index AccuPOS Accounting Guide
This guide was written for Version 11 of AccuPOS
  Peachtree Initial Setup  

In order to use AccuPOS Point of Sale and have it update Peachtree for inventory and accounting purposes, a Peachtree 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 Peachtree, please consult your Peachtree advisor or Sage’s customer support with questions pertaining to accounting issues while setting up the new company.  AccuPOS support staff will only support issues regarding Peachtree that affect the integration with AccuPOS 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 Management, and AccuPOS Point of Sale must be installed on the network or computer.

Table of Contents

Step 1: Setting up Sales Tax

The first step to getting the integration with AccuPOS up and running is to get taxes set up inside your Peachtree 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 Maintain  Sales Taxes.  The Set up Sales Taxes window appears.


  1. Choose Set up a new sales tax option and click Next.

  1. Enter the rate of the tax and how many Agencies make up that tax.  The most simple tax rate would just be one agency.  Afterwards, click Next.

  1. Enter the information for the first Sales Tax Agency.  Note that the Sales Tax Agency ID must be all capitalized.




  2. Set the rate and account number and click Next.  Repeat steps 4 and 5 for as many Tax Agencies that make up the Sales Tax.

  1. Now you must assign the Sales Tax to a Sales Tax Code




    Set the Sales Tax ID and Sales Tax name to POS TAX. Click Finish when you’re done.

  1. Click Close sale tax wizard and click Finish.


Step 2:  Create CashSales Customer

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 Peachtree.  Even if you are planning to track customers on every transaction at the Point of Sale , this customer must be created in Peachtree for AccuPOS to integrate properly.  To set up this customer:

  1. Go to Maintain  Customers / Prospects.  The Maintain Customers/Prospects window appears.

  1. In the Customer ID field, enter CashSales and press Enter.  The customer name must be CashSales.  Leave all other fields blank.

  1. Click Save when finished and close the window.

Step 3:  Create a Tender Summary Account

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 Peachtree, 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 Maintain  Chart of Accounts.  The Maintain Chart of Accounts window appears.

  1. In the Account ID field, enter a GL Account number to assign to the Tender Summary account.  AccuPOS recommends using the account number 95000 since the number is not one of or close to one of the default account numbers set up by Peachtree.

  1. Enter Tender Summary as the description for the account.

  1. Set the Account Type to Cash.

  1. Click Save when finished and close the window.

The Tender Summary also serves as an audit trail. The balance of the account must always be $0.00. Every day after Peachtree 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 Peachtree Adapter

Now that everything is set up inside Peachtree 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 Peachtree adapter. There should be a shortcut on the desktop after the adapter was installed.

  2. Once open, a message will appear in Peachtree:“Do you want to allow Attitude POSitive to run with your Peachtree Software?”.  Check the option to remember this setting and hit Yes.




  3. Once open, click on the Setup button.  The Configure sites window appears.




  4. Click Browse Data Folder.




  5. Browse through the computer or network files and select the Company.dat file under the company folder that Peachtree created when the company was initialized and click Open.




  6. Click on the name of the company.




  7. Set the Accounts Receivable GL account.  By default, it is set to 11000.




  8. Click Update.




  9. Click OK to exit the Configure Sites window.



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


Step 5: Import the Inventory

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

  1. Go to File  Import Items from Accounting.




  2. The AccuPOS Integrator will make a call to the adapter to tell it to grab the inventory from Peachtree. It will only flash for a second on the screen and then disappear.




  3. The adapter will receive the request and begin getting the items.




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



    then:



Step 6:  Setting the Tax Code & Authority

Usually only one set of tax codes is needed, although AccuPOS allows for multiple sets (in case you travel with the point of sale to another tax area, etc.) To add another set of Tax Codes inside AccuPOS, simply type in the new set name in the Create New field and supply a description. A whole new set of Tax Authoritiess will be ready for you to create.

IMPORTANT: AccuPOS does not pull the Taxing Authorities from Peachtree; they must be added into AccuPOS Management directly. Please note is that all Taxing Authorities must match exactly as they appear inside Peachtree or the integration will not work properly. To set up the tax auhority:

  1. Go to Setup  Sales Tax. The Tax Code Setup window appears.



  2. Choose the default Tax Code “POS TAX.”

  3. In the Tax Athorities table, click Create New under the ID field and type in the Sales Tax Agency ID that was created in Peachtree. Note that the ID name MUST be capitalized.

  4. In the Authorities Name field, type the name of the Agency that was created in Peachtree.

  5. Enter the rate (%) that was set up in Peachtree.

  6. Finally, enter the General Ledger ("GL") Account number for the Agency.

  7. Repeat this process for all Taxing Agencies that were created in Peachtree. Click Save & Close when you’re all finished.


Step 7:  Define Tender Summary Account

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

  1. Go to Setup  Company Information.




  2. Enter “95000” in the Tender Summary Account field. By default, it is set to Undeposited Funds.




  3. Click OK when finished.

Step 8:  Define GL Accounts for Tendering Codes

As stated in Step 3, AccuPOS sends sales information into accounts specified in the AccuPOS Management. AccuPOS recommends posting tender types that are alike to the same GL account, so they can be easily identified in Peachtree for deposit purposes. 

For example, Cash and Checks should post to the default Cash account in Peachtree (usually 10100), Visa and Master Card to a Visa-Master Card GL Account (10102 for example), American Express to AMEX GL Account (10103 for example) etc. At the end of each day, a General Journal Entry can be made out of the 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. The Tender Type window appears.




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




  3. In the Button Example, you will see the tendering name.

  4. Assign a GL Account to the code 01013

  5. Click Update Tender on the right column.

  6. Repeat steps 2-5 until all tendering codes are assigned their desired GL Account.

  7. Click Close on the bottom right of the window when finished.

  8. 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 Peachtree company file or you will receive errors on the adapter when sending sales information into Peachtree

Step 9:  Test the Integration

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 Peachtree.

  2. Open AccuPOS Point of Sale.

  3. Process a transaction and tender it to Cash.

  4. Close AccuPOS 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 Peachtree as a sales receipt.

  7. Make sure that the funds posted to the correct GL Account.

  8. Restore Peachtree.

*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 Management Guide.

Copyright 2011 AccuPOS Point of Sale