Trial Balance Exporter ™ - Accounting Services Bureau Inc
Contents
1. a a aa Please wait 5 Once the installation has completed click the Close button 6 You will now find a TBX icon on your desktop VEN Trial Balance Exporter 4 4 3 2 4 Full Version Register the Trial Version Click on the Register Program button presented at the top of the TBX main screen Cut and Paste the Key Code sent to you in an Email into the Key Field QuickBooks is a registered trademark of Intuit Inc Page 6 of 13 Revised 10 4 2013 5 25 PM 3 0 Gathering Required Information from QuickBooks This section describes what information you will need from QuickBooks before you run TBX and how to check the required QuickBooks settings Additionally it discusses reports you should create in QuickBooks to test the export file 3 1 Review QuickBooks Data and Produce Reports to test exported figures We strongly recommend that you review your QuickBooks data and make sure that the data is correct before creating an export file When you are satisfied that the data is correct print QuickBooks reports to compare to the export file e For As of Date 1 Print a Trial Balance from QuickBooks 2 If pulling a trial balance by class print an YTD P amp L by Class as of the date requested e For Net Change of a date range 1 A Balance Sheet with the prior period selected and including a amount change column 2 If pulling a trial balance by class print a P amp L by Class for the same date ra2. found in your My Documents folder This folder contains your registration key code and your class code replacement table if you have ever exported by class code This is the file that it references so you don t have to reenter them with each use We moved this user TBX folder to the Program Data folder in Windows in version 4 4 You will have to re register the program and you will lose the prior class code replacement table Hint If you have a particularly long replacement table find the old class txt file in the old TBX folder and save a copy Paste a copy of the old class txt file into the new TBX folder Overwrite any file found with this name QuickBooks is a registered trademark of Intuit Inc Page 11 of 13 Revised 10 4 2013 5 25 PM 6 0 Trouble Shooting e ifthe TEST QB CONNECTION fails This means that the QuickBooks file is waiting for verification that the Trial Balance Export program has rights to access the data Please answer Yes always allow access for ADMIN As presented below You may also access this in QuickBooks Go to Edit gt Preferences gt Integrated Applications gt Company Preferences QuickBooks Application Sth No Certificate An application without a certificate is requesting access to the following QuickBooks company file Law Firm Access may include reading and modifying QuickBooks data as well as enhancing the QuickBooks user interface The Application Calls Itself TrialBala
3. BX Program Download the program file TrialBalanceExporterSetup msi and save it to a folder you can find Website https tools asbinc net Home page gt Click on TBX Trial Balance Exporter Version XX Find this Download free trial here Click on the word here Find the downloaded msi set up file double click it and select the Run button 1 You will get a security warning because yes did not invest in a digital signature Open File Security Warning Ba The publisher could not be verified Are you sure you want to run this software Cal Name ers Sara Desktop TrialBalanceExporterSetup msi ie Publisher Unknown Publisher Type Windows Installer Package From C Users Sara Desktop TrialBalanceExporterSetu Run _Cancel_ Y Always ask before opening this file This file does not have a valid digital signature that verifies its X publisher You should only run software from publishers you trust How can decide what software to run If you are worried about my identity please feel free to call or Email me Sara Laidlaw Accounting Services Bureau Inc Savannah GA 912 898 1707 Sara asbinc net Website www asbinc net QuickBooks is a registered trademark of Intuit Inc Page 4 of 13 Revised 10 4 2013 5 25 PM 2 0 Installation 2 Click the Run Button and you will see the set up wizard Click the Next button J TrialBalanceExporter Welcome to the TrialBalanceExporter Setup 4 W
4. E T E EEE dads E E TEE Eaa ENUO TEA 12 Appendix A Export Checklist for CSV formatted file oooocnccncononoonnnnnnnnnnononannnnnnnnnnnnnnn nn nnnnonnnnnnnonnnnnnnnnnnnnannnos 13 QuickBooks is a registered trademark of Intuit Inc Page 2 of 13 Revised 10 4 2013 5 25 PM 1 0 Overview This section provides an overview of the TBX system including uses limitations and program requirements 1 1 Uses Exports a Net Change or As of Trial Balance from QuickBooks as a comma delimited csv file Uses o Importing a trial balance into write up tax or auditing software o Report Monthly net change information to the home office o Analytical purposes in a spreadsheet program such as Excel o Migrating to a new program create monthly historical journal entries 1 2 What TBX does that QuickBooks does not do TBX offers seven additional features for printing and exporting a Trial Balance 1 Exports P amp L class codes Perfect for class codes used for departments or non profit function codes 2 Exports date ranges or Net Change in addition to an As of date 3 Exports account numbers in their own column instead of embedded with the description name 4 Provides class code replacement table 5 Appends class codes before or after the account number 6 Exports the balances in one column instead of debit and credit columns 7 New option Export a net change range in monthly columns Perfect for migrating history 1 3
