Prime Cost Wizard QuickBooks Export Guide

Transcription

1 Prime Cost Wizard QuickBooks Export Guide QuickBooks 1sttime Setup Install the QuickBooks Web Connector link to PCW Import Vendors and Chart of Accounts Activate QuickBooks Vendors in PCW Map PCW sales and purchase items to QuickBooks accounts 1st time Transaction Export Verify that all accounts have been mapped (Reports>Other>General Ledger Account mapping) Select only one purchase and one sales transactions to test for export Run the QuickBooks Web Connector verify that import was successful Establish a Weekly Routine Schedule QuickBooks to be exported on specific days Use PCW reports and QuickBooks reports to keep the two systems in balance Removing duplicate transactions Spot transaction export errors and correct them QuickBooks 1st time Setup Install the QuickBooks Web Connector link to PCW During the 1 st time installation, you were prompted to configure the QuickBooks Web Connector. If you elected to skip this process, then you must first complete the QBWC setup in the Configuration Manager before you can export transactions to QuickBooks. For more instructions on Setting up the QuickBooks Web Connector see If you have already successfully installed the QuickBooks Web Connector link then proceed to the next step. Import Vendors and Chart of Accounts The purpose of importing vendors and the chart of accounts is to facilitate the link between PCW accounts and vendors to the QuickBooks accounts. Once you have successfully setup the QuickBooks Web Connector you are ready to import the chart of accounts and vendors from the QuickBooks company file. Those instructions are included in Setting up the QuickBooks Web Connector instructions above. Activate QuickBooks Vendors in PCW After you have imported vendors you will need to designate which vendors will be available to data entry clerks who are entering purchases. PCW does not automatically activate the entire vendor list and allows you to pick and choose the vendors in order to minimize mistakes, hide duplicate vendors or suppress older, inactive vendors.

2 You can activate and deactivate vendors quickly from the Configuration Manager menu. To access go to Setting>Configuration Expand the Purchases menu by clicking on the + sign to the left of Purchases on the menu tree. Click on the Activate Vendors item listed under Purchases. Check the vendors that should appear on the vendor list drop downs and then click Save. Map PCW sales and purchase items to QuickBooks accounts The final step in preparing the Prime Cost Wizard for export to QuickBooks is to map (link) the PCW account items to the corresponding QuickBooks accounts. Vendor Mapping If you imported the vendor list as instructed above, no further action is required for mapping. However, if you manually add vendors to PCW then you must use the Purchases menu Add/Edit Vendor feature to update the link to QuickBooks. Map the Cash Over/Short Account Click the + to the left of the Sales menu on the menu tree to the left Click on the DSR Export Configuration Click on the QuickBooks Export Settings tab Select account number in QuickBooks that Cash O/S will be applied to. Mapping Procedure for All Other Items All other PCW items that require mapping to QuickBooks can be mapped through the Configuration Manager (Settings>Configuration). With the exception of the Cash Over/Short account, the account mapping procedure for mapping sales and purchase items is as follows. Expand the Menu Tree Click on the PCW Item to be Mapped Click on the Export Mapping Tab Select Account from Drop down List Click on Update Mapping

3 Revenue (Sales) Items Click on + to expand menu for each of the following sales groups. Map all items under these groups. Food Soft Beverage Alcoholic Beverage Other Sales

