Quickbooks Interface Guide

Transcription

1 Quickbooks Interface Guide A Setup Guide to Transfer Information to Quickbooks

2 I QuickBooks Interface Setup Guide I Table of Contents Part I Envision's QuickBooks Interface 1 1 Requirements Contact Us Part II Setup QuickBooks 1 Turn On Account Numbers In QuickBooks Chart of Accounts Turn on Sales Tax within QuickBooks Part III Setup Envision 1 Create Chart of Accounts in Envision Setup Vendors in Envision Creating a Tips Retail Item Selecting a Different QuickBooks... Company File 14 5 Import QuickBooks Chart of Accounts Match QuickBooks Accounts to Envision Setup Master GL Accounts Setup Inventory Accounts Part IV Transfer Information to QuickBooks 22 1 Step 1 - Export Employees to QuickBooks Most Common Errors... - Employee Export 23 2 Step 2 - Optional Export Clients... to QuickBooks 24 Most Common Errors... - Client Export 25 3 Step 3 - Export Vendors to QuickBooks Most Common Errors... - Vendor Export 27 4 Step 4 - Export Bills to QuickBooks Step 5 - Export Inventory to QuickBooks Most Common Errors... - Inventory Export 30 6 Requirements for Transferring Sales Step 6 - Export Sales to QuickBooks Most Common Errors... - Sales Export 36 8 Step 7 - Export Inventory Adjustments... to QuickBooks 37 Part V Common Error Messages 38 1 Error Error Error Error

3 II Contents II 5 Error Error XML Errors (Clients and Inventory) Resync All Records QuickBooks List Limitations Set QuickBooks Posting Flag Recalling Tickets Average Cost QuickBooks Integration and Windows... Vista 45 Part VI Account Definitions 46 II

4 1 QuickBooks Interface Setup Guide 1 Envision's QuickBooks Interface Envision's QuickBooks Interface allows you to use Envision along with QuickBooks, to manage your business as well as your business' finances. With Envision's QuickBooks Interface, you are able to transfer the following information from Envision into QuickBooks, without having to manually enter this information: Client Information Employee Information Inventory List / Inventory Adjustments Vendor List Sales Tickets / Voids / Payments Expenses / Checks - O nly with Envision Premier Requirements Before you are able to use Envision's QuickBooks Interface, there are specific requirements that must be met. Here is what you will need to get started: United States version: Must have QuickBooks 2005 or later, Pro or higher level installed Canada, United Kingdom, Australia versions: Must have QuickBooks Pro installed Purchase the Q uickbooks Integration Module from your Envision Sales Representative Envision must be installed on the current computer that is running Q uickbooks. Contact Us If you need additional help please call our technical support hotline: Company and Contact Information Ennoview, Inc TPC Drive Suite 100 Orlando, FL Sales: Technical Support: or envisionhelpdesk.com Website Address:

5 2 Setup QuickBooks 2 Setup QuickBooks Turn On Account Numbers In QuickBooks Prior to transferring the QuickBooks Chart of Accounts to Envision, each Chart of Account MUST have an account number assigned in QuickBooks. Once turned on, this will allow you to enter in an account number for each Chart of Account created. To turn on account numbers in QuickBooks: 1. Click on "Edit" on the Menu Bar of QuickBooks. 2. Select "Preferences" from the menu. 3. Click on the "Accounting" option on the left.

6 3 QuickBooks Interface Setup Guide 3 3. Click on the "Company Preferences" tab at the top of the Preferences screen. 4. Place a check mark in the "Use account numbers" check box.

7 4 Setup QuickBooks 4 An account number MUST be listed for each account before they can be imported into Envision. Not sure which account number to assign in QuickBooks? Check with your accountant to find out which account number to use / assign for each account. Here are standard Chart of Account number ranges: Assets Liabilities Equity Income or Revenue Job Costs / Cost of Goods Sold Overhead Costs or Expenses Other Income Other Expense

8 5 QuickBooks Interface Setup Guide 5 Chart of Accounts You MUST have the following accounts setup in QuickBooks. If you do not use any of the Chart of Accounts below, you will still need to create an account in QuickBooks so that you can map those accounts from Envision to QuickBooks. Asset, Defer, Income/Sales, Sales Tax, and COGS are required for Inventory. Please refer to the "Account Definitions" section on Page 45 of this setup guide, for more information about the account types. You may print out the following worksheet for mapping your list of accounts: Account Type of Account AP Account (Accounts Payable) Accounts Payable (A/P) AR Account (Accounts Receivable) Accounts Receivable (A/R) Asset Account O ther Current Asset Bank Account Bank Cost of Goods Sold (CO GS) Cost of Goods Sold (CO GS) Defer Account Long Term Liability Discount * (Discount 1, Discount 2, Discount 3, Discount 4) Income Deferred Discount * (Deferred Discount 1, Deferred Discount 2, Deferred Discount 3, Deferred Discount 4) Income Coupon* Income Employee Deduction Accounts Receivable (A/R) Gift Certificates O ther Current Liability Income / Sales Income Inventory Adjustment Expense Memberships Income O wner's Equity Equity PO Freight (Purchase O rder Freight) Expense PO Tax (Purchase O rder Tax) Expense Sales Tax O ther Current Liability Tip Liability O ther Current Liability List Your Accounts * When setting up General Ledger Accounts within Envision, this same account can be used for the rest of the discount accounts, deferred discount accounts and coupon account, or a separate account can be created for each.