5. Exporter 1 Trial Balance Export Utility Es Trial Balance Export Utility Es 5 53 T B Class Information TRIAL BALANCE EXPORTER Class Replace with 101 EMAIL SUPPORT INSTRUCTION MANUAL ABOUT US CHECK FOR NEW VERSION Landscaping Jun Maintenance 103 1 Choose QuickBooks File to use Building 1 1031 Use Open QuickBooks Company Maintenance Building 1 1031 i i ae Building 2 103 2 Your first connection requires granting TBX access permission Maintenance Building 2 loaz Log in as Admin and in single user mode Minimize QuickBooks T Overhead 109 Allow auto login as Admin when screen appears Unclassified 99 Use Account Numbers must be selected in QuickBooks Company Preferences Select QuickBooks Company File QBW This option available if auto login has been enabled in QuickBooks preferences C TEMPDATA sample_service based business qbw Browse 2 Test Connection 3 Export Options kaa Close Net change As Of Date Start Date 01 01 2012 End Date 12 31 12 Account Status Non Zero Accounts C Export Classes for P amp L Accounts wait for replacement table ME ET oo Version 4 4 3 4 1 Choose QB File to Use FIRST TIME USE You must give TBX authorization to access the data e Open the QuickBooks data file Log in as Admin Single user mode e Verify that Use account numbers is checked in the preferences e Mi
6. How it works TBX reads your QuickBooks data file and produces an export file saved as a comma delimited ASCII CSV file Exports with the following columns e Without P amp L account class codes Account Account Name Account Type Account Desc Account without class Amount e With P amp L account class codes Account Account Name Account Type Acct Desc Class code Alias Class code Acct w class Amount 1 4 Limitations and improvements Features include a Class code replacement table If you request a trial balance with class codes you will be presented with a replacement table that enables you to replace the client s class codes with any alpha numerical characters You may also copy paste the same class name Added in Versions 2 0 and higher The Class code replacement table is retained for subsequent use TBX will now recognize sub class codes and inactive class codes without having to activate them The Basis of the report will print at the top of the Trial Balance 1 5 Program requirements e QuickBooks versions 2009 through 2014 U S Version of Pro Premier or Enterprise Solutions e Clients have reported TBX working with the Canadian and UK versions but no guarantees test your date format e Windows XP or Windows 7 Clients have reported that it works well with Windows 8 We have not tested this e Aworking knowledge of a spreadsheet program such as Excel and the Windows operating system e TBXwill not work on
7. Revised 10 4 2013 5 25 PM 4 0 Using Trial Balance Exporter A message will appear that states that the process may take a few minutes Click OK When ready a message will appear giving you the option to view the exported file as a text file in Microsoft Notepad before exiting We recommend that you glance at the file and compare a few of the figures to your QuickBooks reports for accuracy There should be a 0 at the end signifying that the trial balance is in balance ALL DONE Exit the program Find and open the CSV text file with a program such as Excel Review and edit as necessary The export file will contain columns that you may not need Delete unwanted columns and configure the file as your program requires before importing Re save the file as an xlsx file if desired Suggestions once opened in Excel e Highlight the columns double click between the column headings to widen the columns e Click on the amount column and format as numbers Exception Do not change the format of the column dates on the monthwise report e Adda Sum formula to the bottom of the Trial Balance to verify that it nets to zero e Adda Sum formula to the bottom that include only the P amp L accounts to test net income e If it produces two Retained Earnings figures the Use Account Number feature was not turned on e If any figures present in a scientific notation due to extra long answers this is a limitation of Excel and is n
