Peachtree Integration Set Up

The accounting system (Peachtree, QuickBooks 2001, or QuickBooks Pro 2005 & newer)
The accounting package utilized must be operational with your company's chart of accounts. A CPA or trained bookkeeper can help in setting up the accounting package with your company's chart of accounts (known as General Ledger Account numbers). ​ Next, the appropriate GL Account names from the Accounting software will be entered within the proper places within ProfitSystem®. There are three forms that contain set-up information for accounting integration, of which two are locations where GL account numbers must be entered for export. ​ Note There are two types of account names/numbers.

​ First, ProfitSystem account names/numbers. These are used internally by ProfitSystem. A store may create additional ProfitSystem account names/numbers via the Chart of Accounts form to add additional detail to the included basic ProfitSystem setup (please contact BBL Tech support for some direction), but it is highly recommend that the existing ProfitSystem account names/numbers are NOT modified. ​ Second, Accounting Package general ledger account names/numbers. These are inserted into ProfitSystem in very specific field locations. Most of the accounting fields within ProfitSystem requires ProfitSystem account names/numbers. The forms that contain entries for Accounting Package general ledger account names/numbers is detailed next in this topic.

Accounting Package general ledger account names/numbers ProfitSystem locations 1) Main->Housekeeping ->Accounting Setup->Accounting Setup->Setup tab, Accounting Integration Accounts Section Shipping/Freight and Payables. Both require the entry of your accounting software GL account number and are used for Accounts Payable integration. 2) Main->Housekeeping ->Accounting Setup->Accounting Setup-> Chart of Accounts.
Export GL number/name field contains the corresponding GL account number found within your Accounting Package general ledger chart of accounts. All other account ProfitSystem names/code references are internal ProfitSystem accounts. ​ Your Accounting GL account numbers entered are not validated by ProfitSystem® against your accounting software package EXCEPT for QuickBooks Pro 2005 (or later), so double check the entries to protect against typos. However, the accounting program will validate the numbers during its own IMPORT routine and any incorrect account numbers will cause a error situation. The GL account numbers entered in ProfitSystem® must precisely match those numbers/descriptions set up in the accounting program.

ProfitSystem account names/numbers locations 1) Main->Housekeeping ->Accounting Setup->Accounting Setup-> Chart of Accounts.

2) Main->Housekeeping ->Accounting Setup->Accounting Setup->Setup tab, Accounting Integration Accounts Section 3) Main->Housekeeping ->Accounting Setup->Accounting Setup-> Accounting Classes

QuickBooks Pro 2005 & newer notes: You will be using a pick list to select the account names, vendors, terms, etc. instead of entering them directly. The pick list is displayed by clicking the binoculars lookup button next to the field in ProfitSystem. This pick list is read from the QuickBooks data file. This document refers to General Ledger Account numbers, GL account number, or export GL number in the accounting program. For QuickBooks Pro 2005 the actual account names are used. QuickBooks Pro 2005 requires you to give authorization to ProfitSystem so it can access the company file. When setting up the accounting integration with QuickBooks Pro 2005, make sure QuickBooks is running and the correct company file is loaded. QuickBooks will display a message indicating that ProfitSystem is trying to access the company file the first time a pick list is accessed from ProfitSystem. We recommend selecting 'Yes, always; allow access even if QuickBooks is not running' This will allow exports to occur without having to start QuickBooks and load the company file first. The account names, vendors, and terms must be set up in QuickBooks before attempting to configure ProfitSystem, since the pick lists in ProfitSystem come directly from the data in QuickBooks. ​ 1) General Ledger Account Set-Up General Ledger Account numbers must be entered on the GL Account Setup form (ACCTSETP), located at Main->Housekeeping->Accounting Setup->Accounting Setup->Setup tab, Accounting Integration Accounts Section. ​ Accounting Integration Accounts Section Program...Select the accounting package you are integrating with from the drop down list. Quickbooks 2001 is selected for all versions of QuickBooks prior to 2005, and for QuickBooks Standard 2005. QuickBooks 2005 is only selected for QuickBooks Pro version, 2005 or later. Shipping...Select/enter accounting package's GL account description/number for shipping charges. For QuickBooks Pro 2005, select Sales: Shipping and Handling. The Shipping/Freight account is used for non-merchandise or freight charges on orders shipped from vendors to the shop. The account # is used as the default for the Shipping account when Invoice details are entered during the order receive process. Payables...Select/enter accounting package's GL account description/number for payables. For QuickBooks Pro 2005, select Accounts Payable. In Quickbooks 2005, the PAYABLES account in Quickbooks is used for the merchandise total. This account is used as the default. Revenue report out of balance...Enter accounting package's GL account description/number for variances on the ProfitSystem revenue report. The ProfitSystem out of balance account must have an export account selected on the Chart of Accounts form. If there is a out of balance on the ProfitSystem Revenue Report, a transaction using this account will be exported containing the out of balance amount. Path...The folder on the computer where the export files should be created. For AccPac, the directory must be C:\ASP\DATA. For QuickBooks 2005 this option is disabled since ProfitSystem connects directly to the QuickBooks data file. QB file...Using the lookup button, select the company file for QuickBooks Pro 2005 or greater.
Tax Agency... should be filled in with the name of your tax agency as it appears in Quickbooks 2005 or greater. This is only necessary if you must normally select a tax agency when manually entering tax postings into Quickbooks. QB Region... is set to CA for Canadian customers, US otherwise for Quickbooks 2005 or greater. Flip sign on QB deposits?... should be checked for Quickbooks 2005 or later. Partial payments exported to Quickbooks are positive for inflows (partial payments made) and negative for outflows (partial payments released) With this option checked, inflows are negative and outflows are positive, which is what Quickbooks 2005 expects..

