Using the Export via the Internet option for QuickBooks

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Important reminder!

Licenses for Payroll CS, Trial Balance CS, and Write-Up CS (but not Engagement CS) permanently expired on March 1, 2017. CSA will not include 2017 tax rates or payroll forms, so, for 2017 and beyond, you will need to process payroll in another application. We recommend Accounting CS Payroll and myPay Solutions. For more information, see the following topics.

Note: Accountant's Assistant is provided with the CBS Master License.

If you and your client who uses a currently supported version of QuickBooks both have reliable Internet connections, you may want to enable the Export via the Internet feature for that client, thus eliminating the need to send these files via removable media or email:

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Processes for Account Balances Only imports from and transfers to QuickBooks Pro (Accountant's Assistant or Trial Balance CS)

Setup process

  1. From the CSA main window, choose:
    • (for Accountant's Assistant users) Utilities > Accountant's Assistant > QuickBooks Pro - Account Balances Only
    • (for Trial Balance CS users) Utilities > Import > QuickBooks Pro Account Balances
  2. In the QuickBooks Data Options dialog, click the Generate CSA Information for QuickBooks option, mark the CSA Information file checkbox, and then click OK.
  3. Specify the target folder for the CSA Information file to be generated and click OK to have the application create an encrypted file in that location. The CSA Information file contains only your firm ID and the CSA client ID in a format that can be read by the CS QuickBooks Data Utility.
  4. When prompted to confirm the location of the CSA Information.<clientid> file, click OK.
  5. Verify that your client has received and installed the CS QuickBooks Data Utility v.11.0.
  6. Transmit the CSA Information.‹clientID› file to your QuickBooks client and have them copy it to the same folder location where they have installed the CS QuickBooks Data Utility.

Note: If your client uses QuickBooks Pro through Right Networks, the CS QuickBooks Data Utility is installed for them automatically to the H:\Program Files\Creative Solutions\QB Data Utility\ folder.

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Export and retrieval process

  1. When preparing to export data, the checkbox option in the CS QuickBooks Data Utility dialog called Export via the Internet is already marked to signify the client's export data is to be sent via the Internet directly to the servers at our network of secure data centers. (This checkbox is marked by default if the CSA Information.‹clientID› file is detected in the Utility folder.)

    Notes

    • The client will be able to transfer only *.qbexportdata files to the server. The client's data backup files are not transmitted to our servers.
    • If necessary for any reason, the client can clear the Export via the Internet checkbox and browse to a local folder to place the export files for subsequent transmittal via removable media or email.
  2. When you're ready to retrieve the client's export data, open the QuickBooks Data Options dialog again and click the Retrieve QuickBooks data option, mark the checkbox called QuickBooks company file has been opened in QB 2006, or higher, verify that the Retrieve from CS Secure Server option is marked, and click OK.
  3. Click Yes at the prompt to back up the client's CSA data. When the backup is complete and you click Done, the application will automatically retrieve the client's export file directly from our servers.

    Notes

    • If more than one QuickBooks export file is currently stored on the server, you can select the appropriate file from a selection dialog that opens automatically.
    • As an additional data safety feature, an archive copy of the client's export file is automatically stored in your d:\Wincsi\CSAsys\QBArchive\Export folder as part of the retrieval process.

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Transferring transactions to QuickBooks Pro

See Transferring transactions from CSA to QuickBooks

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Processes for full data imports from and transfers to QuickBooks Pro (Accountant's Assistant)

Setup process from within Accountant's Assistant

  1. From the CSA main window, choose Utilities > Accountant's Assistant > QuickBooks Pro.
  2. From the Accountant's Assistant workspace, choose Setup > Miscellaneous Information, mark the Export via the Internet checkbox, and click OK.
  3. Choose Tasks > Generate CSA Information (or click the Generate button on the shortcut bar) and specify an appropriate folder location. Click OK to have Accountant's Assistant create an encrypted file in that location called CSA Information.‹clientID›. This file contains only your firm ID and the CSA client ID in a format that can be read by the CS QuickBooks Data Utility.
  4. Make sure the client has received and installed the CS QuickBooks Data Utility v.11.0.
  5. Transmit the CSA Information.‹clientID› file to your QuickBooks client and have them copy it to the same folder location where they have installed the CS QuickBooks Data Utility.

Notes

  • To enable the Export via the Internet option for an Account-Balances Only import from QuickBooks, you must complete the setup steps listed above.
  • If your client uses QuickBooks Pro through Right Networks, the CS QuickBooks Data Utility is installed for them automatically to the H:\Program Files\Creative Solutions\QB Data Utility\ folder.

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Export and retrieval process

  1. When preparing to export data, the checkbox option in the CS QuickBooks Data Utility dialog called Export via the Internet is already marked to signify the client's export data is to be sent via the Internet directly to our servers. (This checkbox is marked by default if the CSA Information.‹clientID› file is detected in the Utility folder.)

    Notes

    • The client will be able to transfer only *.qbexportdata files to the server. The client's data backup files are not transmitted to our servers.
    • If necessary for any reason, the client can clear the Export via the Internet checkbox and browse to a local folder to place the export files for subsequent transmittal via removable media or email.
  2. When you're ready to retrieve the client's export data, simply click the Retrieve button on the shortcut bar within the Accountant's Assistant > QuickBooks Pro workspace, and then click Yes at the prompt to back up the client's CSA data. When the backup is complete and you click Done, the application will automatically retrieve the client's export file directly from our servers. You may review the data in Accountant's Assistant after retrieving it and before transferring it to CSA.

    Notes

    • If more than one QuickBooks export file is currently stored on the server, you can select the appropriate file from a selection dialog that opens automatically.
    • As an additional data safety feature, an archive copy of the client's export file is automatically stored in your d:\Wincsi\CSAsys\QBArchive\Export folder as part of the retrieval process.

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Transferring transactions to QuickBooks Pro

See Transferring transactions from CSA to QuickBooks

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