9 6 Setup QuickBooks 6 Turn on Sales Tax within QuickBooks QuickBooks calculates sales tax for each sales receipt. You will need to setup the sales tax rate and turn on sales tax within QuickBooks. If the sales tax has not been turned on before transferring sales and there is sales tax on a transaction in Envision, you will receive an error during the transfer. To turn on Sales Tax in QuickBooks: 1. Click on "Edit" on the Menu Bar of QuickBooks. 2. Select "Preferences" from the Menu. 2. Click on the "Sales Tax" option on the left.

10 7 QuickBooks Interface Setup Guide 7 3. Click on the "Company Preferences" tab at the top of the Preferences screen. 4. Click on the "Yes" option at the top of this screen where you are asked, "Do you Charge Sales Tax?".

11 8 Setup QuickBooks 8 5. Select your sales tax from the drop down menu, "Your Most Common Sales Tax Item". Note: If you do not have sales tax setup in QuickBooks, click on the "Add Sales Tax Item" button, or click the "How Do I?" drop down in the upper right hand corner of the preferences screen within QuickBooks.

12 9 QuickBooks Interface Setup Guide 9 Setup Envision Create Chart of Accounts in Envision Your Chart of Accounts MUST be setup within Envision before using the QuickBooks Interface. This Chart of Accounts will be matched to your QuickBooks Chart of Accounts and are necessary for the QuickBooks Interface. It is necessary to create an account for each of the accounts listed in the "Setup QuickBooks - Chart of Accounts" section on Page 5 of this setup guide. 1. Click on "Accounting" on the Menu Bar of Envision. 2. Select "Chart of Accounts" from the Menu.

13 10 Setup Envision Click on the "New" button at the top of the Chart of Accounts List to add an account to this list. 4. Enter the name of the account in the "GL Account" field. 5. Select the "Type" from the drop down menu. Note: It is not necessary to fill out the "Q B Account" field when adding your Chart of Accounts to Envision. Please refer to the "Setup Envision - Match Q uickbooks Accounts to Envision" section on Page 23 of this setup guide for instructions on matching your QuickBooks Accounts to Envision. 6. Click the "Save" button if you are only adding one account or click the "Save & New" button if you are adding more than one account to this list.

14 11 QuickBooks Interface Setup Guide 11 Setup Vendors in Envision There are a couple of Vendors that are necessary for the QuickBooks Interface. A Sales Tax / Department of Revenue vendor must but created within Envision for the transfer of sales to QuickBooks. A vendor for Tips is necessary depending on the type of Tips Processing you select during the transfer of sales to QuickBooks. For more information on the Processing of Tips, please refer to the "Transfer Information to QuickB ooks Step 6 - Export Sales to QuickB ooks" section of this setup guide. The Processing Tips information is discussed in the same section. To create a vendor in Envision: 1. Click on "Inventory" on the Menu Bar of Envision. 2. Select the "Vendor List" from the Menu. 3. Click on the "New" button at the top of the Vendor List to add a vendor to this list.

15 12 Setup Envision Enter the name of the vendor in the "Vendor Id" field as well as the "Company" field. 5. Click the "Save" button if you are only adding one vendor or click the "Save & New" button if you are adding more than one vendor to this list. Creating a Tips Retail Item It will be necessary to create a "Tips" non-taxable retail item in Envision if you would like the tip to appear as a line item on a sales receipt within QuickBooks when sales are transferred to QuickBooks. This is only necessary if using the second option of the "Processing Tips" section of the Sales Transfer. Please refer to Page 32 and Page 34 of this setup guide for information about this option. To create a "Tips" retail item: 1. Click on "Inventory" on the Menu Bar of Envision. 2. Select the "Retail Product List" from the menu.

16 13 QuickBooks Interface Setup Guide Click on the "New" button at the top of the list. 4. Enter "Tips" in the "Item Id" field as well as the "Description". 5. Check the "Non-Taxable Item" box on the right. 6. Assign the appropriate "Sales Account", "Defer Account", "COGS Account" and "Asset Account". 7. Click the "Save" button.

17 14 Setup Envision 14 Selecting a Different QuickBooks Company File If you wish to use the current QuickB ooks company file, or are running in a multi-user mode, leave the QuickB ooks file name blank. If you need to change the current QuickBooks Company File selected: 1. From the QuickBooks Integration screen click on "File" and select "Setup Options". 2. To the right of the "QuickB ooks File" field, click on the browse button and select the location of the QuickBooks Company file you would like to use. Default Location of Q uickbooks Company Files: C:\Documents and Settings\All Users\Documents\Intuit \Q uickbooks\company Files

18 15 QuickBooks Interface Setup Guide 15 Import QuickBooks Chart of Accounts You should now be ready for the first step of the QuickBooks Interface. To Import your QuickBooks Chart of Accounts: 1. Open QuickBooks and make sure that the correct company file is open. 2. Click on your computer's Windows start button, locate the "QuickB ooks Integration" program and open it. 3. Under the "Initial Setup" section of the QuickBooks Interface, select the "Step 1 - Import QuickB ooks Chart of Accounts" option. 5. Click the "Transfer" button to start the import.

