QuickBooks Initial Setup Guide
Table of Contents
Step 1: Creating Sales Tax Items (US Only)
Step 2: Creating a CashSales Customer
Step 3: Create a Tender Summary Account
Step 4: Setup QuickBooks Adapter
Step 5: Import the Inventory
Step 6: Setup Sales Tax Code (US only)
Step 7: Define Tender Summary Account
Step 8: Define GL Accounts for Tendering Codes
Step 9: Test the Integration
QUICKBOOKS INITIAL SETUP:
This guide was written for Platinum Version 9 of AccuPOS Retail
Management. If you are running an earlier version of AccuPOS or not
running Platinum, you will notice differences in the look of the Retail
Management program. Also, the QuickBooks images and setup steps were
written with QuickBooks Enterprise 07. If you are running a different
version of QuickBooks, there will also be slight differences in the look but
the setup is not that different.
In order to use AccuPOS Retail Point of Sale and have it update QuickBooks for
inventory and accounting purposes, a QuickBooks company file must be set up
beforehand and the location on the local network, or computer, of the company
file must be known in order for AccuPOS to connect and update the company
file. If this is the first time installing QuickBooks, please consult your QuickBooks
advisor or Intuit’s customer support with questions pertaining to accounting
issues while setting up the new company. AccuPOS support staff will only
support issues regarding QuickBooks that affect the integration with AccuPOS
Retail Point of Sale.
This guide is also under the assumption that the network is setup and all
software installed according to the AccuPOS Network Setup Guide. The
adapter, AccuPOS Retail Management, and AccuPOS Point of Sale must be
installed on the network or computer.
Step 1: Creating Sales Tax Items (US Only): (top)
The first step to getting the integration with AccuPOS up and running is to get
taxes set up inside your QuickBooks company file. You must set up as many
taxes as you are going to collect at the Point of Sale. This can range from just
one tax to several depending on local taxing legislation. To begin setting up
1. Go to Lists -> Item List. (Figure 1-1)
2. Select Item at the bottom of the Item list window and select New (Figure
1-2). The New Item window appears.
3. Choose Sales Tax Item as the type of item to be created. (Figure 1-3)
4. Enter the Name, Description, Rate, and the Tax Agency for that particular
tax (Figure 1-4). The Description will appear on the receipts at the Point
of Sale. Remember to create a tax for each Agency that is to collect
5. Click OK when finished. Repeat steps 1-5 to create all Sales Taxes that
are to be collected at the Point of Sale.
6. After all local Sales Taxes are made; another Sales Tax must be created
especially for AccuPOS. Create a new Sales Tax Item called “POS
Sales.” It is case sensitive and must be “POS Sales.” No Description
or Tax Agency is required. The rate must be set to 0.0 %. (Figure 1-5)
Once all taxes are created, they will import into AccuPOS along with the
inventory. From there, they will be applied at the Point of Sale. More information
on the taxes setup inside AccuPOS Retail Management is later on in the guide.
Step 2: Creating a CashSales Customer: (top)
All transactions that are processed at the Point of Sale that have no customer
attached to them will post as one summarized Sales Receipt inside of
QuickBooks. Even if you are planning to track customers on every transaction at
the Point of Sale, this customer must be created in QuickBooks for AccuPOS
Retail to integrate properly. To set up this customer:
1. Go to Customers -> Customer Center. (Figure 2-1)
2. Select New Customer & Job -> New Customer at the top of the
Customer Center window (Figure 2-2). The New Customer window
3. Enter “CashSales” as the customer name. All other fields are to be left
blank. The name must be exactly CashSales and is case sensitive.
4. Click OK when finished.
Step 3: Create a Tender Summary Account: (top)
The Tender Summary allows the splitting of the different tendering totals from a
particular day’s sales (for example, splitting up all MasterCard transaction totals
from Cash transactions totals). When Sales information is sent into QuickBooks,
all the information goes into the Tender Summary account and from there, it
moves into specified GL Accounts. More information on that is later on in the
guide. To create a Tender Summary account:
1. Go to Lists -> Chart of Accounts. (Figure 3-1)
2. Select Account at the bottom of the window and select New (Figure 3-2).
The Add New Account: Choose Account Type window appears. (Figure
3. Select Other Current Asset as the account type and click Continue.
4. Enter Tender Summary for the account name and Description. All other
fields are to be left blank. (Figure 3-5)
5. Click Save and Close when finished.
The Tender Summary also serves as an audit trail. The balance of the account
must always be $0.00. Every day after QuickBooks is updated by AccuPOS,
make sure to check the balance of Tender Summary. If is remains at $0.00, the
sales information was imported correctly. If it is either positive or negative,
contact your dealer or AccuPOS Technical Support immediately.
Step 4: Setup QuickBooks Adapter: (top)
Now that everything is set up inside QuickBooks for AccuPOS to integrate
properly, it is time to set up the AccuLINK adapter. For information on how to
install the adapter, please refer to the AccuPOS Network Setup Guide. To setup
1. Open the QuickBooks Adapter. There should be a shortcut on the
desktop after the adapter was installed.
2. Once open, click on Setup (Figure 4-1). The AccuPOS Retail QuickBooks
Adapter Configuration window pops up.