8. Trial Balance Exporter Version 4 4 3 User Manual TB TRIAL BALANCE EXPORTER Solves QuickBooks exporting limitations Export a Trial Balance with 7 additional options QuickBooks is a registered trademark of Intuit Inc Page 1 of 13 Revised 10 4 2013 5 25 PM Trial Balance Exporter Table of Contents TO OVO RIO Wa da A dt cdi 3 TI 3 1 2 What TBX does that QuickBooks doesn t ads 3 EI FA GWE WO si a SS A A ALA DS 3 LACA ON ra dia 3 LO Program reguiremeNtSi iii AD A A A iii 3 20 sta ON o td A A ae 4 2 Trial Version tard di A A A A dd 4 2 4 Full Version Register the Trial VersiON oonononocccnncnoninannannnanocononanano conca conocia nano no nnnnnncno nano no nnnn nc cnn nnnnana nn canon 6 3 0 Gathering Required Information From Quickbooks ccccccononoonnncncnononononnnnnnnnononanonnnnnnnnnnnnnnn nn nnnnnnnnnananonnnonnnncnn 7 3 1 Review QuickBooks Data and Produce Reports to test exported figures ccccccononoooonnnnnnnnnononnnnnnnnnnnninnnannns 7 3 2 Prepare the QUICKBOOKS Fileas eii aan E E a A A a E EE TETEN 7 4 0 Using Trial Balance Exporter M ccccccccccccccssssssceceeeeecssseseeaeseceecesseseeseeeceeececeessseeeseceeeseeaaeaeeeesessesesasseseesessesseesaaees 8 4 1 Creating the CSV comma delimited Me a 8 5 0 Updating and Uninstalling TBX ida deidad a sates a a A A Ai adas 11 5 Uninstalling TB ia A AEE e E ER A ASA dir 11 52 Updatine NT 11 6 0 Trouble SKOONE aane aeee aT ATE TE
9. a backup file qbb or accountant s copy backup file e Firsttime accessing the data only to set up access rights Admin and Single user access to the working copy of the QuickBooks file qbw QuickBooks is a registered trademark of Intuit Inc Page 3 of 13 Revised 10 4 2013 5 25 PM 2 0 Installation 2 1 Trial Version The Trial version of TBX is actually a full working copy of the utility that is limited to exporting 25 accounts If your test file has more than 25 general ledger accounts with balances the trial balance will be out of balance If your test data has more than 25 Balance Sheet accounts you will not see a sample of how TBX works with the P amp L We suggest that you test with one of the sample data files provided by QuickBooks When you purchase the program we will provide a key code that will unlock all accounts There is no need to reinstall Trial TBX after purchase as you only need to register it 2 2 Uninstall Prior Version before reinstalling Only required if currently using 1 9 released 2004 2 1 released Nov 2011 If you have either of these two old versions installed you must uninstall the current version before installing the new version Versions after this will be uninstalled automatically 1 Go To Control panel gt Add or Remove Programs gt Remove the Trial Balance Exporter application 2 Goto My Computer gt My Documents gt Find and delete the TBX folder 2 3 Download a copy of the T
10. e trial balance in mm dd yyyy format o Ifyou select As of only one date is required If you select Net Change you need to enter a date range For example to pull the net change for o last year enter 01 01 12 in the Start Date field and 12 31 12 in the End Date field e Select an Account Status option status of the QuickBooks general ledger accounts e Non Zero This option will pull accounts that result in an answer e All This option will pull accounts with activity or balances even if answer is 0 e Active This option is not available but is available by selecting all This will be corrected in the next version and all will pull every account in the chart e Export Classes for P amp L accounts only Selecting this option presents a cross reference table of the QuickBooks class code names This is where you assign the numerical department codes used in the target software Or you may replace the class code with any alpha numerical characters including the same name Assign a value to accept balances with no class code Unallocated If exported with class codes it will also append the class code to the front or end of the account Click on the EXPORT button to begin the export Click on the EXPORT MONTHWISE button to begin the export of a net change in monthly columns Select an Export File Name and Location QuickBooks is a registered trademark of Intuit Inc Page 9 of 13
11. ify the access authorization Export options Select the type of Trial Balance desired __ Net Change __ Asof ___ Select date range or as of date Format mm dd yyyy ___ Select Account Status Only select All accounts if you want the entire chart of accounts ___ Select Export Classes for P amp L accounts if desired __ Assign replacement class codes to the QuickBooks class codes __ Select to append the class code to the beginning or end of the account number ___ Press EXPORT button to export __ View the file in Notepad when offered Verify a few of the first and last figures for accuracy AA A HINTS Once you open the file with Excel __ Highlight the column with the amounts Format as numbers __ Enter a SUM calculation at the bottom of the Trial Balance to test for 0 __ Edit width and delete any unwanted columns as necessary ___ Resave as an xlsx Excel File We recommend that the QuickBooks chart of accounts be numbered as desired before attempting to export the Trial Balance though the CSV export file can be edited with Microsoft Notepad or Excel before you import the data into your program QuickBooks is a registered trademark of Intuit Inc Page 14 of 13 Revised 10 4 2013 5 25 PM