19 16 Setup Envision 16 Match QuickBooks Accounts to Envision Now that your QuickBooks Chart of Account has been imported into Envision, you may assign your QuickBooks accounts to your accounts in Envision. To match your QuickBooks accounts to your accounts in Envision: 1. Click on your computer's Windows start button, locate the "QuickB ooks Integration" program and open it. 2. Under the "Initial Setup" section of the QuickBooks Interface, select the "Step 2 - Match QuickB ooks Chart of Accounts to Envision" option. 3. Click on the drop down arrow in the "QB Account" field to the right of each Envision Account listed. A drop down menu of your imported QuickBooks accounts will appear. Select the QuickBooks account that matches each account listed under the "Envision Account" column. 4. Click the "OK" button when finished.

20 17 QuickBooks Interface Setup Guide 17 Setup Master GL Accounts The third step in the "Initial Setup" section is setting up the Master GL Accounts. There must be an account assigned to each General Ledger account on this screen. These are the same accounts that are listed in the "Setup QuickB ooks - Chart of Accounts" section on Page 5 of this setup guide. The Discount accounts, Deferred Discount accounts and Coupons account can use the same account for each one listed, or you may select a separate account if you have created specific accounts for these. The Payment Type accounts (Cash, Check, Mastercard, VISA, AmEx, Discover, Debit, Travel Chk, Other 1 and Other 2) should be assigned to your Bank Account. To Match your QuickBooks accounts to your accounts in Envision: 1. Click on your computer's Windows start button, locate the "QuickB ooks Integration" program and open it. 2. Under the "Initial Setup" section of the QuickBooks Interface, select the "Step 3 - Setup Master GL Accounts" option.

21 18 Setup Envision On the "Setup General Ledger Accounts" screen, click on the drop down arrow in each field and select the account that is associated with each GL Account. 4. Click the "OK" button when finished.

22 19 QuickBooks Interface Setup Guide 19 Setup Inventory Accounts The last "Initial Setup" step is to setup your Inventory Accounts. Every inventory item in Envision must be assigned to a Sales/Revenue Account and a Deferred/Revenue Account Every Retail Item in Envision must be assigned to a CO GS (Cost of Goods Sold) Account and an Asset Account as well as a Sales/Revenue Account and Deferred/Revenue Account To Setup Inventory Accounts: 1. Click on your computer's Windows start button, locate the "QuickB ooks Integration" program and open it. 2. Under the "Initial Setup" section of the QuickBooks Interface, select the "Step 4 - Setup Inventory Account Numbers" option.

23 20 Setup Envision Select "Retail Products" under the "Select Product Type Option" section of this screen. 4. You may select a specific department of retail products to assign an account to by clicking on the drop down arrow in the "Department" field. 5. Select all four accounts for all of your retail products or for all of the retail products in a specific department by clicking on the drop down arrow in each account field.

24 21 QuickBooks Interface Setup Guide Select "Services" under the "Select Product Type Option" section of this screen. 7. You may select a specific service department to assign an account to by clicking on the drop down arrow in the "Department" field. 8. Select the "Sales/Revenue Account" and "Deferred Sales/Revenue Account" for all of your service items or for all of the services in a specific department by clicking on the drop down arrow in each account field. Repeat steps 7 and 8 for tanning services if these types of services are included in your list of inventory items in Envision.

25 22 Setup Envision 22 Transfer Information to QuickBooks Step 1 - Export Employees to QuickBooks Now that both QuickBooks and Envision have both been setup for the QuickBooks Interface, you are ready to start the Transfer process. The first step of this process is to export your employees to QuickBooks. Employees need to be transferred to QuickBooks regardless if you use QuickBooks for payroll or not. To Export Employees to QuickBooks: 1. Open QuickBooks and make sure that the correct company file is open. 2. Click on your computer's Windows start button, locate the "QuickB ooks Integration" program and open. 3. Under the "Transfer Information to QuickB ooks" section of the QuickBooks Interface, select the "Step 1 Export Employees to QuickB ooks" option. 4. Click on the "Transfer" button to initiate the upload process. "Resync all employee records" is used only if an employee has not been transferred to QuickBooks. It is not necessary to check this box during the initial transfer of employees.