2) ProfitSystem® Chart of Accounts Export GL account numbers

Part I - Accounting Classes Accounting classes (Main->Housekeeping->Accounting Setup->Accounting Classes) are ProfitSystem accounting classifications that are assigned to Retail/Rental merchandise within the inventory maintenance module of ProfitSystem® that indicate how to post transactions. ProfitSystem includes a default set of accounting classes and automatically creates a new one each time an Inventory Category is created by a user. A new accounting class is created to match the category and places it upon the ProfitSystem revenue accounting report (Main->Housekeeping->Accounting Setup->Revenue Report Setup (REVRSETP). This provides an opportunity for the store to see a detail accounting breakdown of revenue and costs.
NOTE For accounting integration purposes, how the revenue and cost totals are exported is controlled by how the user assigns the accounting GL names/codes to the ProfitSystem accounts within the chart of accounts. ( Main->Housekeeping->Accounting Setup->Chart of Accounts (COASETUP)). For example, multiple ProfitSystem accounts may be totalled to a single Accounting software GL account. Accounting classes are assigned ProfitSystem account number/names from the ProfitSystem Chart of Accounts form. These ProfitSystem account names/numbers translate into your Accounting software GL account number/names (see part II below). Verify that a inventory, cost of sale and purchase ProfitSystem® account number is assigned to each accounting class. The sales & purchase ProfitSystem® account numbers are entered on the Accounting Class form (ACCTCLAS), located at Main->Housekeeping->Accounting Setup->Accounting Classes. ​ Fields Purchase... Used in the accounts payable interface. Inventory... Used with the General Ledger interface, accumulated when sales revenue is realized. Cost of Sales... Used with the General Ledger interface, accumulated when sales revenue is realized. Please refer to the Accounting class topic for information on the other fields contained within the Accounting Class form

Example Postings When an invoice is received

Acct Payable Export The PURCHASE ProfitSystem account code is utilized for accounts Payable. This is the invoice balance due for the merchandise received and an account number could be set to identify the type of inventory merchandise being purchased.
Merchandise Purchase....$1000 A/P is a hidden field & no configuration is needed for 2005 Quickbooks & newer. The Purchase amount will automatically be posted to the Quickbook's AP account. For all other versions the AP account must be set in Step 1 above. A/P... $1000

Freight/Shipping The Shipping ProfitSystem account is set in Main->Housekeeping->Accounting Setup->Accounting Setup->Setup tab, Accounting Integration Accounts Section, Step 1 above. Shipping:.. $50 A/P (hidden field no configuration for newer Quickbooks, for other accounting it is set in Main->Housekeeping->Accounting Setup->Accounting Setup->Setup tab, Step 1 above) A/P... $50

Example postings when an inventory item is sold on a sales ticket the GL postings would use SALES Inventory... Posts to the Inventory account in the accounting software. Cost of Sales... Posts to the Cost of Sales account in the accounting software.

