QUICKBOOKS
®
EXPORT FILE: Manual
3
Overview
QUICKBOOKS
®
EXPORT FILE
The Avfuel Hub provides a solution to avoid double entry of individual card transactions into QuickBooks®.
QuickBooks® Desktop users can use the Avfuel Hub’s QuickBooks® Export File.
The QuickBooks® Export File is a CSV fi le that is generated in the Avfuel Hub and then imported into your QuickBooks®
accounting system with the use of a third-party data importer tool. The QuickBooks® Export File can be utilized for
transactions originating in the Avfuel Hub or on another point-of-sale system supported in the Avfuel Card Processing
System, such as a self-service point-of-sale or VX570 unit.
The Avfuel solution described in this guide is functional and fl exible enough to address the variety of ways FBOs
maintain their accounting records. We anticipate your FBO will not need to modify your chart of accounts, item names
or custom QuickBooks® invoice formats.
It is possible to post all point-of-sales transactions – sales, credits, chargebacks and adjustments – with one import
process, creating QuickBooks® invoices and credit memos on customer accounts, which are easily reconciled to
Avfuel Remittance Reports.
REQUIREMENTS
Your accountant will need access to the Avfuel Hub to do initial setup work and to create the CSV fi le as needed.
To import the card transactions to your QuickBooks® records, a data importer tool is required to move the data in
a controlled fashion. Avfuel uses a third-party software product specifi cally designed for use with QuickBooks®.
Transaction Pro Importer 5.0. It can be purchased online at www.transactionpro.com/products.htm?affi liate=avfuel at
the current price (8-18-15) of $199.95. This guide will reference Transaction Pro Importer in describing the setup and
the import process, though you may decide to utilize another software tool.
SETUP
There is minimal setup required in the Avfuel Hub, Transaction Pro Importer and QuickBooks® to import sales,
credits, chargebacks and adjustments.
THE BASIC IMPORT PROCESS
1. Run the report QuickBooks® Export File in the Avfuel Hub, creating a CSV fi le.
2. Save the CSV fi le on your computer.
3. Start Transaction Pro Importer, select the CSV fi le and allow it to import the transactions into QuickBooks®.
RESULT
QuickBooks® invoices and credit memos have product item details and, depending on the FBO’s preferences, can
include various details from the card transaction, including tail number, card type, customer/company name, etc.
When reimbursements are received by the FBO from Avfuel, all activity for each remittance is its own customer
account, allowing the FBO to create QuickBooks® Customer Payments along with applying credits and recording
processing fees as needed.