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How do I Export Data to QuickBooks?
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    How do I Export Data to QuickBooks?

    by RetailEdge User » Tue Jan 31, 2006 4:13 pm

    How do I Export Data to QuickBooks? What do I need to setup in RetailEdge and in QuickBooks?
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    Andy
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    by Andy » Tue Jan 31, 2006 4:30 pm

    RetailEdge can export closing summary information to QuickBooks using QuickBook's API.

    Setting up all the correct information is tedious but it does work. It is very important that the settings in RetailEdge and QuickBooks match precisely.


    STEP 1:

    In RetailEdge, go to Tools | Settings | Locations from the main menu.

    Modify the appropriate Location and go to the QuickBooks tab. Each line on this form needs to match a corresponding account in QuickBooks. Here's an explanation of each field:

    Checking: This is the name of a QB checking account. The QB account should be type "Bank". An example name might be "Checking".

    Accounts Receivable Acct: This field maps A/R (House Charges) to QB. The QB account should be type "Other Current Asset". An example name might be "Acct Receivable".

    Customer Name (RE Sales): In order to track deposits to QB and reference RetailEdge sales, we need a "dummy" customer in QB. In QB, add a customer to the Customer List and make sure it matches the RetailEdge Customer Name value. An example name might be "RetailEdge-Customer". Also, in QuickBooks, make sure that the customer's Tax Code value is set to non taxable value.

    Class Name (RE Activity): The data exported into QB is associated with a QB Class. This allows for better report filtering. Create a Class in QB to match the RetailEdge value (e.g. Class Name = RetailEdge). It's possible that you might have to turn on Class tracking in QB. To do so, edit the preferences and check the "Use Class Tracking" field on the Accounting tab.

    Sales Income Account: This is the QB Sales account where sales will be posted. This RetailEdge value and the QB account name need to match. The QB account type should be type "Income".

    Inventory Asset Account: This account tracks changes in inventory value. The QB account type should be "Other Asset". An example name might be "Inventory Asset".

    COGS Acct: This account tracks the Cost of Goods sold. The QB account type should be "Cost of Goods Sold".

    Item Name (from Items list): Like the "dummy" customer, we need a "dummy" item to sell within QB. Go to the Item List in QB and add a "Non-Inventory Part". An example name might be "RetailEdge-ItemsSold". Also, in Quickbooks, set the item's account to Sales.

    House Charge Asset Acct: This account tracks house charge totals within QB. Add a new QB account of type "Other Asset". An example name might be "RetailEdge-House Charge".

    Store Credit Liability Account: This account tracks store credit totals within QB. Add a new QB account of type "Other Current Liability". An example name might be "RetailEdge-Store Credit".

    Layaway Liability Account: This account tracks layaway totals within QB. Add a new QB account of type "Other Current Liability". An example name might be "RetailEdge-Layaway".

    Loyalty $$$ Liability Account: This account tracks Loyalty Dollars totals within QB. Add a new QB account of type "Other Current Liability". An example name might be "RetailEdge-Loyalty".

    Gift Card Liability Account: This account tracks Gift Card totals within QB. Add a new QB account of type "Other Current Liability". An example name might be "RetailEdge-Gift Card".

    Payout Expense Account: This account tracks Payout totals within QB. Add a new QB account of type "Expense". An example name might be "RetailEdge-Payout".

    Sales Tax Liability Account: This account tracks Sales Tax within QB. Add a new QB account of type "Other Current Liability". An example name might be "RetailEdge-Sales Tax".

    Cash Drawer Adjust Acct: This account tracks Cash Drawer Adjustment totals within QB. Add a new QB account of type "Expense". An example name might be "RetailEdge-DrawerAdjustment".

    NonSales Adjustment Acct: This account tracks special adjustments. Add a new QB account of type "Expense". An example name might be "RetailEdge-NonSalesAdjustments".



    STEP 2:

    For each Department in RetailEdge, you need to associate a QB sales account. This can be a top level income account or a subcategory (which is also an income account). If you use a top level income account, enter the sales account name into the Department's "QuickBooks Category" field (e.g. Sales).

    If you are using subcategory, then you need to enter a special value into the Department's "QuickBooks Category". The value needs to be a combination of the top level income account and the subcategory. For example, if you had a top level account called "Sales" and a subcategory called "RetailEdge-MISC", then the correct value would be "Sales:RetailEdge-MISC".



    STEP 3:

    You need to tell RetailEdge where to find the QB data file. In RetailEdge, go to Tools | Settings | Workstations. Modify the appropriate workstation.

    Go to the Misc tab and enter the "QuickBooks File Name:".



    STEP 4:

    In QuickBooks, you need to make sure you have Payment Methods that match all the payment mediums in RetailEdge.

    In QB, go to Lists | Customer & Vendor Profile lists | Payment Method List. For each RetailEdge payment method, add a QB Payment Method. The name needs to match the RetailEdge value exactly.



    STEP 5:

    Try running the export on a sample QB file (use a sample file so that "real" data can't get messed up).

    Please Note: For the export to work, you need to have QuickBooks installed in the same computer where you are running RetailEdge.

    Also, QuickBooks may issue a security alert, when a third-party application such as RetailEdge attempts to touch its data. This is normal and you should instruct QuickBooks to allow this operation.

    _______________________________________________________________________

    Follow-up:

    We had a customer have trouble with the sales tax portion of the export. After a lot of dead-end paths, we finally found a work-around.

    It might be necessary to create a new sales tax account (Other Current Liability) instead of using the default, built-in, one. We tried this on the customer's QB data - we added a new account called "Sales Tax2" - and the export worked successfully.

    Be sure to map RetailEdge over to the new account as well.
    Last edited by Andy on Thu May 25, 2006 3:37 pm, edited 2 times in total.
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    How do I know the last deposit from RetailEdge to Quickbooks

    by RetailEdge Moderator » Thu Aug 24, 2006 9:56 am

    RetailEdge does not list whether a deposit was exported to QuickBooks. The best way to make sure that you don't duplicate deposit exports from RetailEdge is to open QuickBooks (QuickBooks must be loaded on the machine where the export takes place) and look at the checking account register. This will quickly let you see what the last deposit taken to QuickBooks was and you can then match this to the RetailEdge closing report dates.
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    Purpose of Accounts

    by sam » Tue Feb 06, 2007 10:09 pm

    Can you provide an example of how/why the following accounts would be used. RetailEdge-Payout and RetailEdge-NonSalesAdjustment
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    Re: Purpose of Accounts

    by RetailEdge Moderator » Mon Feb 12, 2007 10:16 am

    Sam,

    The payouts would be an drawer/deposit adjustment caused by a payout. Payouts can be performed by choosing Payout from the Register menu. Payouts might be things like someone taking money out of the drawer to pay the UPS man or to buy something from the hardware store.

    Non Sales Adjustments are adjustments are for actions that are not a part of the sales process and include:

    1. Gift cards manually issued.
    2. Gift cards manually voided (with no refund).
    3. Loyalty dollars issued.
    4. Loyalty dollars voided.
    5. Store credits manually issued.
    6. Layaways canceled (with no refund)
    7. Open Orders canceled (with no refund)


    sam wrote:Can you provide an example of how/why the following accounts would be used. RetailEdge-Payout and RetailEdge-NonSalesAdjustment
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