QuickBooks Store Configuration

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This article discusses how to set up a store to send QuickBooks data to a QuickBooks server.

Contents

Preparatory Steps

Before you follow any of the instructions below, make sure you delete all files in the rpower\Exports\DATACNX\ClientOut directory. This will prevent unwanted data from being sent to the QuickBooks server.

Setting Consolidation Group

The consolidation group number for QuickBooks, is always the store serial number.

To set up the consolidation group number for a store:

  1. Log into RPOWER's Manager Functions.
  2. Click System Setup...
  3. Click System Information
  4. Click More Options...
  5. In the QuickBooks Consolidation Group(0 resets) textbox, type in the store serial number.
  6. Click Save.
  7. Exit Manager Functions.

Setting Up Store RFX.ini

The RFX.ini file governs where the data export files are sent.

  1. On the computer acting as file server, navigate to the rpower/winrun/ini directory.
  2. If an RFX.ini file does not exist, create the file.
  3. Open the RFX.ini file in Notepad or another text editor.
  4. Enter in text so that the file looks like the example below (or copy the example below and change it to suit your needs). The key here is to set the Server= setting to the computer that acts as the file server.
 [Setup]
 Server=FILESVR
 ServerKey=12345678
 API=QBCNX,HOST=rpower.dyndns.org:32150,CG=XXXX ; XXXX is the QuickBooks CG

If exporting data to a QuickBooks for Windows database, then you will want to change the HOST setting to the IP address and the port for communicating with that standalone RFX server.

The CG setting is the store serial number, the same serial number you entered into the QuickBooks Consolidation Group(0 resets) textbox in the instructions above.

The example above shows only what is necessary for exporting QuickBooks data. You may have more API lines in your RFX.ini file if you are exporting SQL report data or archiving daily zips on a remote server.

Save the RFX.ini file and close your text editor.

Restart foreground and background RPOWER on the file server.

Setting Up Store DATACNX.ini

The DATACNX.ini file designates the workstation which handles customer balance updates and account information returned from the RPOWER QuickBooks Importer.

  1. On the computer acting as the file server, navigate to the rpower/winrun/ini directory.
  2. If a DATACNX.ini file does not exist, then create the file.
  3. Open the DATACNX.ini in Notepad, or another text editor.
  4. Enter in text so it looks like the example below. (You can copy and paste the example.) The key here is to set the Server= setting to the name of the computer acting as the fileserver.
[Setup]
Server=FILESVR ; change the computer name to the file server name
ExportAllTC=0

The example above shows only what you need for exporting QuickBooks data. If you are also exporting SQL report data, you may have more settings in your DATACNX.ini file than only those shown.

Save the DATACNX.ini file and close your text editor.

Restart foreground and background RPOWER on the file server.

Performing the First Post (optional)

For QuickBooks, a first post pushes the full chart of accounts, the full customer list (if doing customer billing), and the full employee list (if doing payroll). These will automatically be pushed to QuickBooks when the store closes its day, but if you want to force it to post:

  1. Log into Manager Functions.
  2. Click System Maintenance...
  3. Click Execute QB Exports
  4. When the Repost date range? dialog appears, click No.
  5. Click OK
  6. RPOWER will generate the export to push accounts, customers, and employees to QuickBooks.
  7. Click Done to exit Manager Functions.

Re-Exporting G/L Accounts to QuickBooks (optional)

Once RPOWER has pushed the chart of accounts over to QuickBooks for the first time, it will only push over account changes. If you need to re-export all the accounts, you can follow the instructions below:

  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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