CRE/RPE - QuickBooks General Sales Export Guide

Transcription

1 One Blue Hill Plaza, 16 th Floor, PO Box 1546 Pearl River, NY PC-AMERICA, (Voice) (Fax) CRE/RPE - QuickBooks General Sales Export Guide 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. The General Sales Export consists of sales figures (i.e. Net Sales = $7,692.54) being sent to accounts specified in QuickBooks. The data that is exported is similar to what you will find on the top of your Detailed Daily, or End of Day report (under Sales Totals and Breakdown by Payment Type). If you are using Windows 7 please see the Windows 7 Additional Configuration section of this document. Currently pcamerica integrates with QuickBooks 2007 through 2018* with the following US editions: Pro Premiere Enterprise* Enterprise integration is only supported on Quickbooks 2016 and newer *. 1 P a g e

2 TABLE OF CONTENTS REVISION HISTORY 3 BEFORE YOU BEGIN - QUICKBOOKS INTEGRATION CONFIGURATION 4 GENERAL SALES EXPORT ACCOUNT INFORMATION 7 GENERAL SALES EXPORT OVERVIEW 9 EXPORT SET: BREAKDOWN AND GROUPINGS 10 RECOMMENDED EXPORT SET GROUPINGS 11 CRE/RPE - QUICKBOOKS INTEGRATION SETUP 20 GENERAL SALES EXPORT 23 MISCELLANEOUS OPTION 30 WINDOWS 7 ADDITIONAL CONFIGURATION 31 TROUBLESHOOTING QUICKBOOKS INTEGRATION 37 Important Notes: QuickBooks 2012 requires or above QuickBooks 2013 requires or above QuickBooks 2014 requires or above QuickBooks 2015 requires or above QuickBooks 2016 requires or above QuickBooks 2017 requires or above QuickBooks 2018 requires or above As of Quickbooks 2018, a password is required for the company file. 2 P a g e

3 Revision History Document Version Date Author Description of Changes 12 Aug 24, 2017 MP Included disclaimer about customer info being included in the export. 13 January 5, 2018 MP Added support for QB 2018 and the required version 3 P a g e

4 Before You Begin - QuickBooks Integration Configuration Open your installed version of QuickBooks. Create your company file (follow the steps of the interview). Some configuration must be done in QuickBooks so that the data gets sent over correctly. QuickBooks Integration Setup Tax Rates QuickBooks Integration Setup Preferences QuickBooks Integration Setup Discount Item QuickBooks Integration Setup Local Sales Tax Item QuickBooks Integration Setup Opening Bal Equity Account QuickBooks Integration Setup Account & Item Information 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: 4 P a g e

5 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. In QuickBooks you will need to create Sales Tax Items for EACH tax rate that exists in CRE. If there are no tax rates configured in CRE/RPE a tax rate must still be created for the export to work. QuickBooks Integration Setup Preferences Before beginning the integration process some preferences have to be set. In QuickBooks make sure that Inventory and purchase orders are active is checked. Note: You will only need to do this if you are using QuickBooks Itemized export to track inventory and/or you are using purchase orders. These changes are made in the Edit > Preferences screen in QuickBooks. In QuickBooks make sure that Time Format is set to Minutes (10:12). In QuickBooks make sure that Time Tracking is set to Yes. In QuickBooks make sure that the First Day of Work Week matches what is setup in the setup screen of CRE/RPE under Work Week Starts On 5 P a g e

6 QuickBooks Integration Setup Discount Item In QuickBooks there must be an item that accounts for all of the discounts in CRE/RPE. QuickBooks Integration Setup Local Sales Tax Item In QuickBooks there must be an item that accounts for all of the Local Sales Tax in CRE/RPE. Note: This item MUST be named Local Sales Tax set as a Sales Tax Item type. QuickBooks Integration Setup Opening Bal Equity Account In QuickBooks there must be an account that is setup for the opening balance equity. Note: The Account Name MUST be Opening Bal Equity, this account must also be an Equity account. QuickBooks Integration Setup Account & Item Information The following links will show the information that can be exported from CRE/RPE to QuickBooks depending on Export Type: General Sales Export - Account Information 6 P a g e

