This process involves outputting a text file from RentalDesk NX with a file extension .IIF that carries the data from your invoices in a format that QB expects. Before you can export your data to QB there are a number of things that you will need to configure in RentalDesk NX.
Configuring RentalDesk NX
1. Visit the Exporting entry in the Configuration Book and setup the general parameters for the export. This is documented in the Help File, under the Chapter, Exporting, but the fields you need to specifically consider are:
2. Taxation. RentalDesk NX supports simple (single) tax rates and composite (multiple) taxation rates (see the Help for full details). The role of GST in Australia means that it is likely that composite tax codes will be required. For example, for rental equipment there might be a GST tax of 10% and a Stamp Duty tax of 0.43%. In such cases you would need carry out the following steps
When you Save this information the Simple Tax rate for the 'Rental Taxation' code will automatically be calculated at 10.43%. This will be visible tax code used throughout rental desk, but the actual tax for each invoice line in RentalDesk is calculated from the sub-tax rates, and its these that are exported as separate tax amounts to QB - the main tax code is ignored. However, there is an important rule that you must observe: there can only be one real tax code for each line in your QB invoice and the SubTax 1 in RentalDesk will be used. The remaining sub-taxes get imported as lines on the invoice itself.
Next, you need to go to the Exporting entry in the Configuration Book and select Extra Tax Info. This is where you can fine tune some of the RentalDesk settings to make them compatible with RentalDesk.
3. More on Nominal Codes. Each equipment and sales type in RentalDesk can be assigned a nominal code, e.g. 'Rental Income' that will be used on the invoice and exported to QB. However, in additional to equipment types, sales types, and sub-tax codes, there are two other possible line entry classes that may need to be exported from RentalDesk:
4. Quick Book INVITEM codes. This is the unique identifier in the QB database for all your billable items. If not specified, QB will automatically create these from the main description of anything that is imported. To give you some control over this, you can specify what information RentalDesk will use for this field. Go to the Exporting entry in the Configuration Book and select Invoices, and in the drop down for 'Item Id Source (INVITEM)' , you can specify that RentalDesk should use:
5. More on Taxation - In the Configuration Book, Financial Settings, Taxation Optionsyou will also see that you can specify how you would like RentalDesk to manage the rounding of the tax due on each line of an invoice. The default option is no rounding at all, but if you are exporting your data to QB then you will need to choose a rounding option because QB requires all financial data to exported to a maximum of two decimal places.
That's about all you need to do in order to configure your RentalDesk System to be able to export Invoices. The actual process of exporting is carried out in the Accounts Book (see the manual for full details).
The structure of the .IIF file that RentalDesk NX outputs is listed below, with the RentalDesk field equivalents indicated. For full details on the meaning of the QB fields please refer to your QB Help file, looking up IIF Files, Transactions (TRNS and SPL).
|RentalDesk Field Equivalent||-||-||-||Invoice Date||Main Account||Customer||Invoice No.||Job Ref||Invoice Total||Terms (text value)||Customer||Customer Address||Customer Address||Customer Address||Customer Address||Invoice Date + Terms (days)||Paid flag|
|RentalDesk Field Equivalent||-||-||-||Nominal Code / Description||Customer||Quantity on invoice line||Invoice Line Text||Unit Price||Invoice Line Total||see (section 4)||Tax Code text||Tax Rate||Tax Amount|
An .IIF file can be opened with Excel and a typical example one that is exported would look the table below in which you can see all the details of a single invoice that has been exported.
|TRNS||1||INVOICE||11/01/2004||Accounts Receivable||ACME Co.||RD/INV15||JB40/RD||754.35||30 Days||ACME Co.||A Street||A Town||A PostCode||A County||12/01/2004||N|
|SPL||1||INVOICE||Rental Income||ACME Co.||-1||Keyboard and mouse (pair)||15||-15||bas-keyb&mouse||GST||10%||-1.5|
|SPL||2||INVOICE||Rental Income||ACME Co.||-1||Keyboards||15||-15||bas-keyb||GST||10%||-1.5|
|SPL||3||INVOICE||Rental Income||ACME Co.||-1||Memory upgrade to 512MB RAM||45||-45||bas-mem512DDR||GST||10%||-4.5|
|SPL||4||INVOICE||Rental Income||ACME Co.||-1||Mouse||6||-6||bas-mouse||GST||10%||-0.6|
|SPL||5||INVOICE||Rental Income||ACME Co.||-1||Mid Clone||285||-285||bas-midclone||GST||10%||-28.5|
|SPL||6||INVOICE||Rental Income||ACME Co.||-1||PC computer system||255||-255||bas-pc-comp
|SPL||7||INVOICE||Rental Income||ACME Co.||-1||Insurance @ 10%||62.1||-62.1||Insurance@ 10%||GST||10%||-6.21|
|SPL||8||INVOICE||Rental Income||ACME Co.||-1||Stamp Duty||0.43%||-2.94||Stamp Duty||N-T||0%||0|