The QuickBooks export is used to generate a file that can be imported into your QuickBooks account to create invoices for options and bookings and for further reporting.
From the Options / bookings module, you can create a QuickBooks Report following these steps:
Apply filters on the ‘Options/Bookings’ page to the reservations you want to include in the Options/Bookings QuickBooks report (by default, all Options/Bookings displayed in the Options/bookings page should be displayed in the QuickBooks report)
Click «Export» button to the right of the corner
Tip: Please contact our team to make sure that QuickBooks Feature is enabled in your profile
On the pop-up that opens up:
In the ‘Report type’ block, choose «Options/Bookings for QuickBooks»
In the «Send report to» block, specify the email where you want to receive the report
QuickBooks report structure
The QuickBooks report contains the following columns:
InvoiceNo
Customer
InvoiceDate
DueDate
Terms
Location
Memo
Item(Product/Service)
ItemDescription
ItemQuantity
ItemRate
ItemAmount
ItemTaxAmount
Currency
QuickBooks report contains all records on the Option details page opened in the Fleet profile (except the included extras), that affect the Option Total price. Each record is displayed in the report in a separate row.
The following record types are displayed in the QuickBooks report in the 'Item(Product/Service)' column with the corresponding name:
Liveaboard trip - trip price
Guests discount - discounts applied on the guest level
Special offer discount - special offer discount on the Guest level
Guest`s surcharge - guest`s surcharge
Extra service - paid in advance extra services added on the Guest level
Group plan discount - Compound, Group rate plan, or Group Special offer discount
Full сharter trip - charter trip price for options created under Fixed Full charter rate plan or Special
Full сharter discount - discount of Fixed Full charter special offer
Reservation discount - discounts applied on the reservation level
Obligatory surcharge - obligatory surcharges
Tax - obligatory extra of 'Tax, %’ type
Custom surcharge - surcharges manually added on the reservation level
Agency commission
The 'ItemDescription' column is populated depending on the record type described above:
Liveaboard Trip: Cabin name, Occupancy
Guests discount: Discount name
Special offer discount: Special offer name
Guests surcharge: Custom surcharge name
Extra service: Extra name
Group plan discount: Rate plan/Special offer name (if applicable)
Full charter trip: Full сharter
Full charter discount: Special offer name (if applicable)
Reservation discount: Discount name
Obligatory surcharge: Obligatory surcharge extra name
Tax: Tax extra name
Custom surcharge: Surcharge name
Agency commission: Commission
The 'ItemQuantity' column is populated with '1' for all record types, except for ‘Extra service’ and ‘Obligatory surcharge’.
If the record type is ‘Extra service’ then the 'ItemQuantity' column is filled with the value defined for that extra - for example, the number of items, days, nights, diving days, etc. - based on what was set for the selected Guest
If the record type is ‘Obligatory surcharge’, then the 'ItemQuantity' column is filled with the number of guests in the reservation.