7 General Sales Export Account Information The following is a List of sales information types that CRE can export for the General Sales Export. Accounts will need to be created in QuickBooks for each type of category you will be exporting. It is not required to export all of the information as you can specify which categories can send information to QuickBooks. For examples and more information please see: Export Set: Breakdown and Groupings Before creating any accounts please consult with your accountant or tax professional. General Sales: Net Sales - This is the total amount of sales that was collected during the date and time range without tax included. Total Tax - This is the combined amount of tax (Tax 1 + Tax 2 + Tax 3) that was collected during the date and time range. Taxed Sales - This is the total amount of sales that have been taxed, Tax is not included in this figure. Non-taxed Sales - This is the total amount of sales that have not been taxed during the date and time range. Tax Exempt Sales - This is the total amount of sales that have been exempt from tax that was collected during the date and time range. Tax 1 - This is the total amount of Tax 1 that was collected during the date and time range. Tax 2 - This is the total amount of Tax 2 that was collected during the date and time range. Tax 3 - This is the total amount of Tax 3 that was collected during the date and time range. Tax 4 - This is the total amount of Tax 4 that was collected during the date and time range. Tax 5 - This is the total amount of Tax 5 that was collected during the date and time range. Tax 6 - This is the total amount of Tax 6 that was collected during the date and time range. Cash - This is the total amount of Cash that was accepted as a tender type during the date and time range. Check - This is the total amount of Checks that were accepted as a tender type during the date and time range. Debit Card - This is the total amount of Debit Cards that were accepted as a tender type during the date and time range. Credit Card - This is the total amount of Credit Cards that were accepted as a tender type during the date and time range. Visa - This is the total amount of Visa Cards that were accepted as a Credit Card tender type during the date and time range. Master - This is the total amount of Master Cards that were accepted as a Credit Card tender type during the date and time range. Amex - This is the total amount of American Express Cards that were accepted as a Credit Card tender type during the date and time range. 7 P a g e

8 Discover - This is the total amount of Discover Cards that were accepted as a Credit Card tender type during the date and time range. Other Credit Cards - This is the total amount of Other Credit Cards that were accepted as a Credit Card tender type during the date and time range. On Account - This is the total amount of On Account sales that were performed during the date and time range. Food Stamp - This is the total amount of Food Stamp (EBT) sales that were performed during the date and time range. Gift Cards - This is the total amount of Gift Cards that were accepted as a tender type during the date and time range. Secondary Currency - This is the total amount of Secondary Currency that was accepted as a tender type during the date and time range. Cost of Goods Sold - This is the total Cost (*What you paid for the items) of the goods that your business sold during the date and time range. In QuickBooks accounts must be created to debit and credit what you choose to export. For an in-depth look at export sets and groupings please see: Export Set: Breakdown and Groupings 8 P a g e

9 General Sales Export Overview CRE/RPE can send journal entries directly to QuickBooks using the QuickBooks Sales Pass feature (found inside the Options Screen under Tools. We will only discuss the main section related to the QuickBooks integration, which is the transfer of journal entries from CRE/RPE. This is where you can choose from a list of data item that CRE/RPE tracks and send the accumulated totals to your accounts in QuickBooks. This is an area where it helps to have knowledge of how journal entries work and how they affect your accounts and consequently your financial statements. Of course, you should be consulting with an accountant when you get to this part. Let s take a look at the different export sets within CRE/RPE. The export sets are highlighted below: It is very important to know what each one means before you can choose the correct accounts to debit and credit in QuickBooks. It is also important to understand what is included in each data item because you can easily send redundant data to QuickBooks if you send the wrong combination of export sets. For example, if you wish to send all the Net Sales data to QuickBooks to update your Sales Income account, you will end up sending redundant data if you also choose to send all the methods of payment at the same time. This can cause your numbers to be inaccurate (in this case it may more than double). Why? Net Sales includes all the pretaxed sales. All your methods of payment will send all the amounts you received from selling broken down by each payment method. If you sold $100 worth of Lemonade by Cash, and you chose to send Net Sales ($100) as well as Cash ($100) then you will have a total income of $200. This is inaccurate. So instead, you should choose to send either Net Sales or Cash but not both. 9 P a g e

