Office Operations Tab, Select Set Map Codes

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1 Accounting DealerLogic is the only QuickBooks GOLD Certified Dealership Management Software system recommended by QuickBooks ProAdvisors. Before continuing, please make sure the correct company in Quick Books is open. To begin, from the Office Operations Tab, Select Set Map Codes. This is a one time process to associate Dealer Logic items to Quick Book Items. When the table opens, the items are grouped by Module. Click on the to expand the list. Here we are looking at items in a deal. To associate an item click into the column QBItem. Your QuickBooks Item List becomes available. If you do not use the item, leave the line blank. For example, my dealership may not install Anti Theft Systems. I would leave that item blank. You can easily go to the next item by clicking on the down arrow. It s sometimes easier to complete this table by module, use the group by feature to assist you. Before starting this table, make sure you know what Invoice and Repair Order types you will be using. Make any item you are not using inactive before opening this table.

2 In the Quickbooks grouping you will find List Unposted Deals Inventory that has been sold but not brought into Quickbooks. When selecting the option, a link is created between Dealer Logic and Quickbooks. To select a deal, double click the blue ribbon. The details of the deal will be brought into the accounting window. The invoice date and delivery date can be updated. When you are ready to send the deal, click Save.

3 K A B C D E F C G C H I J This is B + F Offset Each line of the accounting window has a corresponding enter either on the inventory or on the deal. Each line has been represented with a letter. Locate the matching item to see where the amount is coming from. The contract price and the total should match. If they don t, check the cost information on the aftermarket items. F F F B D E H D + E A C I J G K

4 Start End of Day Parts & Service The first time you open End of Day select Start End of Day. If the End of Day has been saved, regardless if it has been processed or not, select Search End of Days. The drawer number is selected using the drop-down window. Select an End Date. Multiple End of Days can be run for the same day. Let s say it s Friday. The last day of the month. Your process your End of Day, and up pulls the delivery truck with a large Warranty Check. Post the Warranty Check to the open RO s and run a 2 nd End of Day. Any transactions from your last end of day are carried forward to the next day. In the example if an EOD was not run after posting the warranty check, they would be included on the next EOD. The EOD# is assigned by DealerLogic. The Drawer# and End Date were selected from the prior screen. The Location and Salesperson are defaulted from the user signon. Opening: Enter the amount that is in your drawer before taking any transactions. To help count, enter the number of coins and bills into the corresponding fields. An accounting copy is supplied for Part Invoices & RO s. Whatever your method of keeping track of your totals throughout the day, enter the Totals for each payment type in the Drawer Amt column. Click Compare.

5 No Credit Card information was entered in the drawer totals. The column Invoice Amt is the totals by payment type, Dealer Logic has calculated for this drawer. In this case the receipt got behind the printer and was not immediately seen. Any out of balance situation should be investigated. It will not prevent you from posting. You can close the compare window and view transactions or view the reports associated with End of Day to help you investigate. The Transaction List can be viewed in Summary or in detail by clicking on the to expand the list. On the bottom portion of the screen you can use the group by feature to look at the transactions differently. To print use the icon in the upper left icon.

6 When you have accounted for all of the transactions for the day and are ready to send to accounting, Select Process. Only End of Days that have been PROCESSED will appear in the accounting window. No new transactions will be added to this end of day. Multiple End of Days can be run for the same end date. Once accounting has Posted the End of Day into Quickbooks, the Posted flag is set. The tool bar at the top of the EOD Settlement Window Save Saves any changes made to the form. Delete will permanently remove from the EOD from the list. Print A list of reports: EOD Transactions: Summary (the coins and bills you counted) These can be printed at any time. EOD Transactions: Part Sales Detail and Summary of Part Invoices EOD Transactions: Service Sales Detail and Summary of Repair Orders EOD Transactions: EOD Transaction Summary/Detail by payment type EOD Transactions: EOD Count Comparisons Difference between what the system had versus EOD Transactions: EOD Deposits EOD Transactions: EOD On Account what you entered in the Drawer Amt. EOD Transactions: EOD Sales Tax Override Rate EOD Transactions: EOD Disbursements - if set up in the company file and the employee file, can be sent from Dealer Logic. Select and enter the recipients address. Dealer Logic has formatted the subject line, body, and attached a PDF file of the quote. Documents, with a file extension of PDF, JPG, or GIF can be linked to vehicle inventory. In the drop-down arrow you can add or view any documents.

7 The next step in the process is to make sure the Map Codes have been completed. This is a one time set up. From the Office Operations tab, select Set Map Codes. To associate an item click into the column QBItem. Your QuickBooks Item List becomes available. If you do not use the item, leave the line blank. You can easily go to the next item by clicking on the down arrow. It s sometimes easier to complete this table by module. Use the group by feature to assist you. Before starting this table, make sure you know what Invoice and Repair Order types you will be using. Make any items you are not using inactive before opening this table. When you are ready to bring the EOD to QuickBooks, click on List Unposted EODs from the Office Operations tab. Double click the blue ribbon to select the EOD you want to process The amount should always be Zero. Send an to support@breezego.com that you are out of balance. I glance to make sure everything looks ok. And then click Save in the upper right hand corner to process.

8 The tool bar in the End of Day to Quickbooks Save Will send the EOD to Quickbooks Print Shows the Dealer Logic Map Code, QB Item, and Amount. Total should always be zero In Quickbooks Refresh If you made any changes to the Item list, Accounting list, or Map codes, click Refresh to update your list. EOD Will launch the Dealer Logic End of Day Transaction window.

9 List Unposted Stock This is inventory that is being brought into the dealership. There are 8 map codes for inventory to be completed prior to bring the transactions to Quickbooks. Select Map codes from the Office Operations tab. Select List Unposted Stock. Use the drop-down list to select the appropriate value for A/P Account. The inventory will be Floor Planned so I have select the AP account of floor plan, entered the amount of the flooring, and the terms. The other values are coming from the mapping tables. The fields in BOLD are required. When you are ready to send to QB, click Save. The radio button at the bottom determines what gets created in QuickBooks. It s your choice. If Save as Default is checked, it will remember any values you have selected using the drop-downs. Quickbooks sends a response when the item was created.

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11 List Unposted Parts All Purchase Orders are sent to Quickbooks. Set the Map Codes. Map Codes are on the Office Operations tab. To associate an item click into the column QBItem. Your QuickBooks Item List becomes available. If you do not use the item, leave the line blank. You can easily go to the next item by clicking on the down arrow. It s sometimes easier to complete this table by module Here we should see the total amount of the purchase order. If they have forgotten to add freight, it can be added using the drop-down and entering an amount. We are only creating a bill. Select the Create as option to fit your needs.

12 Deposits Deposits can be taken from a Deal, Parts Invoice, Repair Order, or from the Office Operations tab. A customer is required to add a deposit. If there is not a customer click to add customer. If a customer is not found where searching, add new. This is the Customer Deposit window from the Office Operations tab. After you enter the payment type and amount, select the department in which the customer will be using the deposit. When an invoice of that type is opened, you are asked if you wish to apply the deposit. In the example we have added a $ Deposit for a Sale. When adding a customer to the deal, the customer name was entered and selected. The Customer deposit window presents and you can elect to use the deposit or not. The taken deposit window is the same in a Parts Invoice and repair Order. Select Take Deposit from the drop-down menu.

13 In a quote the function is identified by the icon to the left of the Deposit label. The same take Deposit screen opens. All deposits taken are included with the Parts & Serviced End of Day Processing. The transaction appears the day the deposit is taken. The Deal, Invoice, or RO does not have to be closed. Take Deposit Delete Deposit View Deposit