12. izard ALON The installer will guide you through the steps required to install TrialB alanceE sporter on your computer WARNING This computer program is protected by copyright law and international treaties Unauthorized duplication or distribution of this program or any portion of it may result in severe civil or criminal penalties and will be prosecuted to the maximum extent possible under the law 3 Check the Everyone option and change if desired the drive in which the application needs to be installed TBX must be installed on the same drive as the QuickBooks program Click the Next button pg TrialBalanceExporter Select Installation Folder The installer will install TrialB alanceE porter to the following folder To install in this folder click Next To install to a different folder enter it below or click Browse Folder C Program Files T BX T rialB alanceE sporters Browse Disk Cost Install TrialBalanceExporter for yourself or for anyone who uses this computer Everyone O Just me Gore Gabe a QuickBooks is a registered trademark of Intuit Inc Page 5 of 13 Revised 10 4 2013 5 25 PM 2 0 Installation 4 Click the Next button one more time fg TrialBalanceExporter e Confirm Installation EA The installer is ready to install TrialBalanceE xporter on your computer Click Next to start the installation
13. king all unused class codes a sub of a class named Z If you need assistance with your data file we are available for QuickBooks consulting at a rate of 75 00 per hour one hour min QuickBooks is a registered trademark of Intuit Inc Page 13 of 13 Revised 10 4 2013 5 25 PM Appendix A Export Checklist for CSV formatted file TRIAL BALANCE EXPORTER Once your client s QuickBooks file has been reviewed edited and approved Ready the QuickBooks file for first time use Open client s QuickBooks file qbw Log in as ADMIN Single User Mode This is the default if no other users are set up Verify that the account numbers are activated in the company preferences Minimize QuickBooks so that it is open in the background Open TBX program lt E 2 En Print QuickBooks Reports to test Trial Balance Know the answers Test As of __ QuickBooks Trial Balance report if not using class codes __ If using class codes print a P amp L with class code columns Test Net Change __ Comparative Balance Sheet with sub column Change __ Print P amp L report for desired date range with or without classes Second time use The second option can be used if QB is not open Browse for the file __ Know where the file is located Press Ctrl 1 within QuickBooks for the path and file name __ If it fails open the file and use the first option on the open file to ver
14. nceExportutility Certificate Information This application does not have a certificate QuickBooks cannot verify the developer s identity QuickBooks Solutions Marketplace Search for information about this application at the QuickBooks Solutions Marketplace Do you want to allow this application to read and modify this company file No Yes prompt each time Yes whenever this QuickBooks company file is open cS iS not running Yes always allow access even if Quickt Login as Admin x Allow this application to access personal data such as Social Security Numbers and customer credit card information Tell me more Continue Cancel Help e QuickBooks authorization window will not come up TBX requires installing QBFC10 dll You may have another 3 party app using an older version TBX will not overwrite the old version Please call e Error getting company FY info Year Month and Day parameters when trying to pull a class code export Did you just convert from online QuickBooks If so is your company name missing in the Company Information screen e Date error messages about Year Month amp Day parameters TBX requires your system date and region to be English United States e Records not found error message Also check your system date format mm dd yy e Two Retained Earnings figures The Use Account Number feature was not turned on e A P and A R missing Check the Reports Basis set
