QuickBooks Setup

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Contents

Update your QuickBooks

This may or may not be necessary, but it doesn't hurt. In QuickBooks, select File, Update QuickBooks... and follow the prompts and instructions.

Prepare to Use QuickBooks

Select View from the menu and make sure the Open Window List option is checked. This opens up the Navigators and Open Windows panel on the left and makes QuickBooks much easier to use.

Export QuickBooks accounts into RPOWER

There may be some RPOWER accounts already set up from a previous or demo database. You can either delete these one at a time, or, without RPOWER running on your particular computer, delete GLA.DBF out of both DATA and BACKUP, then run RPOWER. Either way, finish off with a Quick Fix Database.

Now, in QuickBooks, make sure that the accounts are set up the way you like them. You can take this opportunity to remove unused accounts.

Then select File, Utilities, Export... Check the box next to "Chart of Accounts." Don't check anything else. Click OK.

Change the File name to QBGLA.IIF.

QBGLA.IIF will ultimately need to end up in F:\RPOWER\IMPORTS on the RPOWER system. If you are on that system, just save the file to F:\RPOWER\IMPORTS, creating the directory if it's not already there. Otherwise, save it where you can transfer it to the RPOWER system.

In RPOWER, go to Manager Functions, System Maintenance, and push Execute Imports. RPOWER will tell you it updated some number of G/L accounts.

Link RPOWER Categories to G/L Accounts

In RPOWER, System Setup, "follow the blue line" across from Menu Sales Categories to Sales Tax Setup. Each item must have a G/L account associated with it.

"Cr" stands for "Credit," "Dr" stands for "Debit." (See http://en.wikipedia.org/wiki/Debit .) You may be faced with a number of significant challenges during this process, such as whether to book credit cards to the main bank account, how to handle gift certificates and gift cards, and where to send discounts (are they expenses or negative sales?). The customer's accountant should be involved in this process to make these kinds of decisions.

Maintaining G/L accounts in RPOWER

From now on, you may make account additions and changes in RPOWER in System Setup, Ledger Accounts. RPOWER will export these back into QuickBooks.

RPOWER accounts must have their External Type set according to the QuickBooks account type, as follows:

RPOWER and QuickBooks Account Types
Type External Type QuickBooks Type Comment
A AR Accounts Receivable Used only with Customer Billing
A BANK Checking or Savings Bank deposit
A CCAR Credit Card Account NOT USED BY RPOWER
A FIXA Fixed Asset Typically not used by RPOWER
A OASS Other Asset Typically not used by RPOWER
A OCAS Other Current Asset RPOWER inventory asset accounts
E COGS Cost of Goods Sold RPOWER inventory cost accounts
E EXEX Other Expense Could be used for pay-outs
E EXP Expense Typically used for pay-outs
L AP Accounts Payable Not used by RPOWER
L LTLI Long Term Liability Typically not used by RPOWER
L OCLI Other Current Liability Use this for Tax and Gift accounts
R EXIN Other Income Could be used for pay-ins
R INC Income RPOWER sales acconts
n/a EQUI Capital/Equity Not used by RPOWER
n/a NONP Non-Posting Account Not used by RPOWER


Handle QuickBooks Responses

The RPOWER QuickBooks Importer sends information back to RPOWER about customers, employees, and G/L accounts, using the same mechanism as the RPOWER SQL Reporting Database. RPOWER needs to process these responses. If RPOWER Reports is already set up, then you can skip the rest of this section.

In the RPOWER\WINRUN\INI folder, create a file called DATACNX.ini, and edit it with Notepad. In it, type:

[Setup]
Server=FILESVR

where FILESVR is the name of you file server, typically. You then need to make FILESVR an Online Server to run a background RPOWER, if it is not one already.

Set up Customer Billing (Optional)

RPOWER interfaces to QuickBooks at the account level. It does not exchange information about account members or individual customers, except as part of the comments sent along with charges.

Accounts are set up independently from store to store. RPOWER will export accounts to QuickBooks but not QuickBooks back to RPOWER. If you want the same account to exist at more than one location, you must make sure their names match exactly. Once RPOWER has posted to QuickBooks and received a reply, you can change account names in RPOWER and they will change in QuickBooks. Do not change them in QuickBooks without also changing them in RPOWER.

There is an RPOWER script called QbCusBal that can be used to extract initial balances out of RPOWER.

