QuickBooks Integration (Enterprise)

Transcription

1 One Blue Hill Plaza, Second Floor, PO Box 1546 Pearl River, NY PC-AMERICA, (Voice) (Fax) QuickBooks Integration (Enterprise) CRE/RPE now exports sales data and other information directly to QuickBooks, making it easier to keep track of all of your company s information. Before You begin please: 1. Open your installed version of QuickBooks. 2. Create your company file (follow the steps of the interview). 1 P age

2 QuickBooks Integration Setup Tax Rates Before beginning the integration process tax rates must be setup both in CRE/RPE and QuickBooks, and the rates must match. For more information on creating tax rates in CRE/RPE please see the document titled tax rates located at: 1. Select Edit and then Preferences. 2. Select Sales Tax. 3. Select the Company Preferences tab. 4. Select the Add sales tax item button. 5. Select Sales Tax Item under Type. 6. Under Sales Tax Name enter the corresponding tax rate name in CRE/RPE (e.g. Tax1, Tax2). 7. Under Description provide a description of what this tax item is (e.g. sales tax). 8. Under Tax Rate (%) enter the corresponding tax rate from CRE/RPE. 9. Under Tax Agency (vendor that you collect for), enter whom you are collecting this tax rate for (e.g. New York). 10. Select OK. It is recommended to repeat these steps for each tax rate you are using in CRE/RPE. 2 P age

3 QuickBooks Integration Setup Preferences Before beginning the integration process some preferences have to be set. 1. In QuickBooks, select Edit and then Preferences. 2. Select Items and Inventory. 3. Select the Company Preferences tab. 4. Make sure that Inventory and purchase orders are active is checked. Note: You will only need to do this if you are using QuickBooks to track inventory and purchase orders. 5. Select General. 6. Select the Company Preferences tab. 7. Under Time Format select Minutes (10:12). 3 P age

4 8. Select Time & Expenses. 9. Select the Company Preferences tab. 10. Under Time Tracking select Yes. 11. Select the First Day of Work Week, this MUST match what is setup in the setup screen of CRE/RPE under Work Week Starts On. 12. Select OK in QuickBooks. 4 P age

5 QuickBooks Integration Setup Discount Item In QuickBooks there must be an item that accounts for all of the discounts in CRE/RPE. 1. Select Lists then Item List. 2. Right-click on a blank area of the Item List window, then select New. 3. Under Type select Discount. 4. Enter a name under Item Name/Number. 5. Under Account select Sales Discounts. 6. Select OK. 5 P age

6 QuickBooks Integration Setup Opening Bal Equity Account In QuickBooks there must be an account that is setup for the opening balance equity. 1. Select Lists then Chart of Accounts. 2. Right-click on the Chart of Accounts window, then select New. Note: You can select the Account button and then select new as well. 3. Under Account Type select Equity. 4. Select Continue. 6 P age

7 5. Under Account Name type Opening Bal Equity. Note: The Account Name MUST be Opening Bal Equity. 6. Under Description type something that will help reference this account (e.g. Opening Balance Equity). 7. Select Save & Close. 7 P age

8 CRE/RPE Integration Setup 1. After QuickBooks has opened close all of the open windows inside of it so it looks like this (pictured left). At this point in time we will need to open CRE/RPE so that we can start the integration process. 2. Open CRE/RPE. 3. Select the Manager or Options button. 4. Enter the administrator password (default: admin) where applicable. 5. Select Tools then, QuickBooks Sales Pass. 6. At the Accounting Export page select the Configuration button. Note: You may receive some errors when trying to view the next screen, just select Ok to all of them. This is a onetime occurrence due to the integration not being completed. After selecting the correct company file these error message should not appear again. 8 P age

9 7. Select General (in the left window). 8. For the Application Name make sure that it says pcamerica.desktop.pos. 9. To the right of Company File select the Load button. 10. Locate the company file that you created earlier in QuickBooks and select Open. 9 P age

10 11. After the company file has been selected you must then go back into QuickBooks and select how and when CRE/RPE will be allowed to access the company file. Note: As a recommendation you may want to select the option to only allow the Company file to be accessed only when QuickBooks is open (for added security). 12. Select Continue. 13. Then select Yes that you want to allow access. 14. Select Done to the Access Confirmation window. 10 P age