3. Click Path to QB Company. (Figure 4-2)
4. Browse through the network or local computer to select the company file
that was setup and hit Select. (Figure 4-3)
5. The path now appears. Select New Site to add that path as the default
path to be used by the adapter.
6. Click Save when done. (Figure 4-4)
You will be returned to the Adapter window, which will connect immediately to
QuickBooks assuming QuickBooks is open. You will be able to tell it connects by
a window that pops up inside QuickBooks itself:
1. The QuickBooks – Application Certificate window pops up.
2. Select the option that says Yes, always; allow access even if
QuickBooks is not running. (Figure 4-5)
3. If there is an option to choose a username to log in as, be sure to select
the Admin account or an account with full Admin rights. If there is no
option, proceed to the next step.
4. Click Continue. (Figure 4-6)
5. Click Done. (Figure 4-7)
Now you have granted the adapter access to QuickBooks. You only have to
grant access once. Be aware that downloading updates to QuickBooks may
prompt for access again though.
Step 5: Import the Inventory: (top)
Now that the adapter has access to QuickBooks, it is time to import all the
inventory into AccuPOS Retail Management. To Import inventory, open up
AccuPOS Retail Management:
1. Go to File -> Import Inventory from Accounting. (Figure 5-1)
2. The AccuPOS Integrator will make a call to the adapter to tell it to grab
the inventory from QuickBooks. It will only flash for a second on the
screen and then disappear. (Figure 5-2)
3. The adapter will receive the request and begin getting the items. (Figure
4. Once the items are exported (Figure 5-4), the AccuPOS Integrator will
pop back up and update all the items and then disappear again. (Figure
Step 6: Setup Sales Tax Code (US only): (top)
When the inventory is imported into AccuPOS, the Sales Taxes created in Step 1
are also imported. Once imported, they need to be attached to a tax code in
order to be applied at the Point of Sale. To set up this tax code:
1. Go to Setup -> Taxes -> Tax Codes (Figure 6-1). The Tax Code window
2. Select the drop down and choose the Tax Code “POS TAX.” (Figure 6-2)
3. Select a Sales Tax item that was created in QuickBooks from the list of
Available Taxing Authorities (right-hand column). (Figure 6-3)
4. Select Add.
5. It will move the selected Sales Tax to the Contains Taxing Authorities list
(left-hand column). (Figure 6-4)
6. Repeat steps 3-5 to add all Sales Taxes to be applied at the Point of Sale.
You do not need to add the “POS Sales” Sales Tax to that list.
7. Click Update when all necessary taxes are moved to the left-hand
8. Click OK. (Figure 6-5)
9. Click Exit to finish editing the Tax Code.
Step 7: Define Tender Summary Account: (top)
The Tender Summary account must be defined inside AccuPOS Retail
Management to make sure it integrates correctly:
1. Go to Setup -> Company Information. (Figure 7-1)
2. Enter “Tender Summary” in the Tender Summary Account field. By
default, it is set to Undeposited Funds. (Figure 7-2)
3. Click OK when finished.
Step 8: Define GL Accounts for Tendering Codes: (top)
As stated in Step 3, AccuPOS sends sales information into accounts specified in
the AccuPOS Retail Management. AccuPOS recommends posting tender types
that are alike to the same GL account, so they can be easily identified in
QuickBooks for deposit purposes. For example, Cash and Checks should post
to Undeposited Funds, Visa and Master Card to a Visa-Master Card account,
American Express to AMEX account etc. At the end of each day, the Cash and
the Checks can be deposited using QuickBooks Make Deposits function, and a
General Journal Entry can be made out of the other tendering GL Accounts to
the bank account in one lump sum. Doing so will imitate the way the deposits are
made in real life, and will make the reconciliation process easier. To set GL
Accounts for sales information to send to:
1. Go to Setup -> Tendering Codes (Figure 8-1). The Tender Type window
2. Using the drop down menu, select a Tender Type you wish to assign a
GL Account to, AE (American Express) for example. (Figure 8-2)
3. In the Button Example, you will see the tendering name. (Figure 8-3)
4. Assign a GL Account to the code. (Figure 8-4)
5. Click Update.
6. Click OK. (Figure 8-5)
7. Repeat steps 2-5 until all tendering codes are assigned their desired GL
8. Click OK when finished.
If you find a tendering code that you will not be using (Discover for example), you
may delete it. Remember that the GL Accounts that are assigned to Tendering
Codes must exist inside the QuickBooks company file or you will receive errors
on the adapter when sending sales information into QuickBooks.
Step 9: Test the Integration: (top)
The integration for QuickBooks is complete. Before you continue on, though, it is
highly recommended that you test the integration to make sure you didn’t miss a
1. Backup QuickBooks.
2. Open AccuPOS Retail Point of Sale.
3. Process a transaction and tender it to Cash.
4. Close AccuPOS Retail Point of Sale.
5. Reset the till by hitting the Z button at the upper left of AccuPOS
Management and selecting the till to reset.
6. Make sure the transaction posted to QuickBooks as a sales receipt.
7. Make sure that the funds posted to the correct GL Account.
8. Restore QuickBooks.
*For more information on processing transactions, please refer to the AccuPOS
Operations Guide (Food Service, Retail).
**For more information on resetting a till, please refer to the AccuPOS Retail