RPOWER uses allowance-type accounts to work with QuickBooks. First set up a payment method as you would a regular house account method, or change the existing method, as follows:

  1. Make sure it is type B (Bill Customer).
  2. Make sure that Customer "Allowance"? is checked.
  3. Set the External ID to QB.
  4. Set the Dr cash account to the appropriate QuickBooks Accounts Receivable (AR) type G/L account.

Next, set up house accounts as you normally would in RPOWER with this payment method selected.

Now consider whether you want to be able to receive payments on account at the restaurant(s) through RPOWER, in addition to receiving them in QuickBooks. Before answering that question, remember that the whole point of this interface to use QuickBooks to generate invoices and manage the accounts receivable in the "back office." As such, in most cases account payments will be handled on the QuickBooks end. It is no longer RPOWER's responsibility to track what is and is not owed. It is possible, however, to receive payments in RPOWER to be posted through to QuickBooks as open credits to be applied in QuickBooks against invoices.

If you want to set up payment receipts, create a sales category and menu item as you normally would to receive money on account. Make sure Regular acct. rec'd? is checked in the sales category and that your Cr sales account is the same Accounts Receivable account as your payment method.

As a technical note, RPOWER sets up two transfer G/L accounts: RPOWER Customer Sales (Income) and RPOWER Customer Payments (Bank). When posting account charges, the G/L journal debit of the payment method is redirected away from Accounts Receivable into RPOWER Customer Sales. Later (in the same batch) the charge invoice totals are debited to the real Accounts Receivable account and RPOWER Customer Sales is credited back to zero. For account receipts, the G/L journal credit of the "Received on Account" sales category is redirected away from Accounts Receivable into RPOWER Customer Payments. Likewise, received payments credit Accounts Receivable and debit RPOWER Customer Payments back to zero.

If you run into any problems with this process, the QuickBooks QuickFixes might be of some help.

Turning on QuickBooks Payroll Export

To set up RPOWER to perform QuickBooks Payroll Exports, and to export employees into QuickBooks:

  1. Log in as a manager and click on System Setup.
  2. Click System Information.
  3. In the System Information window, in the lower right right above the Pay Period... options, is a Post External option. Check the Post External checkbox.
  4. If you want to export the Employee Names in Last Name, First Name Middle Initial order, as opposed to First Name Middle Name Last Name order, place a check in the ...L,FM checkbox.
  5. Click Save.

Once Save is clicked, RPOWER will automatically generate an employee export file which will contain the employee names and their addresses. This file will sit in QBCNX\ClientOut until RFX is set up and transfers the file to the RPOWER QuickBooks Importer.

Set up Jobs for Do-It-Yourself Payroll

You must enter the Hourly Wage jobs in QuickBooks that you use in RPOWER. The names must match exactly.

In addition, QuickBooks has no built-in concept of "overtime." RPOWER must calculate it. For every job in QuickBooks that could possibly have overtime, you must create another Hourly Wage job with exactly the same name followed by "-O/T" with no extra spaces.

In addition, QuickBooks has no built-in concept of "tips," nor the ability to import tip declarations directly, nor the ability to post regular wage items to the "Reported Tips" W-2 box #7. To work around these deficiencies in QuickBooks, do the following.

  1. In Company Information, Chart of Accounts, make sure that there is an Other Current Liability account called Employee Tips Payable, or words to that effect. (In Company, Chart of Accounts, click the Type column header so you can see all of the Other Current Liabilities grouped together.)
  2. Create an Hourly Wage job in QuickBooks called "Tips (delete this entry)."
    1. Back in Employees, Payroll Item List, add a new Payroll Item. (At the bottom, click Payroll Item, New.)
    2. Select Custom Setup. It turns out that "Easy Setup" is anything but. Custom Setup is much quicker and easier.
    3. Select Wage, then Hourly, then Regular Pay, then type

      Tips (delete this entry)
      

      then it is OK to leave Payroll Expenses as the tracking account for the expense and click Finish, since this job is never actually posted.

  3. Create a Tips Addition payroll item.
    1. In Payroll Item List, add a new Payroll Item. (At the bottom, click Payroll Item, New.)
    2. Payroll item type: select "Custom Payroll Item Setup."
    3. Payroll item type: select "Addition."
    4. Name used in paychecks and payroll reports: enter

      Reported Tips
      

      (the exact name doesn't matter).