15. nge The P amp L net profit should match the net change in YTD net income on the Balance Sheet 3 2 Prepare the QuickBooks File and know your File Path REQUIRED Use Account numbers must be turned on in the company preferences REPORT BASIS The Reports Basis setting in the company preferences determines the basis for the Trial Balance Preferences zd Accounting My Preferences Company Preferences y OK l e His Cancel A Checking Summary Reports Basis Reports Show Accounts by le piste Hel ae Desktop View o Accrual Name only hep Fay Finance Charge Cash Description only Default Pa General Name and Description integrated Applications Aging Reports Also Sex E Items amp Inventory Age from due date Statement of Cash Flows General Jobs amp Estimates 9 Age from transaction date Click here to assign accounts to sections of the Statement of Multiple Currencies Cash Flows Es Payments Classify Cash s Eormat Classify Cash q Payroll amp Employees Ja OCN COP fy Reminders Reports amp Graphs KNOW WHERE YOUR DATA FILE IS To find the location of the QuickBooks QBW file press the Ctrl and 1 keys while in QuickBooks to access the QuickBooks Product Information window Write down the path location and file name QuickBooks is a registered trademark of Intuit Inc Page 7 of 13 Revised 10 4 2013 5 25 PM 4 0 Using Trial Balance
16. nimize QuickBooks before starting TBX e Select the first option Use Open QB Company e Click the Test Connection button The following window should pop up If hidden look for it on the Start Bar e Give TBX Trial Balance Exporter access rights to read the data file as shown Properties TrialBalanceExportUtility x Access Rights Details a Prompt before allowing ac Y Allow this application to login automatically A Login as Admin X p Allow this application to access Social Security Numbers customer credit card information and other personal data Tell me more QuickBooks is a registered trademark of Intuit Inc Page 8 of 13 Revised 10 4 2013 5 25 PM 4 0 Using Trial Balance Exporter 4 1 Choose QB File to Use SECOND TIME USE e You do not need to open the QuickBooks data file e Select the second option Use Open QB Company e Browse for the data file e Click on the Test QB Connection button If it fails it is usually because access rights are not set up in the QuickBooks file or there is a user access rights issue with the folder that contains the data file 4 2 Click on Test QB Connection e If it fails using the first option data file must be open in the background e If it fails using the second option retry the first option on the data file 4 3 Exporting Options e Net Change within a date range or As of e Enter dates for th
17. ot anything we can control The CSV file will be fine Excel does not assume that data is text so it uses a general format unless the answer is longer than allowed We suggest importing the file into Excel vs simply opening the file Files imported into Excel offer a wizard that enables you to format columns as text e Toimport into your program please refer to your program s import specifications and instructions QuickBooks is a registered trademark of Intuit Inc Page 10 of 13 Revised 10 4 2013 5 25 PM 5 0 Updating and Uninstalling TBX 5 1 Uninstalling TBX To uninstall TBX use the Windows Add or Remove Programs function Windows XP in the default XP view 1 From the Start Menu select Control Panel 2 Click the Add or Remove Programs icon 3 Scroll down until you find the program entitled Trial Balance Exporter and click Remove Windows 95 98 Me NT 2000 and XP in Classic View 1 From the Start menu select Settings and then Control Panel 2 Double click the Add Remove Programs icon 3 Scroll down until you find the program entitled Trial Balance Exporter and click Add Remove 5 2 Updating TBX We do not release updates for TBX but will periodically issue completely new versions The new install of TBX should uninstall the old version automatically Updating current user configuration files Prior to version 4 4 the user s configuration files were stored in a folder called TBX
18. ting in the company preferences Is it set to Cash Basis e Ifany figures present in a scientific notation due to extra long answers this is a limitation of Excel and is not anything we can control The CSV file will be fine Excel does not assume that data is text so it uses a genera format unless the answer is longer than allowed We suggest importing the file into Excel vs simply opening the file Files imported into Excel offer a wizard that enables you to format columns as text e Out of balance Check retained earnings and see if an entire class code is missing You have a corrupt data file e After you enter a csv name and press Export it simply fails Are you logged into QuickBooks as a user with full sensitive reporting rights Try logging in as Admin QuickBooks is a registered trademark of Intuit Inc Page 12 of 13 Revised 10 4 2013 5 25 PM 7 0 Support do hope that you find my TBX program user friendly and easy to use If you do have any question please email me at Support asbinc net Feel free to call me at the office at 912 898 1707 but keep in mind that we are an accounting firm and may not always be available to take your call Please say that you are calling about the TBX program Enjoy Sara Laidlaw Corrupt Data File If you have a corrupt QuickBooks data file there are routines such as verifying and rebuilding the data making a portable backup and restoring it resorting all lists and ma
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