PeachTree Export

The PeachTree interface allows you to send roomMaster data to your PeachTree program. All data is exported in to the PeachTree CSV (comma separated values) format, which is then imported in to PeachTree. This interface is sold separately and is not part of the base roomMaster product. For more information, please contact the InnQuest Software sales office.

Before you can export data to PeachTree, you must turn on the interface. Once the interface is turned on, you can then start exporting/importing to PeachTree. Data from dayend closes prior to turning on the PeachTree interface cannot be exported/imported. To turn on the interface, do the following:

This Overview section consist of the following topics: Select each for more information.

Common Questions Turning on the Interface to export data nightly during the night audit General Information Cash, Checking and Credit Card Deposits Generic Setup Example Valid PeachTree Account Types Step by Step Example of Entire Export/Import Process

Common Questions

Let roomMaster create all your roomMasteraccounts in PeachTree in the setup screen. Do not try and setup the accounts first yourself in PeachTree.
You cannot import/export data from a previous period before you turned on the Export General Journal Data option.
All data must be exported/imported, you cannot select which accounts will only export. This is to ensure that all accounts balance in PeachTree.
You can skip a day or days when running the export/import procedures, just export the range of dates needed. The system tracks which days haven't been exported yet so you will not duplicate any entries in PeachTree. You can, however, re-export a date range if needed provided you had the General Journal export turned on for that period.
Help for the PeachTree interface is not handled through your regular support contract and is billable. You can, however, use the website or online forum for help free of charge. InnQuest Software cannot help you with PeachTree, PeachTree data or any option or function in PeachTree.

Turning on the Interface to export data nightly during the night audit

In roomMaster, select Setup > Configuration > Guest Ledger > Dayend Close Options, and select Export General Journal Data. Once this is turned on, each dayend close will export the daily journal to a holding place. You can export/import your data in to PeachTree on a daily, weekly, monthly or any period basis. The data is exported/imported separately for each dayend close.

General Information

roomMaster will mark each day you have exported to stop you from reexporting the same data twice and causing double entries in your PeachTree program. You will only be able to export data since you have turned on the General Journal export in the Setup menu.

Important: PeachTree does not stop you from re-importing the same file more than once. Be careful not to re-import the same CSV file more than once or duplicate entries will occur. If you do so, you will have to delete these entries in your PeachTree journal. It is highly recommended that you make a backup of your PeachTree company each time before you import. This will ensure that if there are any problems or you double import, you can still recover to the current status before the import.

will overwrite the last export if it is exported to the same place with the same file name. It is recommended that you let it do this to avoid multiple export files and duplicate imports. Of course, it is then important that you do import the file immediately after exporting to avoid data being overwritten before it was imported. If this does occur, it is simple to use the re-export function to get back the data you need and import it.

roomMaster will export your data according to the account group and category you have setup in the accounts file. roomMaster comes pre-configured with these account groups and categories, however, as you add new accounts, you must make sure you select the proper group and category.

Cash, Checking and Credit Card Deposits

Usually accounts 200 through 209 (Cash, checking, credit card and refunds) are posted to an account in PeachTree set up as deposits pending. Instead of just transferring the day's deposit directly into your bank account, you should do a manual transfer as the deposit is actually made in to your checking account.

Example: You collect $100 in account 200 and $400 in account 202 (VISA/MC). The interface will send $500 to a PeachTree cash account for deposits pending. When you actually go to the bank and deposit the $100, you can transfer $100 from the deposits pending account to your checking account such as "First Union Checking Account". In three days, when your credit card deposit has actually arrived in your checking account, you can transfer the remaining $400 from the "Deposits Pending" account to your checking account.

Tip: You may want to split your CASH/CHECK/REFUND account from your Credit Card accounts between "Deposits Pending" and "Credit Cards Pending" if you want to separate them. You can do that by assigning a new account on accounts 202 through 209 in Setup, Configuration, Guest Ledger, Account Codes.

Account 600 (Refund Due Accounting) can be an Accounts Payable account so the transaction is sent to the accounting software so a check is created to refund this guest. This is usually done when a refund is not actually taken out of a drawer but a check needs to be cut.

