GL Transfers

Bill-IT™  or ShopKeeper Plus™ to Checks&Ledger Link

Bill-IT - you must have version 4.39 or higher of the Bill-IT program.  You must also use the "New Company" program that comes with Bill-IT to put a Custom version letter "E" into your Company Data.SK file.

The directions below apply also to the "ShopKeeper Plus" program for GL Transfers.  Bill-IT was used in the example because it has fewer entries.  (The sample GL Transfer file used for this example is also on your disk.)

In Bill-IT

•  Clear Sales File - under the Mgr - Home Window

•  The Bill-IT™ program will create a file called "GL Transfer" 

and put it in the same folder as the Bill-IT program.

•  Exit Bill-IT™ program 

•  Always BACKUP your files at the end of the day.

NOTE:  Before your begin the GL Transfer your must have your Checks&Ledger™ program set up for your company.  Have at least your regular checking account (Setup->Bank Accounts->New) and one expense Category set up for "Cash over/(short)"  (Setup->Categories->New)

In Checks&Ledger go to the Setup Window then select Import/Export.  Set the buttons as shown below then hit the Continue button.

Checks&Ledger will then ask where the "GL Transfer" file is located with a standard Macintosh Open File dialog.  Open the "GL Transfer" file in your Bill-IT folder.  When the import is complete you will be returned to the window above.

Go back to the Home window and select Bank Accounts then double click on "SK/BI Imports".  You will then get a window similar to the one below.

The sequential check numbers are assigned by the Bill-IT program as are the Categories.  Note that after as successful import the the sum of the positive and negative entries is always zero.  If these were the only entries in C&L and we did a Profit and Loss report right now it would look like this:

and the Balance Sheet would look like this:

At this point the money from the day would still be in the "SK/BI Imports" adjustment account.  What we want to do is move it into our regular checking account.  Click once on the entry you want to transfer.  In this case the Cash\Checks in Bank entry for $625.  Then go up to the "Register" menu and select "Transfers".  You should see the window below.

Double click the mouse on the checking account that you want to transfer the money to, then hit Save.  When we return to the Register window you will see a new entry.

Cancel this window then select the checking account.  Double click on the deposit that was just made into the checking account just to look at it.  If the cash over/short for the day was right on the money then we are done with the transfer.  However this is rarely the case so lets say we are $5.25 short for the day.  The actual amount of money that is actually going to be deposited in our checking account is $5.25 less than what Bill-IT says we should have.  To get our checking account correct we need to enter a negative deposit for the $5.25.  Hit the Deposit button, enter and save the following entry.

Under the "Split Check to Categories" only line #1 should be filled in.  If your cash register was short for the day you would fill out the deposit as shown.  If you were over for the day then both the Total Amt. and the "Split..." would contain positive numbers (you would actually be depositing more that the $625 for the day.  Once you Save this entry you should repeat the Transfer process to move any credit card deposits from the SK/BI Imports account to your checking account.  When that is complete you are done and the P&L will look like this:

and the Balance Sheet like this:

Note that the Assets of SK/BI Import and Cash\Checks in Bank should be offsetting entries.  If they are not then you did not complete the Transfers to your checking account.

Importing Payees/Vendors

 In the Bill-IT program you can create an export file that can be imported to the Payees/Vendors file of C&L by going to "Export" and selecting the "Customers to SK Modules" export.

In the ShopKeeper progam you would go to "Mail Labels\Merge" and select Vendors and "SK Modules" export.

Once you have the "... Export" file from either of these programs start C&L and go to Setup->Import/Export.  Choose the Import and the Payee/Vendors hit Continue then Open the "...Export" file.