10 Export Set: Breakdown and Groupings Let s first take a look at which account type (in QuickBooks) we recommend for each Export Set. Please remember (and we will repeat this periodically); consult your accountant when setting up your chart of accounts and the QuickBooks Sales pass. Do not call pcamerica s technicians for accounting questions. We are not accountants. Here s a chart of recommended accounts types for each CRE/RPE data item: Income Statement Export Set Balance Sheet Revenue Net Sales Asset Revenue Total Tax Liability Revenue Taxed Sales Asset Revenue Non-Taxed Sales Asset Revenue Tax Exempt Sales Asset Revenue Tax 1 Liability Revenue Tax 2 Liability Revenue Tax 3 Liability Revenue Tax 4 Liability Revenue Tax 5 Liability Revenue Tax 6 Liability Revenue Cash Asset Revenue Check Asset Revenue Debit Card Asset Revenue Credit Card Asset Revenue Visa Asset Revenue Master Asset Revenue Amex Asset Revenue Discover Asset Revenue Other Credit Cards Asset Revenue On Account Asset Revenue Food Stamp Asset Revenue Gift Cards Asset Revenue Secondary Currency Asset Cost of Goods Sold Cost of Goods Sold Liability Once again, you must be a bit careful when choosing which Export Set to send to QuickBooks. As you can see, most of the Export Sets will end up populating data in your Revenue section of the Income Statement, so it is easy to send duplicate data. When this happens, your revenue will be inaccurate, so be sure to choose appropriately. It has been mentioned previously, but also remember that accounting is more of an art form rather than a science and there are many ways to get to the desired result. This is something that your accountant can help you with. We will offer some recommendations of groupings of Export Sets that will work, however, when actually choosing which accounts to debit and credit, you can have your accountant help you. 10 P a g e

11 Recommended Export Set Groupings As you may have noticed in the above chart, most of the export sets affect revenue on the income statement and may have an effect on either an asset account or liability account while offsetting the revenue account. Coordinate with your accountant on the best way to send the data, but below are some basic combinations that will work appropriately. The examples below will not send redundant data to QuickBooks; however, it is still up to you and your accountant as to what data is being sent and which accounts in QuickBooks that they will affect. In all Export Set Grouping below, you will need to check all corresponding Enabled boxes for each mapped account and uncheck all Enabled for lines not used(see Final Configuration). We assume for all Export Set Groups that you will be exporting the COGS. Export Set Grouping #1: Net Sales and Total Tax Export Set Grouping #2: Net Sales and Tax Breakdown Export Set Grouping #3: Net Sales by Taxed, Non-Taxed and Tax Exempt Sales and Tax Breakdown 11 P a g e

12 Export Set Grouping #1: Net Sales and Total Tax In this group, you will only enable 3 Export Sets to send to QuickBooks; Net Sales, Total Tax and Cost of Goods Sold: Example of QuickBooks Accounts for this Grouping Suggested Account Account Type Description Funds for Deposit Current Asset Balance Sheet account that will hold money that needs to be deposited. QuickBooks may be set to have features that will deposit the amounts accumulated in this account automatically. There may be an account called Undeposited Funds that may work here. Sales Revenue Income Income Statement account to account for the pre-taxed portion of your total revenue taken for the given period. Sales Tax Revenue Income Income Statement account that will account for the sales tax that was collected for the given period Cost of Goods Sold Cost of Goods Sold Income Statement account that accounts for the cost of all the items you have sold in the given period. Accounts Payable Current Liability Balance Sheet account that accumulates all moneys owed to vendors or other entities. CRE/RPE QuickBooks Setup Let's say your business did $100 in cash sales, adding in $8 in tax (for a total of $108 in sales) the Income Statement and Balance Sheets would look like this after the Export Set was sent to QuickBooks: Income Statement 12 P a g e