26 23 QuickBooks Interface Setup Guide 23 Most Common Errors - Employee Export Name already in use error: This error indicates that there is a name that is already being used by QuickB ooks. What to look for: 1. Is the name listed on the Employee List AND the Client List? 2. Is there more than one person with the same name or duplicate employee records? Check the Employee List for the same name. QuickBooks does not use the Envision Client Id's or Employee Id's. QuickBooks creates client and employee records based on first, middle initial and last name information. If you have an employee named John Smith and a client named John Smith (same or different people), you will need to modify the first or last name so that it is different or add a middle initial. Since the employee information is used for printing payroll, we recommend modifying the client record and not the employee record. QuickBooks does not differentiate between employees and clients like Envision does, so if an employee is listed on the Client List, QuickBooks recognizes it as the same account name whereas Envision recognizes it as 2 separate records. Suggestion: Add a 1 to the end of the last name for the client record or add a middle initial. Examples: John J. Smith (employee), John A. Smith (client), John Smith (employee), John Smith1 (client). After transferring the Employee List, you may receive an error stating that you must transfer your Employee List first. 1. Open the Employee List in Envision. 2. Sort the Employee List by Full Name. 3. Look for blank records. 4. If blank records are found, open the employee record and enter the missing name information. 5. Save the record and try transferring the Employee List again. If there are any employee records that do not have a first or last name entered, QuickBooks cannot create the employee record. QuickBooks cannot create an employee record by Employee Id alone; a first or last name must be present.

27 24 Transfer Information to QuickBooks 24 Step 2 - Optional Export Clients to QuickBooks If you have a large number of clients, you may choose to not transfer clients to QuickBooks, which has limitations on the number of clients that can be entered dependent on your QuickBooks program level. You may choose the option to transfer clients to Quickbooks to create sales tickets with a client associated. This process can be time consuming, depending on the number of clients that are in the Client List. After the initial transfer, this step will only transfer new clients. If you choose to export clients to QuickB ooks once, you will need to continue to export clients to QuickB ooks each time you transfer information. 1. Open QuickBooks and make sure that the correct company file is open. 2. Click on your computer's Windows start button, locate the "QuickB ooks Integration" program and open. 3. Under the "Transfer Information to QuickB ooks" section of the QuickBooks Interface, select the "Step 2 Optional Export Clients to QuickB ooks" option. 4. Click the "Transfer" button to initiate the upload process. "Resync all client records" is used only if a you have chosen to export clients to Quickbooks and client has not been transferred to QuickBooks. It is not necessary to check this box during the initial transfer of clients.

28 25 QuickBooks Interface Setup Guide 25 Most Common Errors - Client Export Name already in use error: This error indicates that there is a name that is already being used by QuickB ooks. What to look for: 1. Is the name listed on the Client List AND the Employee List? 2. Is there more than one person with the same name or duplicate client records? Check the Client List for the same name. QuickBooks does not use the Envision Client Id's and Employee Id's. QuickBooks creates client and employee records based on first, middle initial and last name information. If you have an employee named John Smith and a client named John Smith (same or different people), you will need to modify the first or last name so that it is different or add a middle initial. Since the employee information is used for printing payroll, we recommend modifying the client record and not the employee record. QuickBooks does not differentiate between employees and clients like Envision does, so if an employee is listed on the Client List, QuickBooks recognizes it as the same account name whereas Envision recognizes it as 2 separate records. Suggestion: Add a 1 to the end of the last name for the client record or add a middle initial. Examples: John J. Smith (employee), John A. Smith (client), John Smith (employee), John Smith1 (client). After transferring the Client List, you may receive an error stating that you must transfer your Client List first. 1. Open the Client List in Envision. 2. Sort the Client List by Full Name. 3. Look for blank records. 4. If blank records are found, open the client record and enter the missing name information. 5. Save the record and try transferring the Client List again. If there are any client records that do not have a first or last name entered, QuickBooks cannot create the client record. QuickBooks cannot create a client record by Client Id alone; a first or last name must be present.

29 26 Transfer Information to QuickBooks 26 Step 3 - Export Vendors to QuickBooks Vendors must be transferred during the initial transfer of data from Envision to QuickBooks. There must also be a Sales Tax Vendor created prior to transferring Vendors and Sales to QuickBooks. For more information about creating a Sales Tax Vendor in Envision, please refer to the "Setup Envision - Setup Vendors in Envision" section on Page 11 of this setup guide. 1. Open QuickBooks and make sure that the correct company file is open. 2. Click on your computer's Windows start button, locate the "QuickB ooks Integration" program and open it. 3. Under the "Transfer Information to QuickB ooks" section of the QuickBooks Interface, select the "Step 2 Export Vendors to QuickB ooks" option. 4. Click the "Transfer" button to initiate the upload process. "Resync all vendor records" is used only if a vendor has not been transferred to QuickBooks. It is not necessary to check this box during the initial transfer of vendors.

30 27 QuickBooks Interface Setup Guide 27 Most Common Errors - Vendor Export After transferring the Vendor List, you may receive an error stating that you must transfer your Vendor List first. 1. Open the Vendor List in Envision (Inventory Menu - Vendor List). You may also refer to the "Setup Envision - Setup Vendors in Envision" section on Page 11 of this setup guide for instructions on opening the Vendor List. 2. Sort the Vendor List by Company. 3. Look for vendors that do not have the "Company" name field filled out. 4. If blank records are found, open the vendor record and enter the missing company name information. 5. Save the record and try transferring the Vendor List again.

