This lesson reviews how to export sales information from QuickBooks for importing into EasyRoyalties.
The QuickBooks Sales by Item Detail report is the source of the sales import files.
Step 1: Configuration
1.1. Each QuickBooks item (product) record must have the product ID in the ItemName/Number field. The product ID can be either the ISBN or the SKU listed for that edition (product) in EasyRoyalties. The name of the book (product) is listed in the description field.
1.2. Preferences > Reports & Graphs > Company Preferences > Reports Show Items By: selection should be Name Only. This means that the name field will contain only the item number. The description (the name of the product) will not be included in this column. The description can be selected to appear in another column.
Step 2: Customize the Sales by Item Detail Report
2.1. Open the Reports > Sales > Sales by Item Detail report.
2.2. Select the Customize button. In the Display tab > Columns section add the Item and Item Description fields to the selected columns. This adds columns for the product ID (ISBN or SKU) and product name fields to the report.
2.3. Memorize the report.
Step 3. Export the Sales by Item Detail Report
3.1. Open the memorized report.
3.2. Select the date range for the report.
3.3. Export the report to Excel.
Step 4. Importing Notes
Note 1. When importing QuickBooks sales into the royalty software use the following field mappings on the Mapping window.
|EasyRoyalties Field Name||QuickBooks Field Name|
Note 2. The QuickBooks sales price field shows the discounted price of each item. Do not import the sales price field. If you omit this field from the import EasyRoyalties will populate the unit price (list price or MSRP) field with the default price stored in the edition record and calculate the discount percent using the unit price, quantity and total sale values.
Note 3. The QuickBooks sales by item detail file will have header and subtotal rows. To exclude these rows from the import, on the sales import wizard’s Mapping window specify Date in the “Ignore rows when any of the following fields are blank” criteria.