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How do I export a payable batch?

After generating the payable batch, it can then be exported from Tenrox into QuickBooks.

1. Click Financial>Expense Payable Batches

  • Click Financial>Expense Payable Batches to open the Payable Batches Not Posted page.

2. Click the Batch Number

  1. Click the Batch Number to open the Payable Batch page for the selected payable batch.
  2. Click the Transactions link to open the Financial Transactions page, which displays all financial transactions. The information displayed includes the account number, account name, debit, credit, currency type, date and reference.

Note: The Summarized Transaction View is Deprecated as of Tenrox 2011 R3. On viewing the Financial Transactions page, the Transaction View drop-down is disabled and locked to the Detailed selection, therefore there is no longer the ability to select the Summarized view.

3. Verify there is no account information on the Financial Transactions page

  1. Verify there is no account information on the Financial Transactions page displayed in red.
  2. Click the Back link to return to the Payable Batch page.

Note: Account information appears in red font color if the accounts are not properly associated. Click here to view the how do I map objects between Tenrox and Quickbooks for more information.

4. Click the Post Link

  • Click the Post link to open the Post Payable Batch page.

4.1 Click the calendar Button

  • Click the calendar button beside the Post Date box to select a new date, if the date is not correct.

4.2 Select a Template from the Payable Template List

  1. Select a template from the Payable template list.
  2. Click the Preview link to view the payablebatch information (optional).

Note: The Overview section is read-only and displays the total of all expense and charge entries included in the payable batch.

4.3 Click the Export button

  • Click the Export button to open the Payable Export to QuickBooks page that displays the status of the export process, and below are among the settings the system will verify during the process:
  • Customer:Job Information (Available as of Tenrox 2011 R3)
  • When the Task is related to a Client that was either imported into Tenrox or exported out to QuickBooks, the corresponding Customer:Job will display on the QuickBooks Bill.

For Example

  • In QuickBooks there is a Customer: "Smith, John" with an associated Job referred to as :"330 Main St"
  • Then an Expense entry is created, In Tenrox , against a Task related to either a Tenrox client 'Smith, John' (QuickBooks Customer) or '330 Main St' (QuickBooks Job)
  • When exporting this Expense entry, as part of a Payable Batch, to QuickBooks Bills, the related Customer:Job will appear on the bill as either ‘Smith, John' (if the Task only related to the Customer, or ‘Smith, John:330 Main St'.

The QuickBooks bill will not display a corresponding Customer:Job if, upon exporting Payable batches:

  • The Exported Payable batch does not contain an Expense Report with an entry related to QuickBooks Customer:Job.
  • Using summarized transactions.

Note: The Customer:Job does not exist on the bill for QuickBooks Online, therefore this function is disabled when exporting Payable Batches using QuickBooks Online.

Note: After the payable batch is exported, the Payables Export to QuickBooks page indicates that the payables were successfully exported. If the export process fails, an error message indicates the problems and possible solutions.

Note: For Exporting Expense Payable Batches, ensure to select the Account Type that is supported by QuickBooks Online.

  • Account Payable (A/P) whose account type is "Accounts payable (A/P)" is only supported by QuickBooks Online Plus, while all other QBOL versions are not supported
  • Select account whose account type is other than "Accounts payable (A/P)"; for example select account that its account type is "Expense" and "Income"

4.4 Click the Back Link

  • Click the Back link to return to the Post Payable Batch page.

4.5 Click the Post Link

  • Click the Post link to post the payable batch (make all expense entries as paid off) and upon being prompted to confirm the posting of the payable batch, click either:
  • Yes to proceed with the posting
  • No to cancel the request.

4.6 Click the Preview Link

  1. Click the Preview link to open the Report Viewer page.
  2. Click the Print link to print the report.
  3. Click the Close link to return to the Post Payable Batch page.

5. Click the Back Link

  • Click the Back link to return to the Payable Batch page.

6. Click the Back Link Again

  1. Click the Back link again to return to the Payable Batches Not Posted page.
  2. Click the History link to open the Payable Batches Posted page that displays all payable batches that are already posted.

Note: For additional information on a batch, click the particular payable batch number from the list.

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