13 Sales Revenue Sales Tax Revenue $100 $8 Total Revenue $108 - Cost of Goods Sold $20 = Gross Profit $88 + Expenses 0 = Gross Income $88 + Other Income/Expense 0 = Net Profit $88 Balance Sheet Assets Liabilities Funds for Deposit $ Accounts Payable $20 Equity Retained Earnings $88 Total Assets $108 = Total Liabilities + Equity $ P a g e

14 Export Set Grouping #2: Net Sales and Tax Breakdown In this group, you will only enable Net Sales, Tax 1, Tax 2 and Tax 3 to be sent to QuickBooks. The assumption is that if you are choosing to send the different sales tax rate amounts, you would also like see the rates separated on your financials. Technically, you can send them all to the same Sales Tax Revenue account from the Export Set Grouping #1, but you would get the same data from just sending Total Tax. Example of QuickBooks Accounts for this Grouping Suggested Account Account Type Description Funds for Deposit Current Asset Balance Sheet account that will hold money that needs to be deposited. QuickBooks may be set to have features that will deposit the amounts accumulated in this account automatically. There may be an account called Undeposited Funds that may work here. Sales Revenue Income Income Statement account to account for the pretaxed portion of your total revenue taken for the given period. Sales Tax Revenue:Tax 1 Income Income Statement account that will account for the sales tax rate 1 that was collected for the given period Sales Tax Revenue:Tax 2 Income Income Statement account that will account for the sales tax rate 2 that was collected for the given period Sales Tax Revenue:Tax 3 Income Income Statement account that will account for the sales tax rate 3 that was collected for the given period Sales Tax Revenue:Tax 4 Income Income Statement account that will account for the sales tax rate 4 that was collected for the given period Sales Tax Revenue:Tax 5 Income Income Statement account that will account for the sales tax rate 5 that was collected for the given period Sales Tax Revenue:Tax 6 Income Income Statement account that will account for the sales tax rate 6 that was collected for the given period Cost of Goods Sold Cost of Goods Sold Income Statement account that accounts for the cost of all the items you have sold in the given period. Accounts Payable Current Liability Balance Sheet account that accumulates all moneys owed to vendors or other entities. 14 P a g e

15 CRE/RPE QuickBooks Setup Let's say your business did $100 in cash sales, adding in $8 in tax (for a total of $108 in sales), with the sales tax amounts per tax rate at: Sales Tax 1 = $4 Sales Tax 2 = $3 Sales Tax 3 = $1 Sales Tax 4 = $0 Sales Tax 5 = $0 Sales Tax 6 = $0 15 P a g e

16 The Income Statement and Balance Sheets would look like this after the Export Set was sent to QuickBooks: Income Statement Sales Revenue Sales Tax Revenue $100 $8 Tax 1 $4 Tax 2 $3 Tax 3 $1 Tax 4 $0 Tax 5 $0 Tax 6 $0 Total Sales Tax Revenue Total Revenue $108 - Cost of Goods Sold $20 = Gross Profit $88 + Expenses 0 = Gross Income $88 + Other Income/Expense 0 = Net Profit $88 Balance Sheet Assets Liabilities Funds for Deposit $ Accounts Payable $20 Equity Retained Earnings $88 Total Assets $108 = Total Liabilities + Equity $ P a g e

