Setting up Midnight for integration with QuickBooks
In order to utilize Midnight with QuickBooks, the following steps need to be taken within Midnight:
1. Select the version of QuickBooks you are using in Midnight
2. Set up your Accounting Preferences in Midnight
3. Map your Tax Codes in Midnight to the appropriate accounting codes in QuickBooks.
4. Map your Services in Midnight to the appropriate accounting codes in QuickBooks.
5. Map your Postage accounts in Midnight to the appropriate accounting codes in QuickBooks.
6. Ensure that your Customer information in Midnight matches the appropriate fields in QuickBooks.
Note about spelling and spacing: The field that is used to map customers between QuickBooks and Midnight is the Company Name field. As such, your customer’s billing Company name in Midnight must exactly match the Company name in QuickBooks in spelling, spacing, and capitalization. Likewise when setting up your information in Midnight, your general ledger accounts (GLIDs) and Items must match.
QuickBooks Accounting Setup
To set up Midnight to work with QuickBooks, click on Accounting Integration under Company Settings.
Select QuickBooks from the Accounting System drop-down menu.
Mapping Default Accounts
You will need to fill out the following information on this screen:
• Default Account Name for Account Receivable Account – Enter the Accounts Receivable account name or number from QuickBooks.
• Default Account Name for Account Payable Account – Enter the Accounts Payable account name or number from QuickBooks.
o Select if you want your Purchase Orders to import as a BILL or PURCHASE ORDER.
• Default Type for Advance Postage Payments – this is typically an Other Liability account to record customer deposits
o Select if you want your payment to import as a DEPOSIT or GENERAL JOURNAL
• Default Type for Payment Export – Enter the Undeposited Funds account name or number from QuickBooks.
o Select PAYMENT from the drop-down
• If you want all taxable lines items on a non-taxable order to import as non-taxable, check the box.
• If you want to import your invoices so they show up as Customer Jobs in QuickBooks, check the box.
Setting Up Account GLID
Within Admin, click on Account GLIDs
Before you can attach GLID Codes to your Services in Midnight, you will need to add them under Account GLID. The GLID in Midnight maps to the Sales/Income account name or number set up in your QuickBooks Chart of Accounts list. Add each general ledger account you wish to use in Midnight using the line at the bottom of the list. Be sure to click the blue save icon after entering your information.
Setting Up Account Item Codes
Within Admin, click on Account Item Code.
Before you can attach Item Codes to your Services in Midnight, you will need to add them under Account Item Codes. The Item Code in Midnight maps to the Item name or number from your QuickBooks Items List. Add each Item you wish to use in Midnight using the line at the bottom of the list. Be sure to click the blue save icon after entering your information.
Mapping Postage Payment Accounts
Within Admin under Accounting, select Postage Account.
When postage checks are received in Midnight, they need to be recorded against specific accounts in order to export appropriately to QuickBooks. There are two pieces to the setup of this particular transaction in Midnight. This administrative table controls the debit account that postage checks will affect when they are exported from Midnight.
• Description – Description of your deposit account
• GLID – The Account name or number is typically a bank account in QuickBooks.
*Note: If the GLID field is left blank, and a postage check received is entered using this Payment Account, then that postage check will not create an export file.
• Item Code – Item name or number from your QuickBooks Items List.
As you can see from the image above, multiple Payment Accounts can be established so that different type of postage receipts can be directed to different accounts if necessary.
Mapping Postage Types
Within Admin under Accounting, select Postage Types.
The Postage Types List is an integral part of the order-related postage accounting functionality. The list should to be set up with the proper general ledger accounts for funds applied to postage and service balances on orders.
Postage Applied to Order and Postage Applied to Service are used when postage and/or service dollars are applied to an order via the Apply Funds under the Postage tab of an Order. Therefore, these types of postage application need a corresponding GLID and Inv Item in order to integrate with QuickBooks correctly. If left blank, the application of funds will not be reflected in your invoice export.
The GLID and Inv Item will indicate how to direct those applied funds to the invoice export file. This is what allows the invoice file to be imported with the actual balance due from the customer. A normal entry in this field is the Customer Postage Deposits liability account, though this can certainly vary, depending on your company’s account structure.
The GLID for both Postage Types is typically deducts from the same account you have setup for customer deposits in QuickBooks.
Mapping Tax Codes
Within Admin, under Estimate/Order, select Tax Codes. You will need to map the following fields:
• GLID – Account name or account number from your QuickBooks Chart of Accounts
• Inv Item – Item Name or Number from your QuickBooks Items List
• Payable Acct – The vendor you pay your sales tax to
Mapping Postage Affix
Within Admin, click on Postage and then Postage Affix.
The setup of the Postage Affix List is related to the Postage Inventory function in Postage Accounting. This list can be populated with all of your meters, permits, and stamp denominations that you keep an inventory for and need to track. These selections will be available for postage used on orders.
Note: By leaving the GLID and Inv Item blank, the postage will not be exported to your financial system. This can be utilized for client postage accounts that do not pass through your accounting system.
Within Admin, under Services Standard Services, you may set up line item so that it maps to the correct GLID and Item in Quickbooks. To update a service, select it from the search screen.
To map the service to the proper account in QuickBooks, select the desired GLID and Item Code from the respective drop-downs. This will control where each service will appear when imported into QuickBooks. If the GLID is blank, the item will not import. The selections in each drop-down will reflect the entries you've added.
Authorizing Users to Export Invoices
In order for users to Export Invoices from Midnight, you will need to modify the Orders module for their security role.
Within Admin under Security, select Create RoleRight. When the screen opens, select the Security Role you want to modify.
Click on the Page radio button, Expand Orders and check the Read/Write check box for OrderExports. Click Submit to save and close the form. Repeat these steps for each Security Role that will be exporting invoices.
Exporting Invoices from Midnight
To export an invoice, click on the Orders module. Under the Quick Links (the drop-down located on the top-right hand corner of the screen), click on Acctg Export to load the Invoice Export form.
Upon accessing the Order Exports screen, Midnight will present you with a list of invoices for Orders that are ready for export.
The following describes the fields shown on the Order Exports screen:
• Many Invoices Per File – will create one file with multiple invoices that are selected
• One Invoice Per File – will create individual files for each invoice selected
• Select All Listed – selects all of the Invoices in the screen
• Include Exported – Show Orders that have already been exported
• 0$ Balances – Display Orders having a balance of $0.00
You can manually select the invoices that you want to export or you can Select All Listed and all invoices on the screen will be checked.
After you click Save&Close, a new window will open.
Click Export Now to create the export file and depending on your Chrome download settings, your file will download automatically or you will be prompted to save the file. The file that is created is ready for you to import into QuickBooks.
Once an Invoice is exported, it can then be imported into QuickBooks. Exported orders are a text file in IIF format.
Importing Invoices from Midnight
Before you can import invoices into QuickBooks, you will need to be logged in as an Administrator and in Single User Mode. The is a QuickBooks requirement for importing.
From your QuickBooks dashboard, click on File -> Utilities -> Import -> IIF Files
Browse and select the file that you previously downloaded when you exported the invoice from Midnight. If the import was successful, you should receive a confirmation that you your data has been imported.