31 28 Transfer Information to QuickBooks 28 Step 4 - Export Bills to QuickBooks If you use the "Enter B ills" feature within Envision and would like to transfer the bills from Envision to QuickBooks, you will need to use this step. If you use the Purchase Order feature within Envision, a bill will be automatically created in the Enter Bills List after receiving a Purchase Order. Accounts will be automatically assigned to these bills after creating your Chart of Accounts and after setting up Master GL Accounts. Please refer to the "Create Chart of Accounts in Envision" section for more information on creating your Chart of Accounts, and the "Setup Master GL Accounts" section for instructions on setting up Master GL Accounts. If you do not use the Enter Bills feature within Envision, this step can be skipped. 1. Open QuickBooks and make sure that the correct company file is open. 2. Click on your computer's Windows start button, locate the "QuickB ooks Integration" program and open it. 3. Under the "Transfer Information to QuickB ooks" section of the QuickBooks Interface, select the "Step 4 Export B ills to QuickB ooks" option. 4. Click the "Transfer" button to initiate the upload process. For Multiple Location users, select the location from the drop down menu. All other users may leave this selection at the default location listing.

32 29 QuickBooks Interface Setup Guide 29 Step 5 - Export Inventory to QuickBooks 1. Open QuickBooks and make sure that the correct company file is open. 2. Click on your computer's Windows start button, locate the "QuickB ooks Integration" program and open it. 3. Under the "Transfer Information to QuickB ooks" section of the QuickBooks Interface, select the "Step 5 Export Inventory to QuickB ooks" option. 4. Click the "Transfer" button to initiate the upload process. "Resync all inventory records" is used only if an inventory item has not been transferred to QuickBooks. It is not necessary to check this box during the initial transfer of inventory.

33 30 Transfer Information to QuickBooks 30 Most Common Errors - Inventory Export XML Error when exporting inventory to QuickB ooks Open the Inventory Mast List (Inventory Menu - Inventory Master List). Sort the Inventory List by the Item Id. Look for Non-alphanumeric characters (ie. #, $, %, ^, &, *, etc.). Remove or change these characters to an alphanumeric character. Save the record and try exporting the Inventory List again. Truncated Item Id's For inventory, QuickBooks truncates the Item Id. There is a 25 character maximum for the name of the product in QuickBooks. Example: Redken Shampoo 20 oz, Redken Shampoo 5 Oz and Redken Shampoo 1 gallon, you may need to modify the name slightly on 2 of the Item Id's as QuickBooks truncates the remaining information. So it may read all 3 as Redken Shamp, which would cause the name already in use error.

34 31 QuickBooks Interface Setup Guide 31 Requirements for Transferring Sales Prior to transferring sales to QuickBooks, make sure that the following is already setup: 1. Sales Tax Vendor Please refer to the "Setup Envision - Setup Vendors in Envision" section on Page 11 of this setup guide. 2. Walk-In Client in Envision - needed for tickets that do not have a client selected in the POS) Please refer to the "Setup Envision - Creating a Walk-In Client" section on Page 12 of this setup guide for instructions on creating a Walk-In Client within Envision. 3. Tips: Tips Payable Account - used to transfer tips to a separate GL account This is only necessary if using the first option of the "Processing Tips" section of the Sales Transfer. Please refer to the "Setup QuickB ooks - Chart of Accounts" section on Page 5 and the "Setup Envision - Create Chart of Accounts in Envision" section on Page 9 of this setup guide for information about creating this account. A "Tips" Vendor is also necessary for the first option of the "Processing Tips" section. Please refer to the "Setup Envision - Setup Vendors in Envision" section on Page 11 of this setup guide for instructions on setting up this vendor in Envision. 4. Tips: Tips Inventory Item - used if you would like the tip to appear as a line item on a sales receipt within QuickBooks. This is only necessary if using the second option of the "Processing Tips" section of the Sales Transfer. Please refer to the "Setup Envision - Creating a Tips Retail Item" section on Page 13 of this setup guide for instructions on creating a Tips non-taxable retail item within Envision.

35 32 Transfer Information to QuickBooks 32 Step 6 - Export Sales to QuickBooks 1. Open QuickBooks and make sure that the correct company file is open. 2. Click on your computer's Windows start button, locate the "QuickB ooks Integration" program and open it. 3. Under the "Transfer Information to QuickB ooks" section of the QuickBooks Interface, select the "Step 2 Export Sales to QuickB ooks" option Select the "Process From Date" and "Process To Date". Note: If you are transferring only one day of sales to QuickBooks, select that date as the "Process From Date" AND the "Process To Date".

36 33 QuickBooks Interface Setup Guide Choose a location in the "Select Location" field. This is only used by Multi-Location users. For Single Location users, the default location should already be selected. 6. Select the "Sales Tax Vendor" from the drop down menu.

37 34 Transfer Information to QuickBooks Select either "Enter GL entry for Tip Liability - Manual Tip Allocation" or "Enter tips as Line Item on Sales Receipt" in the "Processing Tips" section of this screen. Select "Enter GL entry for Tip Liability - Manual Tip Allocation" if you would like tips transferred to a separate GL account. You will also need to select the "Tips" Vendor from the "Select Tip Payee Account (Opt 1)" drop down menu. Select "Enter tips as Line Item on Sales Receipt" if you would like to have tips appear as a line item on a sales receipt within QuickBooks. You will also need to select the "Tips" Non-Taxable Retail Item from the "Select Product/Service for Line Item (Opt 2)" drop down menu.

