Table of Contents
Purpose
You can export the End of Month Revenue Tab and Expense tab entries from Aspire into a .csv file that can be imported into the accounting system OR entered manually.
📑 If you need directions about Transaction Pro click here and read this article.
Set Up in Aspire
To be able to export the EOM Revenue and Expense tab, you will need to complete the setups in Aspire located in Administration ▶️ Application ▶️ Lists and in the Divisions and Payment Categories of Lists.
As you go through the setup, you can enter a chart of accounts number or just a description of the account that each line will be coded to on the export.
For example, at A/R Account you could enter 11000 (as the chart of accounts number) or enter Accounts Receivable as a description from the Chart of Accounts. What you enter there will show on the export under the Account column.
In your Accounting System
Before the setup process, make sure these accounts are set up in the chart of accounts in your Accounting system.
The following accounts (Account Name - Account Type) will need to be added to your Accounting System if they are not already setup. Assign account numbers (QBD) or just use the description throughout this setup.
Accounts Receivable – Accounts Receivable
Inventory Holding (Parent Account)
Inventory Holding Material (sub account) – Other Current Asset
Inventory Holding Equipment (sub account) – Other Current Asset
Inventory Holding Subcontractor (sub account) – Other Current Asset
Inventory Holding Other (sub account) – Other Current Asset
Over/Under (Earned Revenue > Invoiced Revenue) – Other Current Asset
Only required if you are reporting Earned Revenue
Sales Tax Payable – Other Current Liability
Needed only if you bill tax to your customers
Over/Under (Invoiced Revenue > Earned Revenue) – Other Current Liability
Only required if you are reporting Earned Revenue
Revenue – Income*
*Revenue Account for each division if the COA is setup to that detail
Revenue Variance – Income
Only required if you are reporting Earned Revenue
Invoice Adjustments – Income
Miscellaneous Invoice Revenue - Income
Cost of Goods Sold Material – COGS**
Cost of Goods Sold Equipment – COGS**
Cost of Goods Sold Subcontractor – COGS**
Cost of Goods Sold Other – COGS**
**COGS Account for each division if the COA is setup to that detail
Enable EOM Accounting Export
In Configuration ▶️ Accounting Sync you will need to enable the End of Month Accounting Export feature and map accounts to the Accounting System Chart of Accounts.
To open the Configuration screen:
Select your Profile Icon and select Administration from the menu
From Administration, click on Configuration..
Select the Accounting Sync tab.
Click to put a checkmark in the field labeled, Enable EOM Export. When this box is selected additional fields will be displayed at the bottom of the screen.
Complete the fields that are appropriate for your company
The additional fields that are displayed include:
Export Revenue Type (required): Select either Invoiced or Earned depending on how you report revenue on your Profit & Loss Statement.
If you select Invoiced, the debit amounts under A/R on your End of Month report on the Revenue tab will be used as the credit amounts to your revenue accounts.
If you choose Earned, the credit amounts under Earned Revenue will post as credits to your revenue accounts.
Sales Tax Payable (optional): If you charge sales tax to your customers, enter the GL Liability account number or a description from your Chart of Accounts. The amount from the End of Month report, Revenue tab, under the Revenue section for Sales Tax will post as a credit to this account.
AR Account (required): Enter your Accounts Receivable account number or a description from your Chart of Accounts. The total of the amounts from the End of Month report, Revenue tab, in the A/R section will post as a debit to this account.
Sales Tax Vendor Account (optional): If you charge sales tax to your customers you will need to complete this field. Enter the Vendor name, exactly as it appears in QuickBooks in the Vendor Center. If you have multiple vendors you can add - Sales tax Vendor.
Equipment Account (required): Enter your Inventory Holding – Equipment Rental account number or a description from your Chart of Accounts. The amount from the End of Month report, Expense tab, for Holding Equipment will post as a credit to this account.
Other Account (required): Enter your Inventory Holding – Other account number or a description from your Chart of Accounts. The amount from the End of Month report, Expense tab, for Holding Other will post as a credit to this account.
Invoice Adjustments Account (required): Enter the Invoice Adjustments account number or a description from your Chart of Accounts. The amount from the End of Month report, Revenue tab, under the Revenue section for Invoice Adjustments will post as a credit to this account.
