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9.5 Acct Link Tab

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9.5.1 Select "Acct Link" tab

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This tab is relevant only if you are using an Accounting Software such as MYOB, QuickBooks, Sybiz or Simply Accounting and also generating Statements.

 

9.5.2 Accounting Software to Link

 

Select the appropriate Accounting Software (MYOB, QuickBooks, Sybiz or Simply Accounting) that you want to use for export or import.

 

9.5.3 If you use MYOB:

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For the "Accounting Software to Link", select "MYOB"

 

In order to produce the MYOB export file, you have to set up an Export Path and a Default Income Account.

 

1) Export Path - Enter the path to where the MYOB export files are to be saved (we recommend using the same location as your Latidata.mdb).

2) Accts Software EXE - Optional. If you want to launch MYOB by pressing Main Menu --> "Accounting Link" --> "Launch Accounting Software" button in Latitude, enter the Location of your MYOB.EXE followed by a space and the location and name of your MYOB data file. For example "C:\Program Files\MYOB12\MYOB.EXE" "F:\Data\Myob12\YourCoy.dat" Include the double quotes as they are required by windows where you have long file names.

3) Default Income Acct - The Default Income Account is the MYOB Income Account Number that will be credited when Latitude Invoices (without any specific Income Account Numbers) are imported into MYOB. If entered the specific Income Account Number entered on the invoice is credited in the import.

 

9.5.5 If you use QuickBooks:

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Select 'QuickBooks' under the 'Accounting Software to Link' section.

 

* The Accounting Link to QuickBooks 2004 and newer versions operates differently to earlier versions of QuickBooks. Latitude links to earlier versions by exporting a text file that is then imported into QuickBooks. This text file can be generated from any copy of Latitude and imported into any copy of QuickBooks, even if they are not on the same computer network. The new link to QuickBooks 2004 onwards is a direct one, where Latitude reads and writes data directly into the QuickBooks database.

 

NOTE: Selecting QuickBooks as accounting software to link in Setup Latitude will display an Account Link Key field beside every Business Contact’s Company Code in the General tab. The Account Link Key is used when exporting clients to QB, which might use a different company code. The Account Link Key is also important in consolidating different Latitude clients into a single QB account or customer.

 

9.5.6 In order to export Invoices to QuickBooks, you have to set up an Accounts Receivable Account Name, a Default Income Account Name, a Service Item, an Invoice Class and an Invoice Line-Item Class.

 

Export Path - For QuickBooks version 7.4 or 2002. Enter the location you want Latitude to save export files and for QuickBooks to read from.

Use Batch Mode in Export - If selected, invoices and receipts are locked to edit after QuickBooks export. The option to edit and re-export is available.

Accts Software EXE - Optional. If you want to launch QuickBooks by pressing Main Menu --> "Accounting Link" --> "Launch Accounting Software" button in Latitude, enter the Location of your QuickBooks EXE followed by a space and the location and name of your QuickBooks data file. For example "C:\Program Files\Intuit\QuickBooks Pro\qbw32.exe" "F:\Data\QB\YourCoy.qbw" Include the double quotes as they are required by windows where you have long file names.

Accounts Receivable Acct - The Account Receivable Account is the QuickBooks Accounts Receivable Account Name that will be debited when Latitude Invoices are imported into QuickBooks.

Default Income Acct - The Default Income Account is the QuickBooks Income Account

Name that will be credited when Latitude Invoices without a specific Income Account Name, are

imported into QuickBooks. (invoices with a specific Income Account Name set will have that account credited by the import).

Service Item - Name of QuickBooks Service Item. The service item represents the type of work performed. Even if you do not intend to charge or pay anyone for this work, entering a service item gives you a record of your time for this type of work. You can display all time for each service item on time reports.

Invoice Class - QuickBooks Class Name to be used in Invoices.

Invoice Line-Item Class - QuickBooks Class Name to be used in Invoice line items.

 

The "Invoice Class" and "Invoice Line-Item Class" must be set if you have selected the "Use class tracking" option in QuickBooks. If you have not selected "Use class tracking", then they are optional.

 

With QuickBooks Class Tracking feature, you can categorize your income and expenses by department, type of business in addition to customer type and job type. Classes give you a way to track different segments of your business, and to break down your income and expenses for each segment.

 

If you do not understand the above QuickBooks defaults, please consult the QuickBooks help, your QuickBooks reseller or your accountant for assistance on QuickBooks database configuration.

 

If the above defaults are entered incorrectly in Latitude or have not been created in QuickBooks you may receive an error, or your Latitude invoices may be imported into the wrong QuickBooks accounts, for example as deposits rather than invoices.

 

9.5.7 If you use Sybiz:

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For the "Accounting Software to Link", select "Sybiz"

 

In order to perform a Sybiz export, you have to setup a Data Source (ODBC). For information on how to create a Data Source for Sybiz export, please contact your Latitude vendor.

 

After ODBC has been setup, proceed with the following steps.

1) Enter the location of your Sybiz Company files into "Export Path" e.g. C:\Sybiz

2) "Accts Software EXE" is optional. If you want to launch Sybiz by pressing Main Menu --> "Accounting Link" --> "Launch Accounting Software" button in Latitude, enter the Location of your Sybiz EXE. For example "C:\Program Files\SybizVisoin\Vision32.exe". Include the double quotes as they are required by windows where you have long file names.

3) Enter the name of ODBC Data Source you have setup into "Data Source"

4) Enter the “Default Income Acct”. An Income Account that is valid in your Sybiz data. This will be used as a default when there is no specific Income Account set in Invoices.

5) Enter the “Sales Analysis Code”. A valid code for Sybiz Sales Analysis Codes. This code will be used for all invoices.

6) Enter the "Tax Code". It is "103" for Australia.

 

9.5.8 If you use Simply Accounting

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For the "Accounting Software to Link", select "Simply Accounting"