One of the issues with sending data to an external accounting system is getting a quick confirmation that the data in your external accounting system actually matches what S2k data says. S2k has created an easy and quick way to compare the 2 sources of data. Go to the S2k menu/Accounting/PostData to Accounting then click on the option “Compare P&L between S2k and QB” :
Before doing this make certain that you are connected with the same PC that has your QB database and open QB up so you can easily ascertain errors if they exist.
Now once you have run the above report you will notice that this site has issues in May – there is a significant difference on each sales and COGS type. This can be caused by many reasons but ahs a simple solution.
Now in QuickBooks run the same P & L and the go to the detail in one of the sale types:
Overall P & L looks like this and matches what S2k shows for the QuickBooks Amount (look above at the Sales:BIODSL = $ 23,351.51 in each report):
Now double click in QuickBooks on the Sales:BIODSL and you will see the following detail:
Now double click on the first one in the QuickBooks list and you will see the detail of that transaction:
Now delete that transaction using the control “D” feature in QuickBooks. You will also have to do the same for C-Store sales as S2k normally sends over one transaction for Fuel and one for C-Store.
Now re run that compare feature and you will see the issue is fixed:
Normally S2k and QB will be a few pennies out what is normal. Then compare the Non-Fuel report as shown below:
Now both match. Do not forget to check both fuel and non-fuel sales if a problem exists, and remove the extra record in both.
Sometimes you will see errors that actually ok. This can be that you have entered other data directly into QuickBooks for maybe some COGS accounts. Just make a note of these amounts to compare.