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Instructions For QuickBooks Integration
Retail Plus exchanges data with QuickBooks using Intuit's new QB-XML data exchange standard. You must be running QuickBooks Pro or Premier, 2003 or later because those are the only versions that support the process. In order for the two programs to communicate you must have your QuickBooks company file open in multi-user mode and Retail Plus must be registered in QuickBooks as an unrestricted user. Retail Plus does not require you to have QuickBooks open at the same time as you make sales in order for the accounting data to be posted. You always have the freedom to choose when and what information is passed to the accounting system before it is posted.
Follow these steps to prepare QuickBooks for use with Retail Plus:
If you have not done so make a company file with the chart of accounts for a retail business. Just pull File down to New Company and follow the Easy Step Interview.
Once the company is set up pull File down to Multi-User Mode then pull Company down to Set Up Users and enter "Retail Plus" as an unrestricted user with no password.
Set up the sales tax with the same name and rate as those in Retail Plus. If you have not entered any in QuickBooks the steps are:
From the Lists menu, choose Item List.
From the Item menu button, choose New.
From the Type list, select Sales Tax Item.
Enter a tax name.
Enter a description to describe this sales tax on your sales forms.
The description prints on your sales forms after the final line item. You cannot edit it on the forms themselves.
Enter the tax rate. QuickBooks assumes the rate is a percentage. For example, enter 7.25 if the rate is 7.25%.
Enter the tax agency to whom you pay the tax.
Click OK.
Set up the method of payment list exactly as it appears in Retail Plus. The menu path to do this is: Lists / Customer & Vendor Profile / Payment Method List.
On the Chart Of Accounts create an account with the name of POS Revenue. In the Description enter Sales Totals and set the Type to Bank. Also make sure that QuickBooks has created an income account called Sales.
Check to see that QuickBooks has created an account called Accounts Payable and the account type is set also to Accounts Payable. If it does not exist just pull the Vendors menu down to Enter Bills and it will automatically be created.
In order for Retail Plus to transfer subtotal discounts to QuickBooks invoices they must be on the Item List as a Discount Item. To do this in QuickBooks the steps are:
Pull Lists down to Item List.
Set the Type to Discount, the Item Name to DISC and the Description to SUBTOTAL DISCOUNT.
Set the Tax Code to Tax so the items on the invoice will not be taxed at the full price.
Set the Account to Cash Discounts or another of your choice.
Leave the Amount or % at zero - it will be supplied at the right time.
Follow these steps to prepare Retail Plus for use with QuickBooks:
On the opening menu pull Tools down to Setup and select the POS tab.
Click the checkbox labeled "Use QuickBooks".
Click on the file browser button on the right of Company File. Locate and click on the QuickBooks company file that you want Retail Plus to work with.
Troubleshooting & Diagnostics
Please note the Last QB Request and Response buttons. If QuickBooks generates an error message these buttons will pop up a window showing diagnostic information. You can copy and paste this into a fax or email which allow us to see why the request was rejected.
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