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Export RO and A/P Transactions to Sage Accounting

Q. Can you export your transactions from MaxxTraxx into a QuickBooks data file format (.IIF file extension) and import them not only into QuickBooks but also into the Sage Accounting program?

Answer:

  1. Yes you can. Here’s how:
    1. In MaxxTraxx, click on the Accounting menu item at the very top.
    2. Then click on Export to QuickBooks
    3. The Export Transactions dialog box will open up.
    4. In this window you will choose your export dates and other parameters to generate your list of transactions.
    5. Select your transactions individually or click the Select All button to get them all.
    6. Click the Export Selected Items button at the bottom left hand side when you are ready.
    7. This should export a dated file that has a .IIF file extension at the end to the following location:  c:\Scott Systems\MaxxTraxx Pro\Export
    8. In your accounting system, you will use the appropriate method to import those transactions.  This is the Sage Accounting or Sage 50 method:
      1. i.Reminder:  Always create a backup of your data before beginning any data import!
      2. Select File, Import/Export, then Import Records.
      3. Select OK
      4. Select QuickBooks
      5. Select Next
      6. Choose the item/s you want to import, corresponding to what was saved from.
      7. Browse to the location of your exported .IIF files from QuickBooks.  Select that file.
      8. Choose all that apply in the same window.
      9. Select Next the start the import process.
      10. Select OK
      11. Select Finish to complete the process.
    9. You did it!  Check your transactions and make sure all are correct before continuing to use that data.


Written By: Keith Rakowski

Exporting Accounts Payable Transactions into QuickBooks

Q. What are the steps I need to take to export my AP transactions from MaxxTraxx into QuickBooks?

Answer: 

If you are going to use QuickBooks to do your accounting, and want to be able to export your Accounts Payables transaction so that they can be successfully imported into QuickBooks, you need to insure that the following items are set up correctly.

1. You must have a vendor set up in QuickBooks whose name exactly matches the spelling of the vendor you have in MaxxTraxx.

2. The general ledger account number you choose to use in MaxxTraxx must have an exact match in QuickBooks, and that account must be set up as an Accounts Payable type.  If, in QuickBooks, the account is not set up originally as an Accounts Payable type, you won't be able to change it later.  
If these conditions are not met, you will get an error trying to import the transaction from MaxxTraxx.


Written By: Rex Panton

Data Backup

Q. Our I.T. guy wants to know which file MaxxTraxx store data in for back up? He is setting up secondary back up and needed to know the one file that everthing is stored in?

Answer:

I see you are doing backups using the built in backup utility in MaxxTraxx. That creates a file in the MaxxTraxx Pro folder that will be named MaxxTraxx_Corcoran_Company.bak. That file contains all the “critical” information we use to restore data. Also, he may want to copy the \Scott Systems\MaxxTraxx Pro\Data\MaxxTraxx_Corcoran_Company.mdf and the \Scott Systems\MaxxTraxx Pro\Data\MaxxTraxx_Corcoran_Company.ldf. If you are using a custom logo for your invoices, he should also back up: \Scott Systems\MaxxTraxx Pro\Data\Company\*.bmp.

Problem Viewing Videos

Q. We are having problems viewing your training videos. Any suggestions?

Answer:

If you have a system that can’t play the training videos on our website, the following steps may help you resolve the issue.

On Vista and Win7 machines, make sure you’re logged in as an Administrator and that User Account Controls are OFF
Ensure that your browser settings are set to default or near default levels, Set at the highest settings can affect what content is available on some websites.
Make sure the latest version of Adobe Flash Player is installed.
If at this point the videos still will not play then there could be an issue with the video driver currently installed on your machine.
Checking for and updating the video card driver has worked in some cases. If there is no updated driver or the update doesn’t fix the issue, then we’ll need work on it some more to identify other issues.
If none of the suggestions work, please contact Support.

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