Accounting Export

Hand your invoiced orders to your books as one file, CSV or a Sage 300 invoice batch, and never send the same invoice twice.

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Accounting Export

If your books are not in QuickBooks Online, Sporeline can hand them your invoices as a file. You export the invoiced orders that haven’t gone to the books yet, Sporeline makes one file, and each order in it is marked with that export so it never goes out a second time. Your bookkeeper imports the file into your accounting system.

There are two kinds of file:

CSV, one row per invoice line, which any spreadsheet or accounting system can read.
Sage 300 AR invoice batch, a workbook laid out the way Sage 300’s Accounts Receivable invoice import reads it.

The export is for farms whose invoices live outside QuickBooks Online. While QuickBooks is set to Full invoicing, QuickBooks is where your invoices go, so the export can’t be turned on. Choose Packing lists only or Off for QuickBooks first.

Who can do it

Managers and Owners. Workers and Viewers don’t see the page. API keys can’t run an export.

Turn it on

Go to Settings and open Optional features.
Turn on Accounting export (file). It starts as CSV.
To get the Sage 300 file instead, go to Settings > Integrations, find the Accounting export (file) card and pick Sage 300 AR invoice batch under File.

Turning it off hides the card and the page. Exports you already made stay in the list of past exports, and the orders keep their marks.

Export invoices

Go to Settings > Integrations > Accounting export (file) and select Open.
The list shows the orders marked Invoiced or Paid that haven’t gone to the books yet, with invoice number, customer, invoice date and total. It looks through your newest orders first; if there may be more, select Look for more. Every order starts ticked; untick any you want to leave for later. The selected total updates as you go.
Select Export N invoices. Sporeline shows the file first and writes nothing yet: check the number of invoices, the total and any notes under it.
Select Confirm export. Sporeline marks each order with the export and gives you Download the file.

You can export up to 95 invoices at a time. If more are waiting, export again and the rest appear. If the page loses its connection while exporting, select Confirm export again: the same invoices are never put in a second file.

If someone else exported some of the same invoices a moment before you, those are left out of your file and named on the page, so no invoice is in two files.

Orders imported from a QuickBooks report and sample orders are never listed: their invoices are already in QuickBooks, or they aren’t real.

Invoices already typed into the books

While you are moving to Sporeline, some invoices may already be in your books because someone typed them in by hand. Mark those so they are never exported on top:

Tick the orders.
Select Mark as keyed by hand.
Write the reason (for example “typed into the books in March before the export was set up”) and select Mark N as keyed.

The orders leave the list. The reason, who marked them and when are kept on each order and in the farm’s activity report. A reason is required.

Sporeline marks only the invoices as the page showed them. If someone edits one of the ticked orders after you opened the page, nothing is marked and the page reloads with the new total, so you can check what is in your books before marking them again.

Invoices changed after they went to the books

An invoiced order can still be edited, for example to add shipping or fix a price. If you edit one after it went to the books, your books still hold the old total. Sporeline does not send it again on its own, so the invoice is never in your books twice. Instead it appears under Changed after export at the top of the page, with the total your books hold and the total now.

Voiding an invoice after it went to the books puts it on the same list, marked “Voided here. Void it in your books.” Void it in your books first, then record it here as below.

Correct the invoice in your books.
Select Corrected in the books next to it.
Write what you changed (for example “added $25 shipping in Sage”) and select Save correction.

The invoice leaves the Changed after export list. If someone edits the order again while you are doing this, Sporeline does not record the correction: the page reloads with the new total so you can check your books against it first. The reason, who recorded it and when are kept on the order and in the farm’s activity report. Editing only the notes on an order does not put it on this list, because the notes are not on the invoice.

Download a file again

Past exports lists every export, newest first, with when it ran, how many invoices it held, its total and who ran it. Select Download again for a fresh link to the same file. An export of invoices that had already gone once shows Re-export.

What the CSV columns mean

Column	What it holds
`invoice_number`	The number on the invoice PDF: the order number, or SPRL- and the first 8 characters of the order id when the order has none.
`order_id`	Sporeline’s id for the order.
`order_number`	The order number as Sporeline shows it.
`invoice_date`	The day the order was marked invoiced, on your farm’s calendar (the same date as the invoice PDF).
`customer_name`	The customer.
`customer_accounting_code`	The customer’s number in your books, when the customer has one. Blank otherwise.
`bill_to`	The billing address on the invoice.
`po_number`	The customer’s PO number on the order.
`terms`	The payment terms on the invoice.
`line_number`	1, 2, 3 for the lines of an invoice.
`line_description`	The line’s description.
`item_sku`, `item_name`	The product’s SKU and name from your product list.
`quantity`, `unit`	How many (`each`), or the weight in grams (`g`) for a line sold by weight.
`unit_price`	The price per unit or per gram, as entered on the order.
`line_total`	The line’s amount in dollars.
`taxable`	`yes` when sales tax applies to the line. Sporeline doesn’t work out the tax; your books do.
`invoice_subtotal`	The sum of the line totals.
`discount`	The order’s discount in dollars.
`shipping`	The shipping charge in dollars.
`invoice_total`	Subtotal minus discount plus shipping: what the invoice PDF bills, to the cent.

The invoice columns repeat on every line of the same invoice, so a spreadsheet can group the lines by invoice_number.

The Sage 300 file

The Sage file is a workbook with four sheets, the ones Sage 300’s A/R invoice import reads: Invoice_Batches (one batch per file), Invoices (one row per invoice), Invoice_Details (one row per line, then a Discount line and a Shipping line when the invoice has them) and Invoice_Payment_Schedules (empty: Sage works out the due date from the customer’s terms).

The Sage customer number (IDCUST) is the customer’s accounting code. A customer without one gets a blank customer number and a note when you export; add the customer number in Sage before you post the batch.
The Sage item number (IDITEM) is the product’s SKU.
Discount and shipping lines have no distribution code. Set the codes your company uses for them in Sage before posting; the page reminds you when a file has them.
Tax is not on the file. Sage calculates it from the customer’s tax group.

Sage companies are set up differently, so import a first file into your Sage test company before using it on your live books. If the import refuses a column, tell us what Sage says and we’ll adjust the layout.

When something goes wrong

“The accounting export is turned off for this farm.” Turn it on under Settings > Optional features.
“QuickBooks full invoicing is on…” Set QuickBooks to Packing lists only or Off first, or keep using QuickBooks for your invoices.
“Nothing to export” Every invoiced order has already gone to the books, or been marked as keyed by hand.
“These invoices were already exported by someone else just now” Someone exported them a moment before you. Their file has them; check Past exports.
The export didn’t finish Check Past exports before trying again. An export that didn’t finish marks nothing, so the invoices are still in the list.