The document below is obsolete. Please see a reference to the new interface (version 3) here.

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The Almyta Control System - QuickBooks interface (referred to as "the interface") allows a transfer of inventory transactions originally recorded in the Almyta Control System system to the QuickBooks accounting software. It serves the dual role of communicating the transactional changes that took place in Almyta Control System to QuickBooks and synchronizing inventory between between two systems.

The interface can export the following Almyta Control System transactions to QuickBooks:

• Positive Inventory Adjustments (Receipts)
• Customer Shipping Orders (Invoices)
• Negative Inventory Adjustments

The first two transactions are specified explicitly on an "Export to QuickBooks" tab of the interface window. The Negative Inventory Adjustments can be generated as a result of the synchronization initiated using the "Synchronize QB Inventory" tab.

QuickBooks Settings in Almyta Control System

The interface uses the Almyta Control System accounting set-up that reflects the specific business Chart of Accounts defined in QuickBooks. The Almyta Control System settings provide a flexible way of mapping accounts necessary for QuickBooks functionality.



The following accounts need to be defined in Almyta Control System before any transactional activity can be transferred over to QuickBooks:

Accounts Payable This QuickBooks account should have an Accounts Payable type in QuickBooks. This account participates in recording the Receipt Transactions in concert with the Special A/P Account (Vendor) defined below.

Accounts Receivable This QuickBooks account should have an Accounts Receivable type in QuickBooks. This account participates in recording the Invoice Transaction together with the Special A/R Account (Customer) defined below.

Default Receipt This account should have an Income type in QuickBooks. It may participate in recording the Receipt Transaction if the corresponding adjustment reason does not have an account defined for it. The typical receipt account can be a company’s Sales Account. There is a suggestion to create a special sub-account called Positive Inventory Adjustment under the Other Income Account.

Default Inventory This account should have an Other Current Asset type in QuickBooks (usually called Inventory Asset). This account may participate in recording both the Receipt and Invoice Transactions if the corresponding inventory item does not have an account defined for it.

Negative Adjustment This account should be of the Expense or Other Expense type in QuickBooks. This account may be used during item synchronization whenever a negative adjustment to the inventory item quantity is needed. There is a suggestion to create a special sub-account called Negative Inventory Adjustment under the Other Expenses Account.

Positive Adjustment This account should be of the Income or Other Income type in QuickBooks. This account may be used during item synchronization whenever a positive adjustment to the inventory item quantity is needed. We suggest to use the Default Receipt account or create a special sub-account called Positive Inventory Adjustment under the Other Income account.

The special A/P and A/R accounts (Vendor and Customer) also need to be defined in order for the transfer to work:

Special A/P This is a special "Vendor" one has to create in QuickBooks in order to post to the Accounts Payable account. All positive adjustments are recorded for this special vendor. The default name for this vendor is Positive Inventory Adjustment.

Special A/R This is a special "Customer" one has to create in QuickBooks in order to post to the Accounts Receivable account. All negative adjustments are recorded for this special customer. The default name for this customer is Negative Inventory Adjustment.

When transferring invoices, the interface has an option to mark them to be printed. The "Mark Invoices for Print" check box enables this functionality.

Export Receipts and Invoices to QuickBooks

The - QuickBooks interface allows a direct transfer of receipts and invoices to QuickBooks.



The only information left to be specified is the starting date (Start Date) for the Item Receipts and/or Invoices and the ending date (also referred to as the "Cutoff Date"). Put the check mark in front of the corresponding function (Item Receipts and/or Invoices) and press the "Run" button to begin the export.

There is also the "Count Transactions" button that provides visual count information about a number of Item Receipts and/or Invoices ready to be transferred depending on the corresponding check marks and date range.

Item Receipt Transaction

The Almyta Control System Item Receipt Transaction uses two kinds of QuickBooks transactions:

• Item Receipt
• Bill Refund

Item Receipt credits the QuickBooks Accounts Payable Special A/P account and debits individual items (or default) Inventory Asset account(s). The Bill Refund debits that Accounts Payable Special A/P aAccount and credits the Default Receipt account. All QuickBooks accounts are defined in QuickBooks Settings.

Invoice Transaction

The Almyta Control System Item Invoice Transaction uses the explicit QuickBooks invoice transaction.

The Invoice Transaction credits the QuickBooks Accounts Receivable account for the Invoice Customer and debits individual item’s (or default) Inventory Asset account(s).

The result of both transactions will be a special text file that the system will ask you about once you press the Run button. In order to conclude the transaction, this file needs to be imported to QuickBooks.

To do this you just need to:

• In the QuickBooks File/Utilities menu, select Import.
• Find and specify the file that was generated by Almyta Control System.
• Let QuickBooks do the rest.

Synchronize QuickBooks Inventory

As we mentioned before, the interface provides the means of synchronization of current inventory position between two systems.



The steps to synchronization are outlined on the screen and they are:

• In the QuickBooks File/Utilities menu, select Export.
• Check the Item List box and click OK.
• Return to the interface and enter the file name you used in QuickBooks export.
• Specify a feedback file to import back to QuickBooks.
• After both files are specified, click the Run button.
• When the process is finished in Almyta Control System, return to QuickBooks.
• In the QuickBooks File/Utilities menu, select Import and specify the feedback file for import to QuickBooks.

During synchronization, Almyta Control System generates both Positive and Negative Adjustment Transactions in order to equalize the quantities in both systems.

Positive Adjustment Transactions are structurally identical to Item Receipts Transactions. The only difference is that for the Bill Refund, instead of the Default Receipt account, the interface uses the Positive Adjustment account defined in QuickBooks Settings. The Negative Adjustment transaction is a different matter.

Negative Adjustment Transaction

The Almyta Control System Negative Adjustment transaction uses two kinds of QuickBooks transactions:

• Invoice
• Cash Refund

The Invoice Transaction credits the QuickBooks Accounts Receivable Special A/R account and debits individual item’s (or default) Inventory Asset account(s). The Cash Refund debits the Accounts Receivable Special A/R account and credits the Negative Adjustment account. All QuickBooks accounts are defined in QuickBooks Settings.

QuickBooks Import/Export Note

In conclusion, please note that the QuickBooks Export/Import capability is currently the only way of changing the QuickBooks database using third-party software. Information exchange happens through the specially formatted (IIF) files that QuickBooks generates during the export operation and reads during the import operation.

Almyta Control System uses these IIF files for communication with QuickBooks.