4 Sales Tax QuickBooks requires that a sales tax vendor be assigned to each sales tax account. Select the sales tax entity that you will pay. Non Sales Income Settlement Items Click on + to expand menu for each of the following settlement groups. Map all items under these groups. Bank Deposit Credit Card amounts can be posted individually or combined into a single amount using the Adjustment Allocation. Please contact customer support use Adjustment Allocations. Comps Discounts Other Receipts QuickBooks requires that a customer be assigned to each Accounts Receivable transaction. For A/R items you must enter a QB customer that matches exactly the spelling for the customer on QuickBooks. Purchases click on + to expand menu for each of the following purchase groups. Payment Methods PCW uses the Payment Method designation to determine how it will export a transaction to QuickBooks. The following is a list of Payment Type categories and how they are posted. Terms No payment at time of delivery Must be mapped to an Accounts Payable account in QuickBooks. Will be exported as a Bill in QuickBooks COD Check Check payment at the time of delivery Must be mapped to a bank account in QuickBooks. Will be exported as a check disbursement. Credit Card Purchase made with a credit card Must be mapped to a Credit Card account type in QuickBooks. Will be exported as a credit card purchase Vendor Credit Used to record a Vendor credit to our account Must be mapped to an Accounts Payable account in QuickBooks. Will be exported as a Vendor Credit in QuickBooks. Adjustment Adjustment only No Export Adjustments are not exported to QuickBooks and do not need to be mapped.

5 Adjustments are used to record transactions that are already posted in QuickBooks such as a COD check that was printed from QuickBooks at the time of delivery. COGS Expense Verify All Accounts have been mapped Select Reports>Other>General Ledger Account Mapping. Verify that each PCW Item Name has a valid QuickBooks account listed under the G/L Account Code mapping column. 1st Time Transaction Export Verify that all accounts have been mapped Select Reports>Other>General Ledger Account Mapping. Verify that each PCW Item Name has a valid QuickBooks account listed under the G/L Account Code mapping column. Select only one purchase and one sales transactions to test for export (CAUTION Do not click on the Approve All Unmarked button) Select Tools>Export to Accounting>Select Transactions for Approval. Be sure that the Transaction Type drop down menu is set to Purchases. Click on the Approve link under the Action column of a single purchase within the list of purchases displayed. (NOTE: Be sure to select a transaction that has not yet been entered manually into QuickBooks otherwise, you will need to manually delete one of the duplicate transactions within QuickBooks.) Change the Transaction Type drop down menu to be set to Sales. Click on the Approve link under the Action column of a single Sales (day) within the list of purchases displayed. (NOTE: Be sure to select a transaction that has not yet been entered manually into QuickBooks otherwise, you will need to manually delete one of the duplicate transactions within QuickBooks.) Note that the Status column now shows the selected transactions as Approved. Run the QuickBooks Web Connector verify that import was successful In QuickBooks, open the company that you want to import to. Start the QuickBooks Web Connector (File, Update Web services) Check the box to the left of the application called PCWQBStore.# (# will be a numeric value) Click on the "Update Selected" box at the top of the window. Establish a Weekly Routine Schedule QuickBooks to be exported on specific days. We recommend that you establish a methodical practice for exporting to QuickBooks. Doing so will help to eliminate duplicates and ensure all transactions are recorded. Inspect the Approved transaction list before each export. Run the Approved Export Transactions report prior to running the QuickBooks Web Connector.

6 Use PCW reports and QuickBooks reports to keep the two systems in balance. When clicking on the Sales and Purchases menu links in PCW, the listings displayed have a column showing if a specific DSR or purchase transaction has been exported. Use the QuickBooks transaction reports to verify that exported transactions are recorded in QuickBooks. PCW tags the memo field in QuickBooks transactions with the PCW identifier to make it easy to see which QB transactions were imported from PCW. Removing duplicate transactions PCW marks exported transactions and will not send them again unless you manually resend a transaction. PCW does not have any way to check if a specific transaction has already been posted in QuickBooks, therefore, if you post a transaction in PCW and then post the same in QuickBooks then when you export PCW you could end up with duplicates. Duplicates can easily be removed from within QuickBooks using the QuickBooks edit features. Spot transaction export errors and correct them In the Transaction Approval process described earlier, note that the screens display the export status of all transactions. The status designations are as follows: Unmarked these transactions are awaiting approval Approved these transactions are waiting for the Web Connector to be executed Downloaded these transactions have successfully been exported to QuickBooks Error these transactions encountered and error during the Web Connector export process. Correct the errors. Errors are typically caused by incorrect account mapping or misspelled vendors and customers. To correct these errors see QuickBooks Export Errors at