11 Account Setup In CRE/RPE and QuickBooks General Sales 1. In CRE/RPE after selecting your Company File you will want to select GeneralSales on the left. 2. On the right select your store id (e.g. 1001) under Store Setting. 3. Under the General Sales section you will want to: Enable General Sales, which will allow CRE/RPE to export the General Sales information into QuickBooks. Delete journal data, will check the information that has already been exported to QuickBooks delete it so that there is no possibility to have duplicate data for the date range. 4. Under the Debit and Credit columns is a list of accounts that are directly referenced from your chart of accounts in QuickBooks. 5. In QuickBooks select Lists from the Top and then select chart of accounts. You will see a list of accounts that are currently setup in QuickBooks. You will want to create accounts that will be associated with the list of accounts in CRE/RPE (e.g. Net Sales Debit and Net Sales Credit). Note: pcamerica does not support the account setup in QuickBooks. Unless you are an avid user of QuickBooks it is recommended that you have an accountant create these accounts. 11 P age

12 Account Setup In CRE/RPE and QuickBooks Invoice Sales 1. In CRE/RPE after selecting your Company File you will want to select Invoice on the left. 2. On the right select your store id (e.g. 1001) under Store Setting. 3. Under the Itemized Sales section you will want to: Enable Itemized Sales, which will allow CRE/RPE to export the Itemized Sales information into QuickBooks. Delete Invoice data, will check the information that has already been exported to QuickBooks delete it so that there is no possibility to have duplicate data for the date range. 4. Under the A/R and Deposit columns is a list of accounts that are directly referenced from your chart of accounts in QuickBooks. 5. Under the Payment(QuickBooks) column is a list of the payment types (Items) which will be setup in the Accounts Receivable section. 6. If refunds are being processed select an account for the data to be exported to under Account Receivable (For Refund). 7. In QuickBooks select Lists from the Top and then select chart of accounts. You will see a list of accounts that are currently setup in QuickBooks. You will want to create accounts that will be associated with the list of accounts in CRE/RPE (e.g. Net Sales Debit and Net Sales Credit). Note: pcamerica does not support the account setup in QuickBooks. Unless you are an avid user of QuickBooks it is recommended that you have an accountant create these accounts. 12 P age

13 Account Setup In CRE/RPE and QuickBooks Invoice Sales - Tax Rates 1. In CRE/RPE after setting up the Invoice section you will want to select Tax on the left. 2. On the right select your store id (e.g. 1001) under Store Setting. 3. Under the Sales Tax section will list all the sales tax items currently in QuickBooks. We will have to map them to what is setup in CRE/RPE. 4. Using the Dropdowns under Tax Name select the corresponding tax rate for the correct agency (which you created earlier). 13 P age

14 Account Setup In CRE/RPE and QuickBooks Purchase Orders Note: If you are not exporting purchase order information then skip this section. 1. On the right select your store id (e.g. 1001) under Store Setting. 2. Under the PO section you will want to: Enable Purchase Orders, which will allow CRE/RPE to export all purchase order information into QuickBooks. Get rid of PO data previously exported within the range set before start, which will check the information that has already been exported to QuickBooks delete it so that there is no possibility to have duplicate data for the date range. 3. An account will have to be setup for A/P (accounts pending). 4. Under the Vendor Payout section accounts will have to be created for Expense, Bank, Credit Card which are accounts that are directly referenced from your chart of accounts in QuickBooks. 5. Under the Inventory Update section accounts will have to be created for Income and Expense which are accounts that are directly referenced from your chart of accounts in QuickBooks. 14 P age

15 Account Setup In CRE/RPE and QuickBooks TimeSheet 1. On the right select your store id (e.g. 1001) under Store Setting. 2. Under the TimeSheet section you will want to: Enable TimeSheet, which will allow CRE/RPE to export the employee timesheet information into QuickBooks. Delete TimeSheet data, will check the information that has already been exported to QuickBooks delete it so that there is no possibility to have duplicate data for the date range. 3. Under Expenses (for wage) select an account that will export all of the employee wages. This account is directly referenced from your chart of accounts in QuickBooks. 15 P age

16 Item Setup In CRE/RPE and QuickBooks Accounts Receivable In QuickBooks there must be items setup for all A/R payments that you are accepting. Note: If you are not accepting payment via accounts receivable then skip this section. 1. Select Lists then Item List. 2. Right-click on a blank area of the Item List window, then select New. 16 P age