17 Export Set Grouping #3: Net Sales by Taxed, Non-Taxed and Tax Exempt Sales and Tax Breakdown This group will separate your Sales Revenue by taxed, non-taxed and tax exempt sales (pre-taxed) and the different tax rates. Adding all items together on your Income Statement will show Total Revenue that comes from CRE/RPE. Example of QuickBooks Accounts for this Grouping Suggested Account Account Type Description Funds for Deposit Current Asset Balance Sheet account that will hold money that needs to be deposited. QuickBooks may be set to have features that will deposit the amounts accumulated in this account automatically. There may be an account called Undeposited Funds that may work here. Sales Revenue: Taxed Sales Sales Revenue: Non- Taxed Sales Sales Revenue: Tax Exempt Sales Income Income Income Income Statement account to account for the pretaxed portion of your taxed sales revenue taken for the given period. Income Statement account to account for the pretaxed portion of your non-taxed sales revenue taken for the given period. Income Statement account to account for the pretaxed portion of your tax exempt sales revenue taken for the given period. Sales Tax Revenue:Tax 1 Income Income Statement account that will account for the sales tax rate 1 that was collected for the given period Sales Tax Revenue:Tax 2 Income Income Statement account that will account for the sales tax rate 2 that was collected for the given period Sales Tax Revenue:Tax 3 Income Income Statement account that will account for the sales tax rate 3 that was collected for the given period Sales Tax Revenue:Tax 4 Income Income Statement account that will account for the sales tax rate 4 that was collected for the given period Sales Tax Revenue:Tax 5 Income Income Statement account that will account for the sales tax rate 5 that was collected for the given period Sales Tax Revenue:Tax 6 Income Income Statement account that will account for the sales tax rate 6 that was collected for the given period Cost of Goods Sold Cost of Goods Sold Income Statement account that accounts for the cost of all the items you have sold in the given period. Accounts Payable Current Liability Balance Sheet account that accumulates all moneys owed to vendors or other entities. 17 P a g e

18 CRE/RPE QuickBooks Setup Let's say your business did $100 in cash sales, adding in $8 in tax (for a total of $108 in sales), with the sales tax amounts per tax rate at: Sales Tax 1 = $4 Sales Tax 2 = $3 Sales Tax 3 = $1 Sales Tax 4 = $0 Sales Tax 5 = $0 Sales Tax 6 = $0 Among the customers that came purchased: $80 came from in person customers who were charged tax. $15 came from out of state customers that you shipped your cups of lemonade to that you did not charge tax for. $5 came from a government agency that is tax exempt. For argument s sake, let s just say that the amount of tax revenue remained at $8. 18 P a g e

19 The Income Statement and Balance Sheets would look like this after the Export Set was sent to QuickBooks: Income Statement Sales Revenue Taxed $80 $100 $8 Non-Taxed $15 Tax Exempt $5 Total Sales Revenue Sales Tax Revenue Tax 1 $4 Tax 2 $3 Tax 3 $1 Tax 4 $0 Tax 5 $0 Tax 6 $0 Total Sales Tax Revenue Total Revenue $108 - Cost of Goods Sold $20 = Gross Profit $88 + Expenses 0 = Gross Income $88 + Other Income/Expense 0 = Net Profit $88 Balance Sheet Assets Liabilities Funds for Deposit $ Accounts Payable $20 Equity Retained Earnings $88 Total Assets $108 = Total Liabilities + Equity $ P a g e

20 CRE/RPE - QuickBooks Integration Setup 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. NOTE: It is important to Run QuickBooks as an Administrator if you are not prompted to do so. Open CRE/RPE. Select the Manager or Options button. Enter the administrator password (default: admin) where applicable. Select Tools then, QuickBooks Sales Pass. If you receive a message (pictured left) then click the link to begin downloading the required component. Select Ok. You MUST install the download file if prompted before beginning the integration. If you are prompted to run the application, select Run. 20 P a g e

21 When the installer has finished Select Finish on this screen. 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. 21 P a g e

22 After selecting the Configuration button you may be prompted to go back into QuickBooks and select how and when CRE/RPE will be allowed to access the company file. Note: For added security you may want to select the option to only allow the Company file to be accessed only when QuickBooks is open. The last Yes, always allow option is most often selected. Select Continue. Then select Yes that you want to allow access. Select Done to the Access Confirmation window. Switch back to CRE/RPE. Select the General tab. Under Store select the store(s) you would like to be enabled for the export. 22 P a g e

23 General Sales Export To perform a General Sales Export: 1. The accounts that have been setup must be selected in CRE/RPE. (see: General Sales Export - Account Selection) 2. The timeframe for the export must be specified. (see: General Sales Export - Export Dates Configuration) 3. The information to be exported must be specified. (see: General Sales Export - Final Configuration) Other Information: The Misc tab will allow you to clear the information in the CRE/RPE Database, this can be helpful when no information is being exported to a new company file. Note: When these tables are cleared it is important that you do not export for a date range which you have previously exported, this will create duplicate entries. Note: when a customer is associated with an invoice in CRE, the customer information will be included in the export to QuickBooks. 23 P a g e