38 35 QuickBooks Interface Setup Guide Check "Automatically Deposit Funds into your B ank Account" or uncheck this option if you would like to manually assign deposits to separate accounts. If checked, deposits will automatically be deposited into your bank account. If unchecked, deposits will go to the "Undeposited Funds" account in QuickBooks. You will have to manually assign the deposits to specific accounts. 9. Check "Adjust QB Inventory Costs", if you process Purchase Orders in Envision and want to update inventory costs inside of QuickBooks.

39 36 Transfer Information to QuickBooks 36 Currently, if you change the cost/price of a product within Envision, it will not transfer those changes after the initial inventory transfer. QuickBooks does not allow cost to be updated directly. The Average cost is used for reporting within QuickBooks (P & L Reports). If the cost is not updated, it is possible that the QB reports will show "$0.00". To update the cost so that QuickBooks will update the average cost, check this option prior to transferring sales. Criteria that must be met before the cost can be updated in QuickBooks: 1. Unit Cost (not Retail Price) within Envision DO ES NO T match the cost within QuickBooks. 2. Product must be sold (the cost will not be updated until the product is sold in the POS). Most Common Errors - Sales Export Clients have not been synced If you receive this error when transferring sales, check to see if the clients have been transferred. If so, you may be receiving this error because you may be trying to transfer during business hours. If so, it is possible that there have been new clients added since the sync was done last. You will need to keep resyncing the clients or tell everyone not to add any clients, modify a client record, make an appointment, check out a client, etc., until you are able to start transferring the sales data. If you have synced your clients but still get the message that they need to be synced, check the client list for blank records. The First Name field can be blank or the Last Name field can be blank, but not both. If there is a Client Id but not a First and Last name, it will not transfer those clients to QB until at least the First or Last Name field is filled out.

40 37 QuickBooks Interface Setup Guide 37 Step 7 - Export Inventory Adjustments to QuickBooks 1. Open QuickBooks and make sure that the correct company file is open. 2. Click on your computer's Windows start button, locate the "QuickB ooks Integration" program and open it. 3. Under the "Transfer Information to QuickB ooks" section of the QuickBooks Interface, select the "Step 7 Export Inventory Adjustments to QuickB ooks" option. 4. Click the "Transfer" button to initiate the upload process.

41 38 Common Error Messages 38 Common Error Messages Error 110 Error Message 110: Invalid value for QBConnectionString. Solution: Check the QuickBooks File set in Envision's Program Preferences. If a company file is listed there, remove it. Note: The QuickB ooks File can only be selected in older versions of Envision.

42 39 QuickBooks Interface Setup Guide 39 Error 606 Error Message 606: Could not start QuickBooks Solution: Make sure that QuickBooks is open and that the correct company file is open. Error 611 Error Message 611: Access denied by the user

43 40 Common Error Messages 40 Solution: This error message will appear if you have not granted Envision access rights to the QuickBooks company file. The following Application Certificate will appear the first time that Envision tries accessing your QuickBooks company file: Error 805 Error Message 805: The name " " of the list element is already in use Solution: You will receive this message if the same first name and last name is being exported into QuickBooks. This will occur if a name in the Client List resides in the Employee List as well. To resolve this error, add a 1 or a different character to the last name in Envision. QuickBooks does not differentiate between an employee and client. John Doe as a client and John Doe as an employee are recognized in QuickBooks as duplicates and one will need to be changed. It is best to modify the Client Id and not the Employee Id, especially if you process payroll in QuickBooks or Envision. The name that will be printed on a check or on reports will come from the name of the employee. Error 808 Error Message 808: There is an invalid reference to QuickBooks Sales ReceiptLine Sales TaxCode "Tax" in the SalesReceipt line. QuickBooks error message: You can't set taxable if Sales tax is turned off or the item is not a taxable item type.

44 41 QuickBooks Interface Setup Guide 41 Solution: You will receive this message if Sales Tax has not been turned on within QuickBooks. Please refer to "Turn on Sales Tax within QuickB ooks". Error 810 Error Message 810: There was an error when saving a "" list, element " ". QuickBooks error message: You have exceeded the list limit in QuickBooks.

45 42 Common Error Messages 42 Solution: 1. QuickBooks only allows a 14,500 maximum combination of customers, vendors, employees or other names. If you receive this message, you may have exceeded this limit. Please refer to the "QuickB ooks List Limitations". 2. If you receive this error message during the Sales Transfer, you are probably trying to transfer a transaction that has tips entered and a Gift Certificate Payment Type selected. You will need to manually post the ticket in this situation. This can be done on the "View History" window within the Point of Sale in Envision. Please refer to the "Set QuickB ooks Posting Flag" section for more instructions on manually posting a ticket. After setting the QuickBooks Posting Flag, you will need to add the ticket yourself with QuickBooks. XML Errors (Clients and Inventory) Apostrophes and other characters can cause an XML error. Remove the extra characters and then transfer again. Resync All Records The Resync option will check every record to make sure there is a record in Envision and QuickBooks. A Resync does not have to be done if there were errors during the transfer. Once the errors have been corrected, the transfer can be started again. You will not need to select Resync to transfer the records that did not transfer.

