» For an overview of Financial Accounting, see the following resource: Financial Accounting in Whiskey Systems - An Overview (Read Time: 5 mins)
Let's say you are an accountant for a distillery and you wish to reconcile QuickBooks to Whiskey Systems data once per month.
You simply navigate to Logs & Reports > Financial Reports:
Choose the "Complete Ledger" report:
Enter the start and end dates for the period that you are closing:
You'll be presented with summary Journal Entries that you can Export to Excel/CSV, if desired. These rollups should be entered into your accounting system of choice as of the end period date:
Additional detail can be found by scrolling down the page to "Transaction Detail", which is effectively a General Ledger for the period of interest:
If you are using Quickbooks Online (QBO), it is possible to link Whiskey Systems to QBO and employ a "data push" function that sends Invoices and Purchase Orders to QBO as Invoices and Bills, respectively. This is a paid add-on feature.
Warning: If you employ QBO "data push" for Invoices and/or Bills, you must exclude the corresponding Journal Entries from your periodic true-ups! Those transactions are covered by the QBO push data.
The account pairs you should exclude are:
-
- Debit to AccountsReceivable, Credit to Sales
- Credit to AccountsPayable, Debit to RawMaterials (Material receipt)
- Credit to AccountsPayable, Debit to WorkInProcess (Spirit receipt)
Linking to QBO and using the data push functionality is optional; you can always use Journal Entries to summarize your Invoices and PO dollar amounts instead.
For more information about linking to QBO, see QuickBooks Online Integration.