Objective
Learn how to export invoice data from StructShare into QuickBooks Desktop to streamline manual data entry.
Background
To simplify manual data entry into QuickBooks Desktop, invoices uploaded into StructShare can be exported as an Intuit Interchange Format (IIF) file and directly imported into QuickBooks Desktop.
Things to Consider:
Required Permissions:
Only ‘System Admins’ or ‘Invoice Admins’ can export invoices from StructShare. Adjust permissions in Users and Permissions settings.
Understanding and selecting the correct Export Flow in the system settings:
QB: By Cost Codes- This type of export - exports the Invoice number, Invoice date, Invoice total and Invoice cost code (Expense type) from the Single invoice screen into the ‘Expense’ tab on QuickBooks.QB: By Invoice total as the item name- This type of export - exports the Invoice number, Invoice date, Total amount on the Single invoice with an “Item” to QuickBooks desktop. The ‘item’ is defined in the supplier information screen once this export is enabled an additional field will be unlocked in the supplier information screen “Accounting item”QB: By Item Names- This type of export - exports the line items from the PO as well as the Invoice number, Invoice date and total amount of the invoice.QB: By matched line items cost codes- This type of export - exports the cost codes from the PO as well as the Invoice number, Invoice date and total amount of the invoice into the ‘Items’ tab on QuickBooks.QB: By cost codes in the Items tab- This type of export - exports the Invoice number, Invoice date, Invoice total and Invoice cost code (Item) from the Single invoice screen into the ‘Items’ Tab on QuickBooks.
Project and supplier accounting references must be set up to map back to QuickBooks. Refer to the linked article for guidance.. Article linked HERE.
Steps:
Navigate to the ‘Invoices’ ($) page.
If not already, switch to ‘Table View’ preference.
Checkmark the boxes of invoices you want to export.
Click the ‘Export’ button under the search bar.
In the popup window, click ‘Export’.
Questions?
Contact Support:
Live Chat with Support through StructShare:
Click on ‘Talk to Support’ on the left side of your screen.
Email Support:
Call Support:
929.567.3474