    5. Liability account: select your Tips Payable account from the first step.
    6. Tax tracking type: Select "Reported Tips."
    7. Leave the default Taxes (all should be selected)
    8. Make sure Based on Quantity is not checked, or select the Neither option (2006).
    9. Leave everything else blank or zero, and Finish.
  4. Create a Tips Deduction payroll item.
    1. In Payroll Item List, add a new Payroll Item. (At the bottom, click Payroll Item, New.)
    2. Payroll item type: select "Custom Payroll Item Setup."
    3. Payroll item type: select "Deduction."
    4. Name used in paychecks and payroll reports: enter

      Reported Tips Already Paid
      

      (again, the exact name doesn't matter).

    5. Leave agency information blank.
    6. Liability account: select your Tips Payable account from the first step.
    7. Tax tracking type: leave as "None."
    8. Make sure no Taxes are selected.
    9. Make sure Based on Quantity is not checked, or select the Neither option (2006).
    10. Gross vs. net: select "net pay," not "gross pay."

Set up Employees for Do-It-Yourself Payroll

RPOWER can and will only export employee name and address information to keep you from having to type in this information twice and to make sure the names match exactly, which is how employees are found.

QuickBooks does not support importing any Job and Rate information.

Navigate to Employees, then select Employees to view the Employee List. For each employee, you will perform the following steps:

  1. Double-click or select Employee, Edit at the bottom.
  2. Select the Payroll and Compensation Info option at the top.
  3. Make sure you theck the box that says "Use time data to create paychecks."
  4. Add all possible jobs into the Earnings box, making sure that the pay rates are correct. In addition, add corresponding "-O/T" jobs and calculate the correct rate by multiplying the base rate by 1.5 (typically) and rounding to the nearest penny.
  5. Tipped employees also get the Tips (delete this entry) job. Enter a rate of $60.00 per hour for this job. This allows up to $1,439 in tips to be reported for each employee in a single day.
  6. Tipped employees also get the Reported Tips and Reported Tips Already Paid payroll items added in the Additions, Deductions and Company Contributions box.

Running Payroll

The RPOWER QuickBooks export is run automatically when a client runs the Time-Clock report. When the client selects options for the Time-Clock report, they can select the date range for the report and whether to run the QBPAY script, which performs the payroll export. The export will be for the date range selected for the Time-Clock report.

"Imprint" store(s) to QuickBooks database(s)

Moved to Server Configuration

Setting Access Permissions Within QuickBooks (optional)

You shouldn't have to go into QuickBooks to set the importer access permissions, but if you need to, in the case where a database has been upgraded and lost the access permissions, follow the instructions below:

  1. Open QuickBooks and log into the company database.
  2. Click on Edit to open the edit menu, and then click on Preferences to open the QuickBooks Preferences dialog.
  3. Scroll the icon list on the left up until you find Integrated Applications icon (they are in alphabetical order). Click Integrated Applications.
  4. Select the Company Preferences tab, then click on the "RPOWER-nnnn-xxxxx" Application Name in the list. Push Properties...
  5. Click the "Allow this application to login automatically" checkbox. Select the "Admin" user if it is not already selected. Do not check the checkbox allowing access to Social Security Numbers and other personal data. Push OK.
  6. Push OK to close the Preferences dialog.

Re-exporting G/L Accounts to QuickBooks

Typically, there is no need to export account information. The first time RPOWER is stamped for QuickBooks, it will export all G/L accounts. After that initial post, G/L accounts will only be exported if they are changed in some way. So, it all should happen automatically. However, if you are in a situation where you need to force an export of the G/L account information, such as the QuickBooks database was altered and accounts were lost, you can force a G/L export by doing the following:

  1. Log into RPOWER Manager Functions, and click the Manager Functions....
  2. Click Sort/Fix FILE.
  3. On the Sort/Fix File dialog, enter GLA into the Database Name field.
  4. If Reindex? is checked, uncheck it.
  5. If Do integrity check is checked, uncheck it.
  6. Enter 99 in the Reset export app# field
  7. Click Begin Fixing

It should take almost no time for RPOWER to fix GLA. Once GLA has been fixed:

  1. Click Execute QB Exports
  2. At the Report date range? dialog, click No

That will force RPOWER to export all the G/L accounts. Optionally, if you do have data to repost, you could click Yes on the Repost date range? dialog and then select your date range and post data. The G/L account information will then post with the journal entries for the date range you have chosen. Account information always posts first, so if you do export G/L account information with daily journal entries, the journal entries should post into QuickBooks because the account information posts first.

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