<< Flow Diagram >>

Part II - ProfitSystem Chart of Accounts ​ Each ProfitSystem© account number must have assigned a valid GL account number of the accounting package utilized. Export GL numbers must be entered on the COA Setup form (COASETUP), located at Main->Housekeeping->Accounting Setup->Chart of Accounts. ProfitSystem© converts the ProfitSystem© account number to your accounting package's General Ledger Account number when exported. Leave the GL export number blank for all ProfitSystem® accounts that do not need to be exported to the accounting software. ​ Peachtree & QuickBooks 2001: Occasionally the accounting software used expects the sign of the amount exported to be the opposite of what ProfitSystem© provides. For each Export GL account number entered you can choose whether or not to flip the sign on the dollar amount when it is exported. When checked, ProfitSystem© will change the sign automatically at export time. This option should be checked for revenue and tax GL account numbers when exporting to PeachTree and QuickBooks 2001. If you are using an accounting package that is not supported directly, you may need to check this option for other accounts. ​ QuickBooks Pro 2005 or newer notes: The Flip Sign option is disabled for QuickBooks Pro 2005 integration. ProfitSystem automatically flips the sign for revenue and tax when posted. Also, ProfitSystem© maintains a customer deposits account which holds monies paid towards sales where the revenue has not yet been realized when TICKET ZERO or PICKUP revenue triggers are selected in ProfitSystem. This same ProfitSystem© Account/Name is also used when in the Accounts Receivable revenue trigger mode. The description of the account could be changed to 'Accounts Receivable' and the description will display on the Revenue Report. An corresponding account must be created in QuickBooks Pro 2005 to hold these monies. For example with deposits, create a new account of Other Current Liability and call it Partial Payments. Select this account for the Export GL account on the Deposits account in ProfitSystem. ​ Note: The ProfitSystem© Revenue Report when ran, will locate this Export GL number in the ProfitSystem© chart of accounts for each line item on the report. ProfitSystem© creates an export entry with the export GL number and total dollar amount for the date the revenue report is ran when this export GL number is present. During the export process ProfitSystem© will display a warning if line items on the revenue report do not have associated GL export accounts, but the export will continue. Any errors or omissions must be manually corrected. ​ A revenue report may be re-ran for a business day. When done and the day HAS NOT bee previously exported, the report will update the 'to be' exported totals. This provides an opportunity for the operator to identify and correct any numbers. Only export once the Revenue report totals are acceptable.

3) Vendors Accounting Integration fields Terms: This is the discount computation formula for accounts payable invoicing when receiving merchandise from a particular vendor. Terms are set for each vendor. Days & Discount %: Used with Peachtree accounting integration, whereby ProfitSystem will compute a discount amount for an invoice and pass that to Peachtree. Export Vendor number: This is the vendor (payee) of the invoice being received. This code is passed to the accounting software and MUST match a the accounting package vendor code. ​ To utilize the INVOICE Export functions, each ProfitSystem© vendor must have and export vendor number, terms, and discount percentages entered. The vendor terms are entered on the Vendor form (VENDOR), located at Main->Housekeeping->Inventory Set-Up->Vendors (VENDOR.) The possible terms are displayed in this legend: The export vendor number will default to the ProfitSystem© vendor number.

Notes QuickBooks 2001 notes: The terms are not required for use with the QuickBooks 2001 integration, since QuickBooks 2001 does not support the export of a discount amount on the invoice. QuickBooks Pro 2005 & newer notes: The terms are selected directly from the QuickBooks company file using a pick list, available via ProfitSystem lookup.. Also the Export vendor number is selected using a pick list, from the vendors defined in QuickBooks. Peachtree and QuickBooks 2001: For each vendor, enter a discount percentage and the terms the vendor allows. 0 = Cash Account 1 = COD 2 = Net Due Now 3 = X% 10 Days, Net End Of Month (where X = the discount percentage entered in the “Disc.” Field) 4 = Net 10 Days End Of Month 5 = Net Due 30 Days 6 = X% Net Due 30 Days (where X = the discount percentage entered in the “Disc.” Field) 7 = X% 10 Days, Net Due 30 Days (where X = the discount percentage entered in the “Disc.” Field) 8 = X% 20 Days, Net Due 30 Days (where X = the discount percentage entered in the “Disc.” Field) 9 = Custom Terms. Enter the discount percentage and the number of days manually ​ Note: GL account numbers and Vendor terms are assigned to transactions the moment transactions are created within ProfitSystem®. Any changes made to GL account numbers will only affect transactions entered AFTER the changes are entered.