks ‘item.’ (QuickBooks itself then “maps” items to General Ledger accounts.) Using the QuickBooks Sales Receipt functionality instead of entering just a journal voucher enables you to use the QuickBooks sales reports and graphs to analyze your sales by item for each period and do comparisons with previous periods. Use of Sales Receipts also allows you to record the numbers of items sold such as “pet nights.” Thus you can use QuickBooks to compare the number of pet nights sold during one period to the pet nights sold for a previous period.

The date range for the charges report you create will depend on how often you want to transfer data from Atlantis to QuickBooks. When you create any of the three charges reports, Atlantis will create a special “charges” file in the same location as the Atlantis data. Extender reads all of the data in this file and assembles it using the mapping and other setup information you entered earlier. Note that if you maintain data for multiple locations in the same Atlantis database, you must use the “Set report conditions” function in Atlantis to specify for which location you are producing a charges report.

In automatic mode, when you click the Generate button, Extender will immediately create two transactions in QuickBooks:

  • A sales receipt that records all of the revenues and all of the item counts (e.g. pet nights) from the Atlantis charges report and
  • A general journal entry that records appropriate entries to other general ledger accounts.

Extender will also record the particulars of the transfer in a transfer log. The transfer log enables you to ensure that all of the data in Atlantis have been transferred to QuickBooks and that no data have been entered twice.