Article Contents
Introduction
If using QuickBooks Desktop as your accounting software, you can export invoices from WISK to files in the Intuit Interchange Format (.IIF).
These IIF files can be imported into your QuickBooks Desktop software. With this method, there is no link between your QuickBooks and WISK accounts. You're exporting data into a format that QuickBooks Desktop supports.
To learn more about IIF files, please see:
Note: If using QuickBooks Online, you can export invoices from WISK directly into your account. To learn more, see:
Setup
Select Accounting Software
To export invoices, you need to set your accounting integration type to "QuickBooks Desktop":
Place your cursor over your username on the bottom left corner and click “Venue Settings”’
On the Venue Settings window, click the Accounting Integration dropdown and select "QuickBooks Desktop"
Note: You will only see this option if the accounting integration add-on is activated in your account.
Add GL Accounts
Before you can start exporting invoices, you'll need to add your GL accounts.
When adding them, you'll need the same account names and numbers from your QuickBooks Desktop account.
To learn more, please see:
Note: You won’t be able to export an invoice until GL accounts have been assigned to each line item.
Add Taxes
Next you'll need to add your tax rates.
To learn more, please see:
Exporting Invoices
Before you can export an invoice you need to make sure that each line item:
has a GL account assigned
taxes are included (if applicable) and
that the invoice total matches the "invoice total on paper" field
Note: When you export an invoice, you won't be able to make any changes to it. Confirm that all invoice details are correct before exporting.
Once you have exported an invoice, you can generate the file as many times as needed.
Exporting an Invoice
To export an invoice:
Click the "Details" button beside an existing invoice
Confirm that all invoice details are correct. Once you download the file you won't be able to make changes to the invoice. When ready, click "Actions" > "Get QuickBooks Desktop file"
Click "OK" on the confirmation window
The file is generated, and appears in your downloads. The file name format is "QuickbooksDesktopExport" followed by the date and time
The invoice can no longer be edited, and is marked as "Sent to accounting"
Exporting Multiple Invoices
To export multiple invoices to a single file:
Click the checkbox beside each invoice you want to export
After checking each invoice, click "Get QuickBooks Desktop file" on the side menu that appears
Click "OK" on the confirmation window
The file is generated, and appears in your downloads. The file name format is "QuickbooksDesktopExport" followed by the date and time
Note: If one or more of the selected files is missing required information, you'll receive an error message. Click the details button beside the noted invoice(s) and add the missing information. Click "Retry" after making your changes.
To learn more about potential errors, see "Troubleshooting / Errors" below.
The exported invoices are marked as "Sent to accounting" and can no longer be edited. If needed, you can re-export the files at any time
Troubleshooting / Errors
When you export an invoice, you must:
Have a GL account assigned to every line item
Make sure the totals match
Missing GL Accounts
If a line item is missing a GL account, you'll receive the following message when you try to export the invoice.
Assign a GL account to the missing item(s) and try again.
Totals Don't Match
When exporting an invoice, the "Total" and "Scanned Total" fields have to match. If they don't, you'll see this message:
Total is the sum of all items on the invoice in WISK, and Scanned Total is also known as the invoice total on paper. In other words you need to add items to the invoice in WISK to get both values to match.
Make sure you've added the following to the invoice:
Taxes
Charges & Credits
Discounts (if applicable)
Note: If the "Scanned Total" field is blank, you'll need to enter a value.