46 43 QuickBooks Interface Setup Guide 43 QuickBooks List Limitations QuickBooks can handle a maximum of 2 billion transactions. The maximum number of transactions is limited more by your computer's disk space and memory than by QuickBooks. Each list in QuickBooks (Simple Start, Pro & Premier) has a maximum number of items it can contain, as shown in the following table: List Maximum number of items Chart of accounts 10,000 Items, including inventory items 14,500 Job types 10,000 Vendor types 10,000 Customer types 10,000 Payroll items 10,000 Price Levels 100 Classes 10,000 A/R terms and A/P terms total 10,000 Payment methods 10,000 Shipping methods 10,000 Customer messages 10,000 Memorized reports 14,500 Memorized transactions 14,500 To Do notes 10,000 Total names: employees, customers, vendors, and other names combined 14,500 List limits do not apply to Enterprise Solutions. Some of the items mentioned in the chart above are not available in earlier versions of QuickB ooks You can see the total number of customers, items and names in your company data file by pressing Ctrl + 1 in QuickB ooks. This will open the product information screen.

47 44 Common Error Messages 44 Set QuickBooks Posting Flag This feature is used to inform Envision that a specific ticket has been manually posted in QuickBooks. You may need to use this feature if you receive any errors during the transfer of sales that do not allow you to transfer a transaction to QuickBooks. An example of this is an 810 Error during the Sales Transfer. You may receive this error message during the Sales Transfer if you are trying to transfer a transaction that has tips entered and a Gift Certificate Payment Type selected. To set the QuickBooks Posting Flag: 1. Click the "View History" button at the bottom of the Point of Sale. 2. Locate the transaction that needs to be manually posted in QuickBooks and right click on top of it in the list. 3. Left click on top of "Set QuickB ooks Posting Flag" and click "Ok" if you have selected the correct ticket number. 4. Click "Ok" again when the "Posted!" message appears.

48 45 QuickBooks Interface Setup Guide 45 Recalling Tickets If a change needs to be made to a transaction that you have already transferred to QuickBooks, you will receive the following error message: The ticket must be voided and then recreated in the Point of Sale. 1. Click on the "Actions" button in the Point of Sale. 2. Select the "Void Ticket" option from the menu. 3. Select the ticket from the list and click the "Ok" button. 4. Click the "Sale/Cash Out" button and then click the "Cash Out" button on the Payment Panel to Void the ticket. 5. Recreate the ticket with the changes that need to be made and Cash Out the transaction. Average Cost When transferring information to QuickBooks, the cost will transfer from Envision to QuickBooks as long as 2 conditions are met: 1. The cost in Envision must be different from the one listed in QuickBooks. 2. Product must be sold in Envision Once the 2 conditions are met, the cost and average cost in QuickBooks will be updated in QuickBooks. QuickBooks uses the average cost for reports. If the average cost is $0.00 in QuickBooks, check the cost in Envision and in QuickBooks. If the cost matches, then the price/average cost is not going to be updated. You will need to change the price in QuickBooks and wait until that product is sold for the price/average cost to be updated in QuickBooks. QuickBooks Integration and Windows Vista 1. The Vista user account must have its User Account Control (UAC) set to On (as recommended by Microsoft). 2. All updates for the latest version of QuickBooks must be installed.

49 46 Common Error Messages 46 Account Definitions QuickBooks provides 10 types of accounts to choose from. Envision provides the same types of accounts to choose from when creating the Chart of Accounts List. Below are general definitions as well as QuickBooks definitions for these types of accounts. Accounts Receivable (A/R) Account General Definition: Accounts Receivable is money owed by customers (individuals or corporations) to another entity in exchange for goods or services that have been delivered or used but not yet paid for. Receivables may be in the form of lines of credit and may be due within a range a few days to a year. Accounts receivable is often recorded on a balance sheet as an asset because this represents a legal obligation for the customer to remit cash for its short-term debt by allowing them to avoid the hassle of physically making payments as each transaction occurs. QuickB ooks Definition: Tracks money your customers owe you on unpaid invoices. Most businesses require only the A/R account that QuickBooks automatically creates. Accounts Payable (A/P) Account General Definition: Accounts Payable is an entity's obligation to pay off a short-term debt to it's creditors, such as the phone company or gas company, to be paid off within a given period of time in order to avoid default. Accounts Payable might be found on a balance sheet under current" liabilities. QuickB ooks Definition: Tracks money you owe to vendors for purchases made on credit. Most businesses require only the A/P account that QuickBooks automatically creates. B ank Account QuickB ooks Definition: Tracks money you have in your cash accounts. Create one for each cash account, such as petty cash, checking, savings and money market. Cost of Goods Sold Account General Definition: COGS is the direct cost related to the creation or production of the goods sold by a company including the cost of the materials and labor. It excludes indirect expenses such as distribution costs and sales force costs. COGS appears on the income statement and can be deducted from revenue to calculate a company's gross margin. One way to calculate COGS is to start with a beginning inventory, add the total amount of purchases made during this period, and then deduct the ending inventory. QuickB ooks Definition: Tracks the direct costs to produce the items that your business sells, such as cost of materials, cost of labor, subcontractors, and shipping. Credit Card Account QuickB ooks Definition: Tracks credit card purchases, bills, and payments. Create one for each credit card your business uses.

