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55.1 Overview |
  
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55.1 Overview |
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55.1.1 While Latitude has all the tools a small practice will need to run a cashbook type accounting system, we appreciate that larger companies need to use accrual-based accounting.
To this end, we provide the ability to export client and invoice details to a file that can be imported into QuickBooks, MYOB, Simply Accounting and Sybiz.
Success will depend on several factors and issues that need to be understood prior to performing this operation.
* There is a limit to the length of MYOB card codes. They cannot be more than 31 characters long. If you are using MYOB you will have to ensure that all Business Contact names contain no more than 31 characters. A Business Contact name such as "Development Corporation of Western Australia Limited",which Latitude can easily handle, would be too long for MYOB. The name will have to be abbreviated to no more than 31 characters if you are to use the Accounting Link to MYOB.
* For some versions of MYOB and QuickBooks, there is a limit to the length of "Client Codes". The limit varies from version to version of the Accounting Software. If any of the Client Codes exceed the length limit for the version, you will receive an error message along with the length limit and a list of violating Client Codes during the Latitude export routine. You will have to manually modify those Client Codes in the Client screen and ensure that they do not exceed the limit in order to perform a successful export.
* Each new version of Accounting Software package formats its import files differently. Please check with Latitude Australia as to the compatibility of your Accounting Software version before performing this operation.
*There is no problem with exporting this information from Latitude as many times as you like. However, if you run the import more than once with the same invoices, it will create duplicate invoices in your accounting program. You will have to find and delete these manually.
* Make sure that you do not enter multiple invoices with the same invoice number.
55.1.2 Assign an Income Account Number to each Invoice
When raising an Invoice, the "Default GL Acct" field in the Invoice Header and multi-line is defaulted to the "Default Income Account" on the "Accounts Link" tab of Setup Latitude. The value entered here overrides the "Default Income Account" during export.
For information on how to raise an invoice, refer to the "How do I raise an Invoice on a Job" Section in this How To Guide.
55.1.3 Individual and Company Clients
For MYOB Import to work correctly the Given name and Surname for Individual Clients in the Business Contacts Screen should be filled-in, while for Company Clients make sure that the Company box is ticked.
For information on how to display the Given Name and Surname in the Business Contacts, refer to “Choose your preferences on the Options2 tab” section in this How to Guide.