AVA Quickbooks Import Procedures

This page is intended to provide a common location for procedures to import sanctioning
and participation data from the legacy ESR system using a custom powershell script to
generate an Quickbooks IIF file from xls file created by the legacy ESR system.

Procedures

1. Installation Procedure (One Time)
1. Start an Admin PowerShell command window by doing right click then
   "Run as Adminstrator" on "Powershell"
2. In Powershell command window enter the following command:
   > Set-ExecutionPolicy -ExecutionPolicy RemoteSigned
3. Close the Powershell window.
4. Note: Even though local execution of Powershell scripts is now enabled,
   if a user attempts to execute a script downloaded from the internet,
   the Windows system will issue a warning allowing the user to stop the
   script from executing.
5. Copy the entire "QbPsScripts" directory (supplied by Mike G.) to a
   convenient location on your PC.
6. Create a shortcut for file, "Run-Create-SF-QB-IIF.bat", then move the
   short-cut (not the .bat file) to your PC Desktop and rename short-cut
   as you want, perhaps to "QB Script".
2. Using the Powershell Script
1. Use the MS Access AVA_APP to run the Legacy ESR sanctioning report.
2. Once results are displayed, choose to save the report as an Excel file.
3. Use the browse button to select the directory for saving the Excel
   file. Choose a distinctive directory for saving the xls file:
   rptESRBilling2.xls
4. Hit OK to create the file xls file.
5. Proceed by using the MS Access AVA_APP, to print and mark events as
   billed on the ESR system (as usual).
6. Double click on the "QB Script" shortcut on the desktop .
7. Use the popup window to select the xls file created earlier
8. If a GB or TGW event is found in the xls file then the script stops
   with the expectation that the these transactions will be entered
   manually. Please remove the rows for GB and/or TGW from the xls file
   and run the script again.(Recent changes for the handling of GB/TGW
   events should assure this step is not required.)
9. During the processing of the xls file: Cancelled, PPSF, GB2, TGW2,
   RD sponsored, and HQ events are ignored.
10. Once processing is completed 2 files are created:
        an IIF file, rptESRBilling2.iff and
        a text summary file, rptESRBilling2-summary.txt
11. Inspect the summary file to view a summary of the events processed.
12. Notice the summary file marks transactions with "**" where the club
    has gone paperless.
13. Open Quickbooks, then click on File->Utilities->import->IIF files...
14. In the popup window click on "Import IIF"
15. Use the popup window to select the created IIF file
16. After the IIF importing process is complete, the number of successfully
    (and failed) transactions imported are displayed
17. Use the previously generated summary file to verify the transactions
    imported as expected into the proper Quickbook accounts
18. In the summary file, where transaction lines begin with "**", find the
    corresponding invoice in Quickbooks and check-off the "email later" box