50 47 QuickBooks Interface Setup Guide 47 Equity Account General Definition: Equity is the amount of the funds contributed by the owners (the stockholders) plus the retained earnings (or losses). Also referred to as "shareholders' equity". QuickB ooks Definition: Tracks money invested in, or money taken out of, the business by owners or shareholders. Payroll and reimbursable expenses should not be included. Expense Account General Definition: Expenses are the opposite of revenues. An expense is the economic cost that a business incurs through its operations to earn revenue in order to maximize profits. Expenses are such an important indicator of a business operation, so there are specific accounting rules on expense recognition. An expense is money spent (or costs) incurred that are tax-deductible and reduce taxable income such as payments to suppliers, employee wages, factory leases, and depreciation. Or, as in the case of a traveling employee, the expense for gas, hotel, and car rental as a business deduction. QuickB ooks Definition: Categorizes money spent in the course of normal business operations, such as advertising and promotion, office supplies, insurance, legal fees, charitable contributions, and rent. Fixed Asset Account General Definition: An asset can be summed up as being any resource bought or brought in for the purpose of increasing the economic value (generate cash flow) that an individual, corporation, or country owns or controls with the expectation that it will benefit business operations. In the context of accounting, assets are either current or fixed (non-current). Fixed assets are those that are expected to continue providing benefit for more than one year, such as equipment, buildings, real estate, etc. QuickB ooks Definition: Tracks the value of significant items (consult your tax professional for a minimum dollar amount) that have a useful life of more than one year, such as buildings, land, machinery and equipment, and vehicles. Income Account General Definition: Income, or Revenue, refers to the amount of money a company receives during a specific period, including discounts and deductions for returned merchandise. Revenue is calculated by multiplying the price at which goods or services are sold by the number of units or amount sold. Net income is determined by deducting costs from the gross income (or top line). QuickB ooks Definition: Categorizes money earned from normal business operations, such as product sales, service sales, and discounts to customers. Long-Term Liability Account General Definition: Liability is a company's legal debt or obligation, such as a loan, mortgage, accounts payable, accrued expense, or deferred revenue that arise during the course of business operations. Liabilities are a vital aspect of a company's operations because they are used to finance projects, such as expansions. Current liabilities are debts payable within one year, while long-term liabilities are debts payable over a longer period of time. QuickB ooks Definition: Tracks money your business owes and expects to pay back over more than one year, such as mortgages, long-term loans, and notes payable.

51 48 Account Definitions 48 Other Asset Account QuickB ooks Definition: Tracks the value of things that are neither Fixed Assets nor Other Current Assets, such as Goodwill, long-term notes receivable, and security deposits paid. Other Current Asset Account General Definition: An asset can be summed up as being any resource bought or brought in for the purpose of increasing the economic value (generate cash flow) that an individual, corporation, or country owns or controls with the expectation that it will benefit business operations. In the context of accounting, assets are either current or fixed (non-current). Current means that the asset will be consumed within one year, such as cash, accounts receivable, and inventory. QuickB ooks Definition: Tracks the value of things that you can convert to cash or use up within one year, such as prepaid expenses, employee cash advances, inventory, and loans from your business. Other Current Liability Account General Definition: Liability is a company's legal debt or obligation, such as a loan, mortgage, accounts payable, accrued expense, or deferred revenue that arise during the course of business operations. Liabilities are a vital aspect of a company's operations because they are used to finance projects, such as expansions. Current liabilities are debts payable within one year, while long-term liabilities are debts payable over a longer period of time. QuickB ooks Definition: tracks money your business owes and expects to pay within one year, such as sales tax, security deposits/retainers from customers, and payroll taxes. Other Expense Account QuickB ooks Definition: Categorizes money your business spends that is unrelated to normal business operations, such as corporation taxes and penalties and legal settlements. Other Income Account QuickB ooks Definition: Categorizes money your business earns that is unrelated to normal business operations, such as dividend income, interest income, and insurance reimbursements. Other Account Definitions Owner's Equity: Owners may put funding into the start up of a business to finance assets. Ownership equity is the remaining interest in all assets after all liabilities are paid. In the context of accounting, businesses can be considered to be sums of liabilities and assets, which is the accounting equation. After liabilities have been accounted for, the positive remainder is deemed the owner's interest in the business. If valuations placed on assets do not exceed liabilities, negative equity exists. Ownership equity is also known as risk capital, liable capital and equity. When the owners are shareholders, the interest can be called shareholders' equity. The accounting remains the same, but shareholders may allow different priority ranking among themselves by the use of share classes, and options. Deferred Account: A Deferred Account is an account that postpones tax liabilities until a later date. One example would be a retirement account in which you don't pay tax on the contributions until you withdraw them out of the account.