All revenue accounts, whether they be finance charges, room, cot charges, VCR, coupons, adjustments, phone, restaurant, etc. should all be considered SALES. You can drop all your revenue into one generic SALES account in PeachTree since roomMasterprovides you with all the detail data you may need in the future. However, if you want to separate all your income/sales categories for charting, graphing, or PeachTree analysis, you can give them new External account codes corresponding to "Sales - Room", "Sales - Phone", "Sales - Restaurant", "Sales - Other".

Paid Outs (Accounts 500-599) are usually immediate expenses which are paid with the cash from the drawer. These should be in the expense category. Click here for more information on creating a petty cash transaction. You may want to create a general External Account code for all 500-599 accounts such as "Petty Cash Expense", or "General Hotel Expense".

Here is an example provided you have followed the roomMaster suggested account structure.

Generic Setup Example

Accounts	External Account	Group	Information
002-199	Sales	INC	Except 102, 103, 104
105-109	Sales Tax Payable	OCLIAB	Setup tax vendor in PeachTree Setup
200-209	Deposits Pending	BANK
210-211	City Ledger Transfers		(Handled Internally)
299 Refunds	Deposits Pending	BANK
400-499	Sales	INC
500-599	PaidOut Expense	EXP
600	Refunds Payable	OCLIAB	(Usually Refund Due Accounting)

** Note: For illustration purposes the external account in this document has always been named with words, such as Sales, deposits Pending, etc. This external account is the account ID in PeachTree. This is most often a numeric code, but it does not have to be.

Important: Accounts which do not have External Account Codes assigned could cause errors in the export or cause your PeachTree to be out of balance with itself or with roomMaster. Please be sure all accounts have external account codes before you export to ensure a good transition. You can easily see which accounts do not have External Account Codes assigned by running the Account Listing report under the Accounting tab in the reports menu. Remember, always backup your PeachTree company prior to importing so that you can go back if the import produces undesired results (Usually due to setup errors). Take your time and make sure everything is setup properly before your first export.

Valid PeachTree Account Types


0	Cash
1	Accounts Receivable
2	Inventory
4	Other Current Assets
5	Fixed Assets
6	Accumulated Depreciation
8	Other Assets
10	Accounts Payable
12	Other Current Liabilities
14	Long Term Liabilities
16	Equity-doesn't close
18	Equity-Retained Earnings
19	Equity-gets closed
21	Income
23	Cost of Sales
24	Expenses

These codes are used by QuickBooks, and will also work for naming PeachTree account types. The roomMaster interpretation for the PeachTree account type number is shown in parenthesis.


AP	(10)	Accounts Payable
AR	(1)	Accounts receivable
BANK	(0)	Checking or savings
COGS	(23)	Cost of goods sold
EQUITY	(16)	Capital/Equity
EXEXP	(24)	Other expense
EXINC	(21)	Other income
EXP	(24)	Expense
INC	(21)	Income
LTLIAB	(14)	Long term liability
OASSET	(8)	Other asset
OCASSET	(4)	Other current asset
OCLIAB	(12)	Other current liability

Getting PeachTree Ready for the first import

PeachTree has many options for importing and exporting data and it is important you follow these directions exactly or your import will not work.

Preparing to Import Account Information

You may run this procedure either before or after exporting the account list from roomMaster. For the purposes of this illustration, we will assume that you have already exported the roomMaster accounts list to the roomMaster directory in the file accounts.csv.

The first step before importing anything into PeachTree will always be backing up your PeachTree company. If you do not know how to do this, consult your PeachTree manual. Once you have backed up your data, you can continue with the import procedure.

In PeachTree, go into File, Select Import/Export. In the left hand column, click on General Ledger, Click on Chart of Accounts List, and click import. You will now see a screen where you can select the fields to import. All of them should be selected originally. Press Deselect All, then select the first three items only. The only fields that should be checked (in this order) are General Ledger Account ID, Account Description, and Account Type. In roomMaster, these equate to the External Account Code, roomMaster Account Name, and the External Group respectively.

