If You Are Already Using QuickBooks

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Image:NoteIcon.pngThis section addresses issues that only concern those who have already been using QuickBooks for accounting. If you are new to QuickBooks, skip to Setting Up QuickBooks.

If you have been using QuickBooks for your accounting needs, you are already familiar with the program. However because you are now using the Accounting module within FTD Mercury, you must follow special configurations and guidelines to ensure that your accounting process runs smoothly.

  • If you have been using the legacy GL Export function within FTD Mercury, you no longer use the options in the FTD Mercury Management menu to export transactions and view export history (they were disabled after you upgrade to the Accounting module). Now you will export and view export history from the Accounting module in FTD Mercury. To access the Accounting module, click Accounting on the FTD Mercury Main Menu (see Mercury Accounting Main Menu).
  • Even if you already have a company set up in QuickBooks, you must set up a NEW company. You cannot use any previously created companies that you used on your own, or with the legacy FTD Mercury GL Export feature. Any manually entered transactions will need to be recreated within your new QuickBooks company including Accounts Payable, Payroll, or anyentries created in QuickBooks.
    You can enter the opening balances from the old company into the accounts for the new company once the new chart of accounts has been created. This is advised by both Intuit and FTD. See Step 6: Enter Your Opening Balances for more information.
  • If you have lists already created in QuickBooks (for example, customer, vendor, or employee lists), you can import these lists into your new QuickBooks company file.
  • Within the Accounting module, you will follow a setup wizard when you create your new chart of accounts. This setup wizard will generate General Ledger account numbers for you. If you have been using the legacy GL Export feature in FTD Mercury or your own QuickBooks company, you can change these account numbers to match your existing General Ledger account numbers (you will be instructed how and when to do this). Therefore it is important that you have a current copy of your old chart of accounts handy when going through the wizard for the first time.
  • When you upgrade to the Accounting module, product codes are no longer tied to a General Ledger account number. The GL Account Number field has been removed from the product window. Instead, product sales are exported to QuickBooks by product category. Therefore you will want to make sure that your product categories are set up the way you want them in Mercury Administration, and that all of your product codes are assigned the correct category.
Image:ImportantInfoIcon.pngIf you, at any point, need to upgrade to a new version of QuickBooks, you must uninstall the older version before installing the new version.

Exporting and Importing Lists from Previous QuickBooks Companies

Image:NoteIcon.pngYou can import lists only after you have run through the FTD Mercury Chart of Accounts Wizard and created your QuickBooks company file. Complete the configurations in Setting Up QuickBooks before importing lists.

If you are already using QuickBooks and you have lists created in your QuickBooks company file (for example, customer, vendor, or employee lists), you can import these lists into the new QuickBooks company file that you will be using with FTD Mercury. First you will open your existing QuickBooks company file and export the lists to a file on your computer. Then you will open your new QuickBooks company file and import the file.

To export and import lists from previous QuickBooks companies:

  1. Open your QuickBooks company file that contains the lists you want to export to your new company file.
  2. From the QuickBooks menu bar, click File, highlight Export, then click Lists to IIF Files.
  3. Select the lists you want to export, and then click OK. To select a list, click on the check boxso that a check mark appears.
  4. Next you are prompted for a location to save the .IIF file. Name the file, select a location, and then click Save. You receive the message Your data has been exported successfully.
    Remember where you saved the file because next you will have to import the file into your new QuickBooks company file.
  5. Close the QuickBooks company file.
  6. Open your new QuickBooks company file (where you want to import the lists). The default location for this file is in C:\Wings\QuickBooks\US if you are a U.S. shop, or C:\Wings\QuickBooks\Canada if you are a Canadian shop.
  7. From QuickBooks menu bar select File, highlight Import, and then click IIF Files.
  8. Navigate to the location where you saved your IIF (lists) file. Select the file and then click Open. You receive the message: Your data has been imported.
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