24 General Sales Export - Account Selection Select General Sales on the left. On the top under Store Setting select your store id (e.g. 1001). Under the General Sales section you will want to: o o o Enable General Sales, which will allow CRE/RPE to export the General Sales information into QuickBooks. The Debit and Credit columns have dropdowns that are directly referenced from your chart of accounts in QuickBooks. Use the dropdown to select each account you would like the specific information posted to. The Export Sets that you choose to export data from (from the Recommended Export Set Groups) will only need to be selected here. Export Sets that you will not be sending data from can be left blank or you can select any account that you will not be using in QuickBooks. We will enable what will export in the General Sales Export - Final Configuration section. In QuickBooks select Lists from the Top and then select Chart of Accounts. You will see the list of accounts that are currently setup in QuickBooks. The Chart of Accounts list will populate in CRE/RPE to select your account mapping. If any changes are made to the Chart of Account list in QuickBooks, exit and restart CRE/RPE to see the changes. 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. Note: The accounts selected above are an example, please consult your accountant or tax professional to setup the best accounts for your business. For a more detailed look at the Export Set groups and an explanation of what will be exported please see: Export Set: Breakdown and Groupings 24 P a g e

25 General Sales Export Export Dates Configuration Select Export Dates on the left. On the top under Store Setting select your store id (e.g. 1001). Under the Result of previous session section make sure that Warn of previous result is checked. This will let you know whether or not the previous session (export) has completed without an error, regardless of data that was exported. Under the Last Export Dates section we will need to select the date to being the export from for the following: o General Sales Select Save and Exit. Note: The date ranges should be changed if database tables have been cleared using the Misc feature to help prevent duplicate entries. After configuring the dates which your information will be exported we must then do the final configuration required to export your sales information. 25 P a g e

26 General Sales Export - Final Configuration Under the Export Dates tab we will select the date and time range which will be exported. Note: This date and time range reflects what was selected in the General Sales Export - ExportDates Configuration section to the current date. It can be edited by double clicking the date/time field under the From or To columns. Under the Net Sales tab you will see the NetSales Export Type. The information you would like to export will determine whether or not Enabled will be checked for this item. For more information on the export breakdown and groupings please see: Export Set: Breakdown and Groupings Note: If you decide to select NetSales to export you will want to note that selecting TaxedSales, NonTaxedSales, or TaxExemptSales to export under the Sales Total Tax tab, will cause your sales information to be exported to two different accounts, depending on what was selected under General Sales Export - Account Selection. 26 P a g e

27 Under the Sales Total Tax tab select: o TotalTax to export the total tax for all sales. o TaxedSales to export the taxed sales for the date/time range. o NonTaxedSales to export the non taxed sales for the date/time range. o TaxExemptSales will export the Tax exempt sales for the date and time range. For more information on the export breakdown and groupings please see: Export Set: Breakdown and Groupings Note: If you decide to select TotalTax to export you will want to note that selecting Tax1, Tax2, or Tax3 to export under the Sales Individual Tax, will cause your Tax information to be exported to two different accounts, depending on what was selected under General Sales Export - Account Selection. Optionally if you want to export the tax individually you will select Tax1, Tax2, Tax3, Tax 4, Tax 5, or Tax 6 under Sales Individual Tax as needed instead of TotalTax in the previous screen. For more information on the export breakdown and groupings please see: Export Set: Breakdown and Groupings Note: If under Sales Total Tax you had previously selected to export TaxedSales, NonTaxedSales, or TaxExemptSales these will also be checked under the Sales Individual Tax tab. 27 P a g e