Over/Under Account: This field will be required if you selected Earned for the Export Revenue Type. Enter either the Invoiced Revenue ▶️ Earned Revenue account number or a description from your Chart of Accounts or the Earned Revenue ▶️ Invoiced Revenue account number or a description from your Chart of Accounts. The amount from the End of Month report, Revenue tab, under the Revenue section for Over/Under will post as a debit or credit to this account.
Misc. Invoice Account (required): Enter the Miscellaneous Invoice account number or a description from your Chart of Accounts. The amount from the End of Month report, Revenue tab, under the Revenue section for Misc. Invoices will post as a credit to this account.
Material Account (required): Enter your Inventory Holding – Material account number or a description from your Chart of Accounts. The amount from the End of Month report, Expense tab, for Holding Material will post as a credit to this account.
Sub Account (required): Enter your Inventory Holding – Subcontractor account number or a description from your Chart of Accounts. The amount from the End of Month report, Expense tab, for Holding Sub will post as a credit to this account.
Division Account Numbers
When the Enable EOM Export checkbox is checked, Aspire will add additional fields to the Division screen available under Lists in the Application screen. These fields allow the user to specify account numbers in the accounting system that tie to each division.
To open the Division Lists screen:
Hover over your profile icon and select Administration.
From the Administration screen, click on the Lists in Application.
In the drop-down, select Division.
Click on a Division name to select it.
The additional fields that will be added to this screen include:
Revenue Account Number (required): Enter the Revenue account number or a description from your Chart of Accounts for this division. The amount from the End of Month report, Revenue tab will be posted to this account for this division.
If you are reporting Invoiced Revenue, the amount in the A/R section will post as a credit to this account number.
If you are reporting Earned Revenue, the amount under the Revenue section will post as a credit to this account number.
Material Expense Account Number (required): Enter the Cost of Goods Sold Material account number or a description from your Chart of Accounts for this division.
The amount from the End of Month report, Expense tab, for the Material expense will be posted as a debit to this account.
Equipment Expense Account Number (required): Enter the Cost of Goods Sold- Equipment Rental account number or a description from your Chart of Accounts for this division.
The amount from the End of Month report, Expense tab, for the Equipment expense will be posted as a debit to this account.
Sub Expense Account Number (required): Enter the Cost of Goods Sold Subcontractor account number or a description from your Chart of Accounts for this division.
The amount from the End of Month report, Expense tab, for the Sub expense will post as a debit to this account.
Other Expense Account Number (required): Enter the Cost of Goods Sold Other account number or a description from your Chart of Accounts for this division.
The amount from the End of Month report, Expense tab, for the Other expense will post as a debit to this account.
Payment Category Account Number
When the Enable EOM Export checkbox is checked, Aspire adds an Account Number field to the Payment Category screen available under the Lists option on the Application screen.
🧠 A Payment Category is a list of choices that can be added to Credit Memos in Aspire if the Credit as Expense box is checked.
Hover over your profile icon and select Administration.
From the Administration screen, click on Lists in Application.
In the List Name drop-down field, select Payment Category.
Click on a Payment Category Name to select it.
This field allows the user to specify account numbers or a description from your Chart of Accounts that tie to each payment category (i.e. Maintenance Credit, Discount, Bad Debt, etc.). In the Account Number field enter in the account number or a description from your Chart of Accounts you want associated to this payment category.
Exporting the End of Month Revenue and Expenses, once end of month accounting export has been set up provides options in the Bulk Actions menu for performing the export:
Export Revenue
Export Expense
By default, the file will be created for the last month’s amounts. If you need amounts for an earlier period, select the date range before creating the export file. The export for Revenue and Expense can be done from any of the tabs in the End of Month report.
After selecting the export needed, a message will appear letting you know the download has completed. The exported .csv file can then be opened or saved and used to import the data into your Accounting System or enter manually.
Exporting the End of Month Revenue and Expenses
This is how the export will look in the Excel file. The Account File will be the information you have entered in each section in Aspire.
If you use a chart of account number, that number will show under Account. If you choose to enter a description, that description will show under Account.
The following lines on the EOM Revenue tab will export as one total. To breakout this total to more detail, you will need to drill into the $ amount of each one on the End of Month Revenue tab and manually adjust the detail on the journal entry and enter into your accounting system:
Invoice Adjustments (will only export if the exporting as Earned Revenue)
Revenue Variance (will only export if the exporting as Earned Revenue)