Now that you have the field definitions in place, click on the Options Tab, and click on the arrow in the box labeled Import/Export File. Find the file the accounts.csv file that you exported from roomMaster and press OK. By default it should be in the roomMaster directory. Be sure that the First Row Contains Column Headings box is not checked. Now press the Save button and rename your new Configuration to "roomMaster Account Import". This will enable you to make changes to your roomMaster accounts and import them quickly into PeachTree at a later date.

Now that you have PeachTree configured to read the roomMaster file, press OK. PeachTree will warn you that you should have made a backup of your company and ask if you are sure you want to continue. If you have not backed up yet, press No (you do not want to continue). If you have backed up your company in the last 10 minutes, then press Yes to continue with the import. At this point you sit back and watch as Peachtree imports all your roomMaster account data.

When it is complete, the window will close and you will be returned to the import/export screen. If there is a problem, it will tell you. Otherwise, you can assume your import was a success. If you want to view the results, run an account listing report or go to Maintain, Chart of Accounts. You will notice that all the accounts that roomMaster created will have the account ID of what you defined in the external account code. The description will be populated by the first roomMaster account name for that external account code and a RM at the end. This is to notify you which accounts were create by roomMaster so that you can give a more accurate description or make any necessary modifications.

In the future should you need to import your account listing again, simply go to File, Select Import/Export, go to General Ledger, and click on roomMaster Account Import, and click import. Assuming you exported the file to the same location, all you need to press is OK. If you named the file something different or you exported to a different location, you may need to change the file name on the options tab.

Preparing for the First Transaction Import

You may do this procedure either before or after exporting transaction information from roomMaster. For the purposes of this illustration, we will assume that you have already exported from roomMaster

In PeachTree, go into File, Select Import/Export. In the left hand column, click on General Ledger, Click on General Journal, and click import. You will now see a screen where you can select the fields to import. All of them should be selected originally. Press Deselect All, then select only Date, Reference, Number of Distributions, G//L Account, Description, and Amount. Be sure that these fields and only these fields are checked in that order.

Now that you have the field definitions in place, click on the Options Tab, and click on the arrow in the box labeled Import/Export File. Find the file the roommast.csv file that you exported from roomMaster and press OK. By default it should be in the roomMaster directory. Be sure that the First Row Contains Column Headings box is not checked. Now press the Save button and rename your new Configuration to "roomMaster Transaction Import". This will make importing the next time easy by just choosing this option.

When it is complete, the window will close and you will be returned to the import/export screen. If there is a problem, it will tell you. Otherwise, you can assume your import was a success. If you want to view the results, run General Journal or General Ledger report. You will be able to see the double sided entries that roomMaster makes in the General Journal report. You can compare the results of this report with the General Journal report in roomMaster to see the similarities.

Now the next time you want to import roomMaster transactions, you can simply choose File, Select Import/Export, click on General Ledger, roomMaster Transaction Import, click import. Assuming you exported to the same place and same file name as last time, you can just press OK. If you changed the export location, you may need to change the file name on the options tab and then press OK.

It is recommended that after the first import, you adjust the Guest Ledger, City Ledger and Advance Deposit Ledger to balance with roomMaster. You can find the current ending balances in two places:

Setup > Configuration > Manage > Ledger Balances

-or-

Reports > Accounting > Ledger Analysis Report

Make adjusting entries in these ledgers in PeachTree so they balance with roomMaster and then, from that point forward, these ledger balances in PeachTree should be the same as roomMaster.

Step by Step Example of Entire Export/Import Process

(Note: This example assumes that you have everything setup properly. Please read and reread the above setup information to verify that your setup is correct in roomMaster and in PeachTree before proceeding with your first export.)

Select Tools & Utilities and then Import and Export...
Select PeachTree export and press Next
Re-Export should be not checked to only export data which has not been exported yet
Lower date and higher date should be blank
Press Next button and then Finish
A "roommaster.csv" file will be created.
In PeachTree, select File, Select Import/Export, click on General Ledger, roomMaster Transaction Import, click import. assuming you exported to the same place and same file name as last time, you can just press OK. If you changed the export location, you may need to change the file name on the options tab and then press OK.
Refer to PeachTree online help and manual for more information if needed.