When you create a folder, you are prompted to connect the folder to your online accounting. If you have not done so, please connect the folder to your QuickBooks online so you can proceed with the data export.   

Export destination and document status

By default, your Folder will export the data to Purchases -  Bills (or Sales - Invoices). You can change the export destination in the document detail.

First-time export

When you export a document for the first time into QuickBooks Online, you need to pair the supplier names on the invoices with your contacts in QuickBooks Online. Datamolino remembers the pairing for future use. This is necessary so Datamolino does not create contact duplicates in your online accounting. 

Here are the steps:

  1. Under QuickBooks Contact, click 'Select contact' to pair the right contact from the dropdown

  2. For any new contacts, click 'Add contact' to create them in QuickBooks directly from Datamolino.

  3. To finalise the export, select the ledger account, tax code and if needed also tracking categories.

  4. Click 'Save changes'

  5. After you review and select all invoice details, click 'Export' to send your data to QuickBooks company.

and select details from dropdowns:

Datamolino will remember the 'supplier name, ledger account, tax code, tracking categories combination for the future. This means that the 'hard work' of coding invoices happens only for the first time. The next time you import invoices from the same supplier, Datamolino automatically suggests remembered coding and you only need to review the settings and adjust when necessary.

Important Note:

  • Datamolino will export the Total of the invoice as Tax inclusive and Quickbooks calculates the tax based on the Tax Code selected in the dropdown.

  • For line items that contain only NET amounts, Datamolino exports NET as Tax exclusive and Quickbooks calculates the tax based on the Tax Code selected in the dropdown.

Individual export

You can review the invoices one by one and export them as you go. This is preferable if you suspect there could be OCR based errors in the data due to invoice image quality. 

Just click on the first invoice in the invoice list, review the data in the invoice detail, adjust the coding and click export if everything is OK. 

If the document has no immediate errors, Datamolino will show you the next invoice in line that is ready for export. This is a quick way to review the invoices that you need to process and export into QuickBooks Online. (This method also works when you filter out a subset of invoices by using the search and filter function.)

Batch export

Another option is to export multiple invoices at once.

This is a good choice if you know the extracted data is correct and do not need adjustments in the figures or invoice descriptions.

Our clients usually prefer this method of export for supplier invoices that have been uploaded as digital PDFs or where the scan quality reliably gives good results.

Here are the steps:

1. Inside the folder, just click the checkboxes next to the invoices you want to export. To select all invoices on the page, click the checkbox on the top left next to 'supplier'.

2. Click 'Export to QuickBooks'.

3. An export pop-up window will appear to let you adjust coding for each invoice and export multiple invoices at once.

4. To finalise the export, scroll down and click EXPORT button.

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