Accounting - Receipts Export

Overview:

Receipts are vendor invoices that have been entered or imported into your COGS-Well system. The Receipts Export feature will export these Receipts to your Accounts Payable system, for the date range and the Vendor you select. This feature does not make sense to utilize if you are already exporting invoices to an Accounts Payable system via an AP Automation system, or importing them into AP directly from your Vendor. 

Things to know!

• This feature will only be available and visible to Users that are given access to it. 
• You will only want to utilize this feature if you are not already importing invoices into your accounts payable system directly from a vendor, or from a vendor invoice system like Plate IQ. 
• The Receipts Export feature is enabled in Company Settings. 
• COGS-Well will export "Invoice Summary" information to your accounts payable. Vendor, date, invoice number, invoice amount, and aggregated costs by Inventory Category are posted to accounts payable. The invoice amount will post to your balance sheet accounts payable account.  
• There is an option in Company Settings to require Receipts to be approved before they can be exported to Accounts Payable. If this option is enabled, only Approved Receipts can be exported.  If you would like more information then please click this link to Approve Receiving. 
• An Integration to your accounting system must be set up before you run this function.  COGS-Well support sets up Accounting Integrations for you as part of the initial system setup.  If you are uncertain, please contact GOGS-Well support. 
• A GL (General Ledger) Account Map must be set up before you run this function.  COGS-Well support sets up GL Account Maps for you as part of the initial system setup.  If you are uncertain, please contact COGS-Well support. GL Account Maps can be accessed via Accounting > Setup > GL Account Maps.

Receipts Export

To export invoice Receipts from GOGS-Well to your accounting system navigate to Accounting>Receipts Export. The name of your Accounting system should show before the hyphen for Receipts Export.  After selection, a Receipts Export  Criteria screen like below will be displayed. 

Criteria Tab: 

Begin Date: Select the Begin Date (beginning date range) for the Receipt transactions (invoices) that you want to export to your accounts payable system.

End Date: Select the End Date (ending date range) for the Receipt transactions (invoices) that you want to export to your accounts payable system. 

Due by Date: If you only want to export Receipts that are due on or before a Due Date, use the drop-down to select the date.  

Vendor Group: If you only want to export for a certain group of Vendors, and if you have set up and assigned vendors to Vendor Groups, then use the drop-down to select your desired Group. 

Vendor: If you only want to export for a specific vendor, then use the drop-down to select your desired Group. 

Next or Close: The next button will advance you to the Entry tab. The close button will close this transaction. 

Receipts for Export Tab: 

After you have selected your criteria, click on the Next button or on the Receipts for Export tab, and data for the Criteria you entered will display. If nothing displays that means there is no data for your criteria. The display is showing a list of receipts that will be exported to AP based on your criteria. 

Export: If you are ready to export all the Receipts that are displayed, then select Export.

Close: Close will close the transaction. 

Change Export Status on Invoices: 

This feature is ONLY applicable to customers who are exporting invoices from COGS-Well to their accounts payable system. If an invoice was exported to accounts payable in error or you would like to correct information on an invoice that was exported, you can flag that invoice as not exported on the Receipts Export display in Accounting>Receipts Export feature. You can also flag an unexported invoice as exported. An example is below: