QuickBooks Initial Setup Guide

Table of Contents

Step 1: Creating Sales Tax Items (US Only)

Step 2: Creating a CashSales Customer

Step 3: Create a Tender Summary Account

Step 4: Setup QuickBooks Adapter

Step 5: Import the Inventory

Step 6: Setup Sales Tax Code (US only)

Step 7: Define Tender Summary Account

Step 8: Define GL Accounts for Tendering Codes

Step 9: Test the Integration

QUICKBOOKS INITIAL SETUP:

This guide was written for Platinum Version 9 of AccuPOS Retail Management. If you are running an earlier version of AccuPOS or not running Platinum, you will notice differences in the look of the Retail Management program. Also, the QuickBooks images and setup steps were written with QuickBooks Enterprise 07. If you are running a different version of QuickBooks, there will also be slight differences in the look but the setup is not that different.

If you're running the Canadian version of QuickBooks, click HERE for the QuickBooks Initial Setup Guide - Canada.

In order to use AccuPOS Retail Point of Sale and have it update QuickBooks for inventory and accounting purposes, a QuickBooks company file must be set up beforehand and the location on the local network, or computer, of the company file must be known in order for AccuPOS to connect and update the company file. If this is the first time installing QuickBooks, please consult your QuickBooks advisor or Intuit’s customer support with questions pertaining to accounting issues while setting up the new company. AccuPOS support staff will only support issues regarding QuickBooks that affect the integration with AccuPOS Retail Point of Sale.

This guide is also under the assumption that the network is setup and all software installed according to the AccuPOS Network Setup Guide. The adapter, AccuPOS Retail Management, and AccuPOS Point of Sale must be installed on the network or computer.

Step 1: Creating Sales Tax Items (US Only): (top)

The first step to getting the integration with AccuPOS up and running is to get taxes set up inside your QuickBooks company file. You must set up as many taxes as you are going to collect at the Point of Sale. This can range from just one tax to several depending on local taxing legislation. To begin setting up Sales Taxes:

1. Go to Lists -> Item List. (Figure 1-1)

Figure 1-1

2. Select Item at the bottom of the Item list window and select New (Figure 1-2). The New Item window appears.

Figure 1-2

3. Choose Sales Tax Item as the type of item to be created. (Figure 1-3)

Figure 1-3

4. Enter the Name, Description, Rate, and the Tax Agency for that particular tax (Figure 1-4). The Description will appear on the receipts at the Point of Sale. Remember to create a tax for each Agency that is to collect taxes.

Figure 1-4

5. Click OK when finished. Repeat steps 1-5 to create all Sales Taxes that are to be collected at the Point of Sale.

6. After all local Sales Taxes are made; another Sales Tax must be created especially for AccuPOS. Create a new Sales Tax Item called “POS Sales.” It is case sensitive and must be “POS Sales.” No Description or Tax Agency is required. The rate must be set to 0.0 %. (Figure 1-5)

Figure 1-5

Once all taxes are created, they will import into AccuPOS along with the inventory. From there, they will be applied at the Point of Sale. More information on the taxes setup inside AccuPOS Retail Management is later on in the guide.

Step 2: Creating a CashSales Customer: (top)

All transactions that are processed at the Point of Sale that have no customer attached to them will post as one summarized Sales Receipt inside of QuickBooks. Even if you are planning to track customers on every transaction at the Point of Sale, this customer must be created in QuickBooks for AccuPOS Retail to integrate properly. To set up this customer:

1. Go to Customers -> Customer Center. (Figure 2-1)

Figure 2-1

2. Select New Customer & Job -> New Customer at the top of the Customer Center window (Figure 2-2). The New Customer window appears.

Figure 2-2

3. Enter “CashSales” as the customer name. All other fields are to be left blank. The name must be exactly CashSales and is case sensitive. (Figure 2-3)

Figure 2-3

4. Click OK when finished.

Step 3: Create a Tender Summary Account: (top)

The Tender Summary allows the splitting of the different tendering totals from a particular day’s sales (for example, splitting up all MasterCard transaction totals from Cash transactions totals). When Sales information is sent into QuickBooks, all the information goes into the Tender Summary account and from there, it moves into specified GL Accounts. More information on that is later on in the guide. To create a Tender Summary account:

1. Go to Lists -> Chart of Accounts. (Figure 3-1)

Figure 3-1

2. Select Account at the bottom of the window and select New (Figure 3-2). The Add New Account: Choose Account Type window appears. (Figure 3-3)

Figure 3-2

Figure 3-3

3. Select Other Current Asset as the account type and click Continue. (Figure 3-4)

Figure 3-4

4. Enter Tender Summary for the account name and Description. All other fields are to be left blank. (Figure 3-5)

Figure 3-5

5. Click Save and Close when finished.

The Tender Summary also serves as an audit trail. The balance of the account must always be $0.00. Every day after QuickBooks is updated by AccuPOS, make sure to check the balance of Tender Summary. If is remains at $0.00, the sales information was imported correctly. If it is either positive or negative, contact your dealer or AccuPOS Technical Support immediately.

Step 4: Setup QuickBooks Adapter: (top)

Now that everything is set up inside QuickBooks for AccuPOS to integrate properly, it is time to set up the AccuLINK adapter. For information on how to install the adapter, please refer to the AccuPOS Network Setup Guide. To setup the adapter:

1. Open the QuickBooks Adapter. There should be a shortcut on the desktop after the adapter was installed.

2. Once open, click on Setup (Figure 4-1). The AccuPOS Retail QuickBooks Adapter Configuration window pops up.

Figure 4-1

3. Click Path to QB Company. (Figure 4-2)

Figure 4-2

4. Browse through the network or local computer to select the company file that was setup and hit Select. (Figure 4-3)

Figure 4-3

5. The path now appears. Select New Site to add that path as the default path to be used by the adapter.

6. Click Save when done. (Figure 4-4)

Figure 4-4

You will be returned to the Adapter window, which will connect immediately to QuickBooks assuming QuickBooks is open. You will be able to tell it connects by a window that pops up inside QuickBooks itself:

1. The QuickBooks – Application Certificate window pops up.

2. Select the option that says Yes, always; allow access even if QuickBooks is not running. (Figure 4-5)

Figure 4-5

3. If there is an option to choose a username to log in as, be sure to select the Admin account or an account with full Admin rights. If there is no option, proceed to the next step.

4. Click Continue. (Figure 4-6)

Figure 4-6

5. Click Done. (Figure 4-7)

Figure 4-7

Now you have granted the adapter access to QuickBooks. You only have to grant access once. Be aware that downloading updates to QuickBooks may prompt for access again though.

Step 5: Import the Inventory: (top)

Now that the adapter has access to QuickBooks, it is time to import all the inventory into AccuPOS Retail Management. To Import inventory, open up AccuPOS Retail Management:

1. Go to File -> Import Inventory from Accounting. (Figure 5-1)

Figure 5-1

2. The AccuPOS Integrator will make a call to the adapter to tell it to grab the inventory from QuickBooks. It will only flash for a second on the screen and then disappear. (Figure 5-2)

Figure 5-2

3. The adapter will receive the request and begin getting the items. (Figure 5-3)

Figure 5-3

4. Once the items are exported (Figure 5-4), the AccuPOS Integrator will pop back up and update all the items and then disappear again. (Figure 5-5)

Figure 5-4

Figure 5-5

Step 6: Setup Sales Tax Code (US only): (top)

When the inventory is imported into AccuPOS, the Sales Taxes created in Step 1 are also imported. Once imported, they need to be attached to a tax code in order to be applied at the Point of Sale. To set up this tax code:

1. Go to Setup -> Taxes -> Tax Codes (Figure 6-1). The Tax Code window appears.

Figure 6-1

2. Select the drop down and choose the Tax Code “POS TAX.” (Figure 6-2)

Figure 6-2

3. Select a Sales Tax item that was created in QuickBooks from the list of Available Taxing Authorities (right-hand column). (Figure 6-3)

Figure 6-3

4. Select Add.

5. It will move the selected Sales Tax to the Contains Taxing Authorities list (left-hand column). (Figure 6-4)

Figure 6-4

6. Repeat steps 3-5 to add all Sales Taxes to be applied at the Point of Sale. You do not need to add the “POS Sales” Sales Tax to that list.
7. Click Update when all necessary taxes are moved to the left-hand column.

8. Click OK. (Figure 6-5)

Figure 6-5

9. Click Exit to finish editing the Tax Code.

Step 7: Define Tender Summary Account: (top)

The Tender Summary account must be defined inside AccuPOS Retail Management to make sure it integrates correctly:

1. Go to Setup -> Company Information. (Figure 7-1)

Figure 7-1

2. Enter “Tender Summary” in the Tender Summary Account field. By default, it is set to Undeposited Funds. (Figure 7-2)

Figure 7-2

3. Click OK when finished.

Step 8: Define GL Accounts for Tendering Codes: (top)

As stated in Step 3, AccuPOS sends sales information into accounts specified in the AccuPOS Retail Management. AccuPOS recommends posting tender types that are alike to the same GL account, so they can be easily identified in QuickBooks for deposit purposes. For example, Cash and Checks should post to Undeposited Funds, Visa and Master Card to a Visa-Master Card account, American Express to AMEX account etc. At the end of each day, the Cash and the Checks can be deposited using QuickBooks Make Deposits function, and a General Journal Entry can be made out of the other tendering GL Accounts to the bank account in one lump sum. Doing so will imitate the way the deposits are made in real life, and will make the reconciliation process easier. To set GL Accounts for sales information to send to:

1. Go to Setup -> Tendering Codes (Figure 8-1). The Tender Type window appears.

Figure 8-1

2. Using the drop down menu, select a Tender Type you wish to assign a GL Account to, AE (American Express) for example. (Figure 8-2)

Figure 8-2

3. In the Button Example, you will see the tendering name. (Figure 8-3)

Figure 8-3

4. Assign a GL Account to the code. (Figure 8-4)

Figure 8-4

5. Click Update.

6. Click OK. (Figure 8-5)

Figure 8-5

7. Repeat steps 2-5 until all tendering codes are assigned their desired GL Account.
8. Click OK when finished.

If you find a tendering code that you will not be using (Discover for example), you may delete it. Remember that the GL Accounts that are assigned to Tendering Codes must exist inside the QuickBooks company file or you will receive errors on the adapter when sending sales information into QuickBooks.

Step 9: Test the Integration: (top)

The integration for QuickBooks is complete. Before you continue on, though, it is highly recommended that you test the integration to make sure you didn’t miss a step:

1. Backup QuickBooks.
2. Open AccuPOS Retail Point of Sale.
3. Process a transaction and tender it to Cash.
4. Close AccuPOS Retail Point of Sale.
5. Reset the till by hitting the Z button at the upper left of AccuPOS Management and selecting the till to reset.
6. Make sure the transaction posted to QuickBooks as a sales receipt.
7. Make sure that the funds posted to the correct GL Account.
8. Restore QuickBooks.

*For more information on processing transactions, please refer to the AccuPOS Operations Guide (Food Service, Retail).

**For more information on resetting a till, please refer to the AccuPOS Retail Management Guide.