The first thing to consider when exporting invoices, sales entries or an inventory adjustment from MarginEdge is how your accounting system integration is configured. To find these settings, go to Setup > Integrations and select your accounting system.
Here you will see drop-downs that specify how MarginEdge syncs with your accounting system. These settings can be set individually for orders (invoices), sales entries (daily sales journals) and inventory entries (inventory adjustments).
To adjust your settings, click on the dropdown menu and select your preferred sync option. The options are:
- Automatically – As soon as we finish processing an invoice, have received a balanced sales entry or you have posted an inventory adjustment to accounting, we will automatically sync with your accounting system and export the data.
- Only Manually Selected – When we finish processing invoices, have received a balanced sales entry or you have an inventory adjustment to post, these transactions will appear in your export page where you can manually select and export them to your accounting system. All data will immediately populate in your MarginEdge reports, and invoices can be paid with Bill Pay; however, nothing will flow into your accounting system until you manually send the data.
- Pause Temporarily – This option will prevent any data from exporting to your accounting system until you select a different option.
Exporting in Manual Mode
By default, all restaurant units in MarginEdge are set to manual. To export to your accounting system, go to Accounting > Export. Here you will see everything that is ready to export.
By default, this list will display only items dated within your current accounting period. However, by changing the date range selector you can choose any date range you desire.
If there are invoices that have not finished reconciling (because MarginEdge is still processing them) or they are in error status outside your selected date range, you will see a notification on the top of the page (see example below).
Export Screen statuses and what they mean:
Ready to export to your accounting system
Anything in pending status has been sent to your accounting system but may not have been received yet. Usually, refreshing your browser window will change this status to Sent.
Successfully exported to your accounting system
The vendor needs to be mapped or adjusted before this invoice can be exported to your accounting system. Click here for instructions on how to map your vendors.
Export to your accounting system has failed. Click the Error text in red and a pop-up will appear that shows the error message. If you are unsure how to resolve the error, email email@example.com and we will help you fix it. Daily sales journals that are not balanced will automatically be in error status. If you click the error status, you will see the message, “total debits do not equal total credits.”
Transactions will not be exported to your accounting system. By default, anything in skipped status will not appear on your export screen; however, you can view skipped invoices by changing your filter settings.
By default, your export screen will show all invoices, sales entries or inventory adjustments in in Ready, Pending, Needs Attention or Error status. To adjust what is included or excluded click the filter button.
How to Manually Export to Accounting
To export to your accounting system, click the checkbox on the left side of the screen (this can be done one line at a time, or you can select everything you want to export at once) and press the green Send button. This data will then flow over to your accounting system.
To export to your accounting system, select any invoices or journal entries you would like to export:
Click the green Send button.
The status will change to Sent in MarginEdge.
Your data will appear in your accounting system (example below from QuickBooks Online):
Skip Sending to Accounting
To skip sending data to your accounting system, repeat the same process, but click Skip instead of Send. This will keep the information in MarginEdge but clear the selected item(s) from your export screen.
Exporting in Automatic Mode
In automatic mode, invoices, payments, sales entries, and inventory adjustment will export to your accounting system without any manual import selection. The accounting export screen will still store all the invoices and journal entries exported to your accounting system and show any invoices that have failed to import because they need mapping or are in error status.