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[BLC]

Ok, we are enjoying using SuperManager....We have 3 issues that if we could correct SM would be perfect!

When importing our orders from yahoo, as sales receipts, into Quickbooks, the following things happened:

1) The item code did not import...instead the word "item" appeared in the item code field.  I had to go in manually and change the codes myself....everything else was correct (the description and price...just not the item code).  How do we get the item code to import?

2) The orders appeared as two different deposit entries in the check register.  One with the correct amount charged to the customer, the other with either a $0 dollar amount or with a dollar amount that was credited back to the customer.  How do we get rid of the double entry and get credits to be recorded as credits?

Thank you for your time.
BLC

[David Johns]

BLC,

Glad you are enjoying SuperManager.  SuperManager has an option to export all items to QuickBooks using a generic item name and thereby avoid creating a large list of items.  Since this is obviously not what you want, you can:

1. Go to "View" | "Program Settings..."
2. Select the "XML Exchange Formats" tab
3. Select the "QuickBooks" format from the list
4. Uncheck the option "Export all items with generic name"


As for the second problem - are all orders exporting this way or only some?  If it is only some, take a look at one such order in the details page (double click on the order on the order list).  Particularly, tell me how many entries appear on the payments list.  Are there more than just the authorization and the charge?  Generally there may be one entry for each non-authorization card event.  So, in the case that you have credits going back to a customer SuperManager will create one payment line item for the charge and another for the credit.  This may make two entries on the Payments to deposit list.  On orders that have only one non-authorization payment event I wouldn't expect this.

Thanks,
David

[BLC]

Ok, the problem with the item codes has been solved.  Thanks!

Now on to the second problem.

All orders are exporting the same way with the two entries, which I'm not too concerned about.  I am concerned about when a credit has been issued it is showing up in the first entry line as a deposit rather than a withdrawal.

[David Johns]

BLC,

Can you please attach a screen shot of the way it comes into QuickBooks?  When writing a post just click on "Additional Options..." and "Browse..." to select the file.  If you would rather, you can also send it via email.  A screenshot of QuickBooks as it comes in would be good and even better would be if you can take screen shots of the order details screen in SuperManager as well.

Thanks,
David

[qbsrox]

David,

If you refer to the screenshots I sent last week concerning credits I think you will see what she is referring to.  Now as to why they are all coming in with two entries, I'm not sure .... but for the one(s) with the credit showing as a deposit on the first line .... that is exactly the same thing I sent over. 

[David Johns]

Rox,

You are right as far as credits being marked as charges.  This problem can occur when an order is exported when it is not "balanced".  As it outlines in the user's manual and quick start guide, before exporting an order you should make sure that the amount received = the amount due.  Otherwise this can happen.  If you give a customer a discount, change an item price, etc... this should be marked in SuperManager.  In SuperManager you can change item prices, add a discount or other adjustments to justify/document the reason the amount the shopping cart calculated was not collected.

Failing to do this makes it so there is a remaining total on the receipt/invoice and QuickBooks adds that to the undeposited funds account.

As for the "0" entries, however, this is probably something different - something that I have never heard of before.  That is the primary reason I wanted to see the screen shots.  BLC, if you are able to send them to me I would appreciate it.

Thanks,
David

[BLC]

I'm trying to send screenshots but having trouble.  Will attempt again tomorrow.
Sorry,
BLC

[David Johns]

BLC,

I got the screenshots.  I noticed that it appears you are using The SuperManager in a nonstandard way.  The standard process would be to have SuperManager export payments into your "Undeposited Funds" account.  This places the payments in Undeposited Funds.  You then create "Deposits" against your undeposited funds and select each of the orders that went into a merchant batch.  You can also add line items to the deposit to reflect fees pulled from your merchant batch.  This deposit transfers the funds from your undeposited funds account to an actual bank account in a lump sum for the whole batch, making it more representative of what you see on your bank statement.  I think this process ends up being a little more time upfront with creating the deposits, but then much less time in the end trying to reconcile your bank statement since your bank statement will not include specific order transactions.  Does this make sense?  To try exporting with this approach you will need to go into QuickBooks and for each of your payment items change the setting for where to deposit the funds to "Group with other Undeposited Funds".  This will change where the payments are registered in QuickBooks.

I'm not sure if this is the only thing causing problems for you.  In order to better access that I will nee screenshots of the order details windows in SuperManager.  Please double click on the order(s) you send as examples and feel free to blank out the credit card information before taking the screen shot.  You can then save without closing to avoid loosing the credit card information.

Thanks,
David