28 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. For more information on the export breakdown and groupings please see: Export Set: Breakdown and Groupings 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. For more information on the export breakdown and groupings please see: Export Set: Breakdown and Groupings Note: If under Payment tab you had previously selected to export Cash, Check, or Debit Card this will also be selected in Payment Credit Card tab. Enabling both Credit Card and broken down card types (E.g Visa,Master etc.) may result in duplicate entries in your Chart of Accounts. Please check with your accountant for account mapping that best fits for your business. 28 P a g e

29 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. For more information on the export breakdown and groupings please see: Export Set: Breakdown and Groupings Note: When running the COGS export all of your CRE/RPE inventory will be export to the QuickBooks Item List. Please see our QuickBooks Inventory Export Guide. When finished selecting what to export select Export Now to begin sending General Sales data to QuickBooks. 29 P a g e

30 Miscellaneous Option When an export has been performed, information gets put into the database in order to prevent duplicate data from being exported. The Miscellaneous option is found in the QuickBooks Sales Pass Configuration menu. The Misc. option is used to clear the export information from the CRE/RPE database for a few reasons, some of which may include: If a test export has been performed (usually happens when an export to test the integration has been performed). If a new company file is being used (usually happens when old company file gets lost). Either of the above scenarios will require the following be done in QuickBooks: A new QB company file or different accounts in the existing company file MUST be used, if this is not done the data will be duplicated rendering the existing company file useless. The Export Dates will need to be changed to the current date. Moving forward you cannot export with a previous date range prior to clearing the tables or data will be duplicated. Select the Misc. option. On the top under Store Setting select either All Selected Stores (which will clear the information for all the stores) or, select your store id (e.g. 1001) which will clear the information for each store that is selected. Check only the types of accounting information to be cleared. Select Run. 30 P a g e

31 Windows 7 Additional Configuration If you are using Windows 7 with an older QuickBooks release some additional configuration may be required: Accounts must first be created in QuickBooks. (see: Windows 7 Additional Configuration - Creating a Standard User and Disabling UAC) The accounts that have been setup must be selected in CRE/RPE. (see: Windows 7 Additional Configuration - Assigning the Correct CRE.NET Folder Permissions) Windows 7 Additional Configuration - Creating a Standard User and Disabling UAC Before beginning the integration process a standard user must be created in windows 7 for the export to take place. Here we must also disable User Account Control (UAC). Select Start. Select Control Panel. Select User Accounts. If a standard user account already exists then we can use it to perform the export. If a standard User account does not exist then select Create a new account. 31 P a g e

32 Enter a username for the account. Select Standard user. Select Create Account. Note: You can add a password for this user for added security. Select Go to the main User Accounts page, at the bottom of the window. Select Change User Account Control settings. 32 P a g e

33 Move the slider to the bottom so that the selection changes to Never notify. Select OK. Note: You will need to restart after making any changes to this page. 33 P a g e

34 Windows 7 Additional Configuration - Assigning the Correct CRE.NET Folder Permissions After creating the standard user account we must then add Full Control permissions to the CRE.NET folder for that user. Navigate to the folder C:\Program Files (C:\Program Files(x86) for windows 7 64 bit users). Right-click the CRE.NET folder, then select Properties. Select the Security tab. Select Edit, to change permissions for the folder. 34 P a g e

35 Select Add... Enter the username of the user that was created in the previous section (in our example pcamerica). Select OK. 35 P a g e

36 Select OK to the permissions window. Select OK to the CRE.NET properties window. Note: You will need to repeat this process on the CRE/RPE station where the QuickBooks company file is located. 36 P a g e

37 Troubleshooting QuickBooks Integration If when trying to select the company file you receive an error message stating "The Company File Is In Use" please follow the steps below: Navigate to the folder C:\Program Files\CRE.NET (C:\Program Files(x86\CRE.NET) for windows 7 64 bit users). Right-click the AccountingExportConfig.xml file, then select Edit. We will need to change the line <filetoopen> to the location of where your company file is saved (for example, <filetoopen>c:\test\pcamerica.qbw</filetoopen>): When done select File, then select Save. Note: If you are still experiencing issues with the integration please see below: Make sure that UAC is turned off. Make sure you are running both CRE/RPE and QuickBooks as an Administrator. 37 P a g e