In our business I separate out Hardware sales, Internal Software sales, External Software sales, Custom Software sales, and Service. We have ~ 400 items and each of them is designated to have one of the sales, cos and inventory account codes that correlate to one of the sales types.
1. If no December sales ever need to be imported into the Insight Data there is a couple ways to accomplish this. What I will propose should be the easiest at this point. We will create the sales journals (same would go for cash journals), export them and just never import them into the Insight data.
A. In Admin Dept, under the Acct menu, choose "Create Sales Journals". [What the system does at this point is find all invoices that have not gone to a journal yet. I would imagine this would be all invoices in your case].
We need to select only the invoices from Dec. Click on the "Change Selection" button. This opens the Search Editor. Create the search of "DateShipped is less than 1/1/95". Click on "OK". When the search is run, the proper invoices should then be in the current selection.
B. Click "OK" to initiate the creation of the sales journal. Rename the SJ with "SJ - 12/31/94". Click the Save button. This creates a detail document of all invoices and how each sales was accounted for. On a normal basis you should print this document.
C. Next choose "GL Jnls to Insight" from the Acct menu. [What the system does at this point is find all sales journals that have not been exported yet.]. Just to be safe I would click on the "Change Selection" button and create the search "Date Processed is less than 1/1/95". When the search is run, the proper sales journals should then be in the current selection.
B. Click "OK" to initiate the export of the sales journal information. Rename the document with "Exp SJ - 12/31/94". Click the Save button. This creates an export document in the format that is accepted by Insight. This is the document used when importing. In this case we are not going to import because we do not want this information in the Insight data.
2. When you are ready to create sales journals of Jan sales, follow the steps above, but search for Invoices "DateShipped is less than 2/1/95" AND "Date shipped is equal to or greater that 1/1/95".
Next choose the "GL Jnls to Insight" and search for "Date Processed is less that 2/1/95" AND "Date Processed is greater than or equal to 1/1/95".
The next step is to import the information into Insight. The manual and the other tech note I'm sending goes through the one time set up of the import script. After that is set up it is just the process of selecting the "Exp SJ ??/??/??" and importing.
On a normal basis you will not have to do the search as you will be caught up.
Let me describe to you what my normal process at the end of month is:
1. Make sure all sales have been made into invoices and all cash has been applied to the system.
2. Create Sales Journals.
3. Export Sales Journals.
4. Open Insight and Import the document exported in step 3. Post the Journal(s).
5. Open Word (or other word processor) and open the document created in step 2. I have an automatic format that I import into the document and then I print this detail to go with the GL journal(s) created in step 4.
6. Create Cash Journals.
7. Export Cash Journals.
8. Open Insight and Import the document exported in step 7. Post the Journal(s).
9. Open Word (or other word processor) and open the document created in step 6. I have an automatic format that I import into the document and then I print this detail to go with the GL journal(s) created in step 8.
10. In the Customer choose "Tally Receivable" from under the Tally menu. Click the "All" button to select all customers. Then click "OK" to initiate the updating of the customer's record. This updates as to sales, aging bracket and payments. The length of time this takes depends of the number of records, & speed of the system.
11. When the Tally is complete I search for all customers with "Balance Due not equal to 0". I then run an aged receivable report. (There is one that is set up in defined reports on the system.)
12. I then compare the receivable number with my general ledger receivable number.
Steps 1-9 take me about 15 minutes. After the Tally, printing the report takes about 5 minutes.
The most common problem when first importing is either not having all account codes in place in CommerceExpert/WebClerk or through typos etc. the accounts don't match.