CounterPoint SQL and QuickBooks Interface

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1 CounterPoint SQL and QuickBooks Interface General Ledger CounterPoint account numbers are mapped to corresponding G/L account numbers. Mapping rules can be set up that pertain to all accounts, or on a one-to-one basis. G/L account numbers may be up to 50 characters and may be segmented. The Distribution Report may be printed in order by account number or by posting source (distribution type or module). A summary version is available, or the detailed version may be printed in order to provide a complete audit trail back to the individual posting journals and document numbers that originally created the distribution. Distribution activity can be transferred automatically into G/L in summary or detail format, providing a complete audit trail from G/L. Accounts Payable An Accounts Payable package must be used to track payables and issue checks outside of CounterPoint. CounterPoint vendors may be set up automatically from existing A/P vendors or created manually in CounterPoint. Return to Vendor (RTV) transactions may also be vouchered into A/P and appear as vendor credits. Supported Versions QuickBooks (Pro, Premier) Canada / Direct Interface Direct QuickBooks (Pro, Premier, Enterprise) US / Direct Interface Direct QuickBooks (Pro, Premier, Enterprise) US / Export Interface Export QuickBooks Fundamentals Class v5 and the QuickBooks program must be installed on any computer that you wish to perform the interfacing from. CounterPoint supports direct interfaces to QuickBooks 2003 through 2009 and QuickBooks Canada 2005 through If you are using QuickBooks Canada 2006, you must update QuickBooks to the R3 (or later) maintenance release to interface with CounterPoint. To download and install the latest maintenance release, select Update QuickBooks from the QuickBooks Canada 2006 Help menu, select the Update Now tab, and then click the Get Updates button. Follow these steps to set up a direct accounting interface to a supported version of QuickBooks or QuickBooks Canada:

$exe file in the \3rdParty\QuickBooks directory on the CounterPoint SQL DVD and follow the on-screen instructions. 2.$

2 1. Before you configure the accounting interface, you must install QuickBooks Foundation Classes (QBFC), which is included with CounterPoint SQL. To install QBFC, double-click the QBFC5_0Installer.exe file in the \3rdParty\QuickBooks directory on the CounterPoint SQL DVD and follow the on-screen instructions. 2. When the QBFC installation is finished, start QuickBooks and open the company you want to use with CounterPoint. 3. In CounterPoint, select Setup > System > Accounting Interface, and then select the appropriate option from the Accounting system field: If you are using QuickBooks 2003 through 2007, select QuickBooks US If you are using QuickBooks Canada 2005 through 2007, select QuickBooks Canada If you are using QuickBooks 2008 or 2009 or QuickBooks Canada 2008 or 2009, select QuickBooks US and Canada. 4. Enter the path to your QuickBooks directory in the System data path field or click the Browse button to find the directory. 5. Enter the file name of your QuickBooks database (i.e., your.qbw file), including the file extension, in the Database or ODBC name field. 6. Click Test connection to verify that CounterPoint can connect to your QuickBooks database. The following dialog appears, prompting you to allow CounterPoint to access your QuickBooks database.

3 Then Hit Test Connection If you receive the following error. Make sure the QuickBooks is open and then select: Yes, always; allow access even if Quickbooks is not running

4 Click on Yes to Are you sure you want to allow this access? Click on Done CounterPoint will then indicate

5 Click the Account Mapping button

translation performed by the account mapping rules.

6 Mapping accounts directly You can use the Accounts form (Setup > System > Accounts) to map individual CounterPoint accounts directly to specific G/L account numbers, overriding the automatic account number translation performed by the account mapping rules. To map a CounterPoint directly to the corresponding G/L account number, specify the appropriate G/L account number in the G/L account field. In Record View In Table View

Using the accounting interface Reporting and transferring distributions Use System > Accounting > Interface Distributions to report the distributions in CounterPoint SQL and transfer those

7 Using the accounting interface Reporting and transferring distributions Use System > Accounting > Interface Distributions to report the distributions in CounterPoint SQL and transfer those distributions into your G/L system. Specify the distributions you want to interface, and then click the Preview button to preview the list of distributions or click the Interface button to proceed with the transfer. You have the option of printing a report of the distributions that were transfer after the process is complete. Choose whether to interface each distribution in Detail or Summary. The summary version summarizes distributions by event, date, and account for reporting and interfacing. Note: Distribution type (Summary) is recommended. On the Parameters tab, you can choose whether or not to include previously interfaced distributions, include zero entries, print reference and mapping account information, and/or print the distribution report. When you click the Interface button, all distributions matching the specified criteria are transferred to the data files in the accounting software. After the distributions have been successfully transferred to your accounting system, they are updated with the date/time of the interface. If the interface fails, an error appears and, if possible, all updates to the accounting data are rolled back. If the distributions have interfaced successfully, you have the option to print or preview the DISTRIBUTIONS JOURNAL using the same criteria. Note: Only interface 2 weeks of distributions at a time as to prevent the QuickBooks program from being overloaded

8 Once you interface the distributions you will then see them in QuickBooks as General Journal Entries QuickBooks: Company/Make General Journal Entries

9 Vouchering Receivings The vendor that you are vouchering receivings for in CounterPoint must exist in QuickBooks. If the Vendor Number for the vendor in CounterPoint is different than the Vendor Name in QuickBooks you can specify the QuickBooks Vendor Name in the A/P Vendor # field For example: Quickbooks Vender HANSON Use System > Accounting > Voucher Receivings to select receivers and create accounts payable transactions in your accounting software. Select receivers by receiver number or by PO number. Create a voucher by selecting multiple receivers from a single purchase order, or multiple purchase orders from the same or different vendors. You can also voucher the receiver to a different vendor than the one specified for the receiver. Use the Set filter tab to determine the valid receivers. On the Select receivers tab, you can view the list of valid receivers. The filter you selected displays in the lower left corner of the screen.

You can check individual receivers to identify the ones to include on this voucher. As you check or uncheck receivers, the displayed totals will be updated.

10 You can check individual receivers to identify the ones to include on this voucher. As you check or uncheck receivers, the displayed totals will be updated. If you have already processed these receivers in your A/P system, click the Mark as Manually Vouchered button and specify a voucher number. Manually marked vouchers are not updated to the accounting software. Once you have selected the receivers to be included on this voucher click the Next button to go to the Invoice tab. On the Invoice tab, enter the additional information necessary for vouchering, including the Vouchered to vendor, the Invoice number, the Invoice amount, etc. On the Distributions tab, enter the distribution information. Default distributions are generated if possible, and you then have the option to change distribution information. Once the full amount to voucher has been distributed you can click the Voucher button to create the A/P transaction in the accounting system and update the Receivings history information for the vouchered receivers.

Once you Voucher the Receivings in CounterPoint it will then show up as a bill to be pain in QuickBooks under Vendors/Pay Bills Note: If you receive any errors while trying to Interface Distributions

11 Once you Voucher the Receivings in CounterPoint it will then show up as a bill to be pain in QuickBooks under Vendors/Pay Bills Note: If you receive any errors while trying to Interface Distributions or Vouchering Receivings the reason for the error is written to the CounterPoint.log file in the CounterPoint folder on the server **The error is usually because an account or vendor does not exist in QuickBooks

Table of Contents * IMPORTANT NOTE *

Table of Contents *** IMPORTANT NOTE *** Table of Contents Using QuickBooks With E2 Pg. 2 Installing the Interface File Pg. 3 Conversion from QuickBooks Pg. 4 Settings in E2 for Sync Option Pg. 6 Settings in QuickBooks for Sync option Pg. 7 Transferring