17 3. Under Type select Payment. 4. Enter a name under Item Name/Number (e.g. Cash). 5. Under Description enter something to reference this item (e.g. Cash Payment). 6. Select OK. 7. Repeat steps 2 through 6 in this section for all payment types that you will be accepting. 8. The payment methods, pictured left are all the available options to accept A/R payments. Select Enable, which will allow CRE/RPE to export the account receivable information into QuickBooks. Delete Payment data, will check the information that has already been exported to QuickBooks delete it so that there is no possibility to have duplicate data for the date range. In QuickBooks to View payments that have been made select Customers then Customer Center. Select the customer whose invoices you would like to view, this will show invoices and payments that the customer has made. 17 P age

18 Account Setup In CRE/RPE and QuickBooks Customer Note: If you are not exporting customer data then skip this section. 1. On the right select your store id (e.g. 1001) under Store Setting. 2. Selecting RUN under New Customer Info Export will export new customers that have not been exported yet. 3. Under Customer Balance Override select an account that will override all of the Customers A/R data. Optionally you can select to Use A/R account in Invoice Instead. Select the Base Date (which is when the override will begin from) and then select RUN. 18 P age

19 Account Setup In CRE/RPE and QuickBooks Inventory Note: If you are not exporting Inventory then skip this section. 1. On the right select your store id (e.g. 1001) under Store Setting. 2. Under the Inventory/Non-Inventory/Coupon Items Export section we will need to do the following: Under the Inventory section select accounts that will export the Income, Cost of Goods Sold (COGS), and Asset data to. Under the Non-Inventory section select an account that will export the Other Current Asset data to. Under the Coupon Item section select an account that will export the Account data to. Under the Discount section select accounts that will export the Item Discount and Account data to. Select Run to export the information we setup under this section. 3. Under the Stock Level Override section we will need to do the following: Select accounts that will export the Income, and Expense data to. Select the Base Date (which is when the override will begin from) and then select RUN. Note: These accounts are directly referenced from your chart of accounts in QuickBooks. 19 P age

20 Account Setup In CRE/RPE and QuickBooks ExportDates 1. On the right select your store id (e.g. 1001) under Store Setting. 2. Under the Result of previous session section we will need to do make sure that Warn of previous result is checked. This will let you know if data has been exported from the start date. 3. Under the Last Export Dates section we will need to select the dates to being the export from for the following: General Sales. Itemized Sales. Customer Payment. Purchase Order. Employee TimeSheet. 4. Select Save and Exit. 20 P age

21 Selecting What Will Export 1. Under the Export Dates tab we will select the date and time range which will be exported. This date and time range can be edited by double clicking the date/time under the From or To columns. Note: You will want to check that all the dates and times to be exported are correct under the following tabs: Itemized Sales Purchase Orders Employee TimeSheet A/R 2. Under the Net Sales tab select NetSales which will export that data to QuickBooks. Note: If you decide to select NetSales to export you will not want to select TaxedSales, NonTaxedSales, or TaxExemptSales to export under the Sales Total Tax. Doing this could cause your sales to be exported twice. 21 P age

22 3. Under the Sales Total Tax tab select: TotalTax to export the total tax for all sales. TaxedSales to export the taxed sales for the date/time range. NonTaxedSales to export the non taxed sales for the date/time range. TaxExemptSales will export the Tax exempt sales for the date and time range. Note: If you decide to select TotalTax to export you will not want to select Tax1, Tax2, or Tax3 to export under the Sales Individual Tax. Doing this will cause your Tax to be exported twice. If under Sales Total Tax you had previously selected to export TaxedSales, NonTaxedSales, or TaxExemptSales they will be checked under Sales Individual Tax. 4. Optionally if you want to export the tax individually you will select Tax1, Tax2, or Tax3 as needed instead of Totaltax in the previous screen. 22 P age

23 5. Under the Payment Tab you can optionally select to export payment types broken down. This will cause all of your payment types to go to different accounts which you will create in QuickBooks. 6. To further Breakdown the payment types by credit card type you will want to use the Payment Credit Card Tab. This will help if you want to export your credit cards, broken down to separate accounts in QuickBooks. 23 P age

24 7. Selecting COGS or Cost Of Goods Sold will export the cost as well as the price to help you determine the profit margin in QuickBooks. When finished selecting what to export select Export Now to begin sending data to QuickBooks. 24 P age