Setup Connectwise > Step 10 > Manual Batch & Test Item Posting

Manual Batch & Preparing to Send Test Items to QuickBooks Online

In this section we review the process of creating a manual batch, and the process for preparation for sending test invoices to QBO. 

In order to understand the process, the following key items need to be understood.

  • Managing Unposted Items (Both Invoices & Procurement)
  • Managing Open Batches
  • Creating Manual Batches

Managing Unposted Items.

Information you'll need to understand..

  1. Why Unposted items are listed in the Accounting Interface.
  2. How to resolve validation issues when items cannot be posted due to error.
  3. How to exclude items from a Manual Batch

Step 1: Finance > Accounting Interface  > [Creation] Tab Overview 

  1. Select the Accounting Interface on the Finance Tab
  2. Select Location
    > Allows for the limiting of accounting data to be exported for the selected office. Only applicable for businesses that have more than one ConnectWise billing location. 
  3. Select Thru Date
    > Default is the current date, selecting a past or future date will include records up until the date selected. Where future dated invoices are created in the ConnectWise invoice wizard, the date will need to be extended to include the future date if required to be exported.
  4. Export Invoices | Expenses | Procurement Items
    > Selecting any (or all) of these items will include the Unposted items listed on the tabs at the top of the Accounting Interface Window.
  5. Enter Batch Number
    > User text field to identify manual batches created in ConnectWise.

Step 2: Batching off Old Records

If you have been using ConnectWise for some time, without an Accounting Integration (manually re-keying your invoices), then it is likely that you will have many records dating back to when you started using ConnectWise. As you don't want to import old records (or possibly duplicate if you have converted to QBO from another application), you will need to manually batch these old records.

Start by Filtering [Unposted Invoices]

The following process will be to create a batch of all invoices which are not to be exported to QBO in your first batch run. You should have either a Conversion Date or a date which no records can be exported before this date Lock Date.

Finance > Account Interface > Unposted Invoices

  1. Select Unposted Invoices tab
  2. Start by ticking the Exclude box for invoices that you wish to retain for testing purposes
    Note for 2012.2 Users > The exclude box is now an Include box in 2012.2, this process is in reverse (I.e. select the items to include).
  3. Check all invoices for your selection have been made. 
    TIP > You can use the "Select Thru Date" on the Creation Tab to exclude records in the period that you wish to export. This date should be the 'Cut Off' date, so that records prior to this date are displayed.
Export the Manual Batch

The next process will be to create a manual batch for the records that you have selected in the prior step. A manual batch will remove the records from the "Unposted {Invoices | Expenses | Procurement} tabs.

Finance > Accounting Interface > Creation Tab
  1. Select Creation tab
  2. Enter a Manual Batch ID for ease of reference.
  3. Ensure that only the the Records Type { Invoices | Expenses | Procurement } check boxes are selected. 
  4. Press the Export button.
  5. Save the Export File

Note: The export file is created, however is not required for reference. 

Step 3: Selecting Test Items for export to QBO

Before you start syncing all of your unposted ConnectWise records. It is suggested that you start by setting all records waiting to be posted to QBO to GL Reload. You can then set a few test invoices to Closed - Emailed

We recommend that you select a variety of different invoice types, such as

  • Service Invoices
  • Agreement Invoices (Agreement Revenue Only)
  • Agreement Invoices (With Agreement Additions)
  • Product Sale Invoices
  • Miscellaneous Special Invoices
  • Credit Memos
Repeat the process in Step 2, this time batching all invoices (except) for the test few.

Step 4: Inspecting Unposted Records for GL Account Information

As the GL Entries for the Unposted records are created before you may have configured, it is possible that all of the GL Entries are blank for your Invoices, Expenses or Procurement.

You can inspect the GL Entries by drilling into the Unposted Item on the corresponding Unposted Item tab. 

The way in which the three item types are displayed is slightly different.
  • Unposted Invoices

Note: GL Accounts are visible on the unposted invoice list, if any of the account fields are blank an error will be reported when batching to QBO.

  • Unposted Expenses

  • Unposted Procurement

Note: Procurement is batched in groups (based on a distinct Packing Slip ID). To view the GL Accounts for each line, click on the Product ID  to view the GL Entries.

In all cases the GL Entry List is the same.

Unposted Procurement > Click on the Description > Click on the Type Name

Step 5: Correcting Incorrect GL Entries.

Where GL entries are incorrect, you can correct these by simply re-opening the record which has been closed. The process differs for each record type:

Reloading GL Entries

  1. Invoices
    1. Find the Invoice you wish to Reload
    2. Change the status of the invoice to "GL Reload"
    3. Save the Invoice
    4. Change the Status back to the prior Status
    5. Save the Invoice
    6. The GL Entries will now be reloaded from the GL Mapping tables.

  2. Procurement
    1. Find the Purchase Order that you wish to Reload the GL Entries
    2. Open the PO by deselecting the "Closed" check box in the bottom right-hand corner.
    3. Open each of the PO Lines, by drilling into each item and;
      1. Deselecting the closed check box
      2. removing the received amount
      3. Removing the Picking Slip ID (take note if different to the PO#)
      4. Saving the Item
    4. Repeating above for all items on the PO
    5. Then re-receiving all items on the PO.