Post General Journal Entries
This feature lets you post the sum totals of orders' transactions to their specified accounts in QuickBooks. Totals are summed up by mapped journal entry types.
Posting general journal entries is an alternative to posting each order individually with the QuickBridge function Post Detailed Sales Order To QuickBooks since it helps minimize potential performance issues with QuickBooks limitations. (For details, see QuickBooks' general journal entries article.)
Mapping and posting workflow
The workflow comprises 3 main steps in QuickBridge:
- Configure your QuickBridge Settings.
- Map the journal entry types. Mapping requires setup by a competent accounting professional.
- Map to an account or to an account's sub-account with this format: main account name: sub-account name
- Map using account numbers in QuickBridge if you are using account numbers in QuickBooks
- Post the general journal entries to QuickBooks. Important! Debit and credit account names you use must exist in QuickBooks' Chart of Accounts before posting. Associated names you use must also exist in their respective lists for the same reason.
These accounts and names will not be automatically created in QuickBooks during posting!
Mapping and posting entries
- Ensure that QuickBooks is open and running on the same computer as QuickBridge.
- In QuickBridge, click QuickBooks Posting Options > Post General Journal Entries.Clicking QuickBooks Settings offers an alternative to viewing and editing your mappings per company, across all channels.
- Enter the Trans Start Date and Trans End Date, and choose a Company and Channel.
- To post transactions by Settlement ID, enter it to see all transactions associated with that ID. Currently, this is only relevant for Amazon and FBA.
Note: If you entered a settlement ID, clicking Get Data will change the Trans Start Date and Trans End Date to the start and end dates of that settlement. This also changes Transaction Date to the settlement's end date.
- Transaction Date - If you are not filtering by settlement ID, enter the preferred date for the journal entry. If you do not enter a date, the field will populate with today's date.
- You can filter Trans Type by Order or Non-Order fees. Currently, this is only relevant for Amazon and FBA. This may be useful for bringing in non-order related fees when using Post Detailed Shipped Orders to QuickBooks.
- Each transaction has a checkbox to include/exclude it in the export. The header checkbox will select/unselect all transactions (all transactions are selected by default). This is useful to map one journal entry type to two different QuickBooks accounts, by separating the transactions and making a second posting with the specified mappings.
- Optional: To export data from the grid, click the left-side Excel icon to open the journal entries in an Excel file.
- Click Get Data. The grid loads with a list of individual transactions. However, when you post journal entries to QuickBooks, only the journal entry types' totals will post there.Order transaction types:Non-order transaction types:
Note that the Posting Amounts section shows totals for display purposes only; these do not reflect the exact breakdown of the journal entry types with specific amounts; to preview the exact breakdown of the actual posting amounts, click Accounts.
- Under the Posting Information section, click Accounts to open the account mapping and totals to post to each account.Order transaction types:
Non-order transaction types:
- Four fields are editable:
- QB Debit Account Full Name - Map this to a QuickBooks Chart of Accounts account
- QB Debit Customer Full Name - Map this to a QuickBooks vendor or customer, based on the Chart of Accounts account used
- QB Credit Account Full Name - Map this to a QuickBooks Chart of Accounts account
- QB Credit Customer Full Name - Map this to a QuickBooks vendor or customer, based on the Chart of Accounts account used
- To avoid errors, all names used here in QuickBridge must exactly match their corresponding names in QuickBooks.
- Repeat the mappings for all journal entry types for a channel, and repeat for each channel.
- Click Save Accounts > Close. The new values will be saved back to SellerCloud.
- Click Post Journal Entries to QuickBooks to export the general journal entries to QuickBooks.
There are several QuickBridge settings to configure when using the Post General Journal Entries feature. These include:
- Show sales breakdown in summary transactions (File > Options > Sales Orders tab) - This will impact the Sales journal entry type.
- If unchecked (default) - Sales will be the Grand Total of the order
- If checked - Sales will be separated into the following journal entry types: