Simply Accounting Initial Setup
In order to use AccuPOS Point of Sale and have it update Simply Accounting for inventory and accounting purposes, a Simply Accounting 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 Simply Accounting, please consult your Simply Accounting 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 Simply Accounting 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: Create Sysadmin User
- Step 2: Create CASHSALES Customer
- Step 3: Create Tender Summary Account
- Step 4: Enable Inventory Levels to Go Below Zero
- Step 5: Setup Simply Accounting Adapter
- Step 6: Setting Management to Canada
- Step 7: Import the Inventory
- Step 8: Define Tender Summary Account
- Step 9: Define GL Accounts for Tendering Codes
- Step 10: Test the Integration
Step 1: Create Sysadmin User
Before AccuPOS can communicate with Simply Accounting, the sysadmin user must be created/setup inside the Simply Accounting company file. This is to ensure the connectivity of the AccuLINK adapter to Simply Accounting. To set this user up:
- Go to Setup Setup Users & Roles… The Setup Users & Roles window appears.
- Select the default sysadmin user and select Modify User.
- Set a user password for this user (in this example, our password is “accupos”) and set the user’s third party rights to read/write access
- Hit OK when you’re finished. You may receive a warning about granting third party access to this user. Select NO to save the changes made.
- Select Close to exit the Setup Users & Roles window.
It is extremely important to know the sysadmin’s password. If it is lost or forgotten, not only will you not be able to log into Simply Accounting, AccuPOS also will not be to communicate with it as well.
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 Simply Accounting. Even if you are planning to track customers on every transaction at the Point of Sale, this customer must be created in Simply Accounting for AccuPOS to integrate properly. To set up this customer:
From the Receivables tab, select Customers. The Customers window appears.
Select Create. The Receivables Ledger window appears.
Enter CASHSALES as the Customer Name.
Under the Import/Export tab, select the option This customer uses my item numbers on orders.
Select Save and Close once you’re finished.
Step 3: Create Tender Summary Account
The Tender Summary account enables AccuPOS to split the tendering totals coming from the Point Of Sale at the end of the shift when Simply Accounting is updated with the sales information. This account must be a BANK ACCOUNT inside Simply Accounting. If you are running Simply Accounting 07, this Tender Summary account must be defined as the default bank 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 Simply Accounting, 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:
From the Company tab, select Chart of Accounts and select Add Account. The General Ledger window appears.
Set the Account number to 1001 and the Account name to Tender Summary.
Under the Class Options tab, set the Account Class to Bank and the Account Type to Chequing.
Select Save and Close once you’re finished.
The Tender Summary also serves as an audit trail. The balance of the account must always be $0.00. Every day after Simply Accounting 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: Enable Inventory Levels to Go Below Zero
AccuPOS Point of Sale, when importing sales into Simply Accounting, will need, at time, to decrease the quantity on hand for an inventory item below zero. Simply Accounting must be configured to allow item quantities to go below zero. Once in Single-User mode in Simply Accounting:
From the Company tab, select Settings. The settings window appears.
Select Inventory & Services Options.
Select the option Allow inventory levels to go below zero.
Step 5: Setup Simply Accounting Adapter
Now that everything is set up inside Simply Accounting 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.
Make sure that the Simply Accounting program on your acounting computer is closed.
Open the Simply Adapter. There should be a shortcut on the desktop after the adapter was installed.
Select Setup. The AccuLINK Configuration window appears.
Select Path to Import.EXE. A windows explorer window will open and you must set the path to the import.exe file that Simply Accounting creates once installed. In the example below, it is located at
C:\Program Files\Simply Accounting Enterprise 2009\SimplyAccounting_import.exe
Enter the password for the sysadmin user account.
Select your country version. If you are using Simply Accounting 2008 (or whichever year displays) or newer, select that box as well. Click the Save button
Click Setup to re-open the AccuLINK configuration.
Select Add/Modify Site.
Select Browse Company Path. A windows explorer window will open and you must set the path to your company file saved on your network or local computer. The type of file is an .SAI file.
Select the .SAI file and click the Select button.
NOTE: there might be a 20-30 second delay to connect to the company file. Once it connects, the words “Primary location” will appear in the pulldown menu. Once “Primary location” appears, click Save.
Enter information for the Default Income Account, Inventory Asset Account, and Inventory COGS Account.
Once all settings are configured, select Save to exit the AccuLINK Configuration window.
Step 6: Setting Management to Canada
AccuPOS Management must be set to read the taxes set up in Canada. To set up this tax system:
Go to Setup Company Information. The Company Information window appears.
On the left side use the drop down for Country
Step 7: Import the Inventory
Now that the adapter has access to Simply Accounting, it is time to import all the inventory into AccuPOS Management. To Import inventory, open up AccuPOS Management:
Go to File Import Inventory from Accounting.
The AccuPOS Integrator will make a call to the adapter to tell it to grab the inventory from Simply Accounting. It will only flash for a second on the screen and then disappear.
The adapter will receive the request and begin getting the items.
Once the items are exported, the AccuPOS Integrator will pop back up and update all the items and then disappear again.
Step 8: Define Tender Summary Account
The Tender Summary account must be defined inside AccuPOS Management to make sure it integrates correctly:
Go to Setup Company Information.
Enter “1001” (or whatever account number you assigned to this account in Step 3) in the Tender Summary Account field. By default, it is set to Undeposited Funds.
Step 9: 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 Simply Accounting for deposit purposes.
For example, Cash and Checks should post to the Cash to be Deposited account (usually 1020), Visa and Master Card to a Visa-Master Card account (1025 for example), etc. At the end of each day, the Cash and the Checks can be deposited using Simply Accounting 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:
Go to Manage Tendering Codes. The Tender Type window appears.
On the left column, select a Tender Type you wish to assign a GL Account to, CS (Cash) for example.
In the Button Example, you will see the tendering name.
Assign a GL Account to the code.
Click Update Tender.
Repeat steps 2.5 until all tendering codes are assigned their desired GL Account.
Click Exit 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 Simply Accounting company file or you will receive errors on the adapter when sending sales information into Simply Accounting.
Step 10: Test the Integration
The integration for Simply Accounting 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:
Backup Simply Accounting.
Open AccuPOS Point of Sale.
Process a transaction and tender it to Cash.
Close AccuPOS Point of Sale.
Reset the till by hitting the Z button at the upper left of AccuPOS Management and selecting the till to reset.
Make sure the transaction posted to Simply Accounting as a sales receipt.
Make sure that the funds posted to the correct GL Account.
Restore Simply Accounting.
*For more information on processing transactions, please refer to the AccuPOS Operations Guide.
**For more information on resetting a till, please refer to the AccuPOS Management Guide.