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Set Up Quickbooks

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.

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.

Step 1 Set Up the Quickbooks ProfitProfit System Connection

Download and run the proper QBFC program for your version of ProfitSystem on the computer where the Profit System and Quickbooks Pro are both installed.

If you are running ProfitSystem versions 9.10+, 10.x, 11.x, 12.x or later versions type this into your web browser: http://www.bblsystems.com/downloads/QBFC13.EXE

If you are running ProfitSystem version 9.09 or lower, type this into your web browser: http://www.bblsystems.com/downloads/QBFC4.EXE

Choose to save the file to your Desktop.

When the download is complete, double-click the icon and run on the specific computer that has Quickbooks & ProfitSystem, both installed. Follow the on-screen instructions to install QBFC.

Step 2 Create Quickbooks accounts/vendor

  1. Start Quickbooks and open the company file.
  2. Create an Out of Balance account in Quickbooks.
  3. Go to Company->Chart of Accounts->Account->New
  4. Select Expense account
  5. Name it Out of Balance
  6. Click Save and Close
  7. Create a Partial Payments account in Quickbooks.
  8. Go to Company->Chart of Accounts->Account->New
  9. Select Other Account Types - Other Current Liability account
  10. Name it Partial Payments
  11. Click Save and Close
  12. Create a Shipping and Freight account in Quickbooks.
  13. Go to Company->Chart of Accounts->Account->New
  14. Select Expense Account.
  15. Name it Shipping and Freight
  16. Click Save and Close
  17. Create a Sales Tax Vendor in Quickbooks.
  18. Go to Vendor Center
  19. Click New Vendor
  20. Name it Tax Agency
  21. On the Additional Info tab set the Type to Tax Agency
  22. Click Ok
  1. Start Quickbooks and open the company file.
  2. Start The Profit System and go to Main Menu->Housekeeping->Accounting Setup->Accounting Setup. Select the “Settings” tab at the top-left.
  3. Under Accounting Integration section, select Quickbooks 2005 for the Program.
  4. For QB file, click the ... button and select the Quickbooks company file.
  5. Click Save, then exit from the Profit System.
  6. Start The Profit System and go to Main Menu->Housekeeping->Accounting Setup->Accounting Setup.
  7. On the Setup tab, click the lookup button next to Shipping/Freight.
  8. The ProfitSystem will start communicatingwith Quickbooks.
  9. The Quickbooks icon on the taskbar in Windows will start flashing. Click on the Quickbooks icon.
  10. Quickbooks is asking if ProfitSystem should be allowed to access the company file.
  11. Select Yes, always; allow access even if Quickbooks is not running. Click Continue
  12. If a Confirm to Proceed dialog is displayed, click Yes to confirm.
  13. On the Access Confirmation dialog, click Done.
  14. Go back to the ProfitSystem, and the lookup dialog should be showing Quickbooks accounts.
  15. Click Cancel, and No on the 'Clear this export GL number/name' dialog.

Step 4 Configure ProfitSystem base accounts

  1. Go back to Main Menu->Housekeeping->Accounting Setup->Accounting Setup. Select the “Settings” tab at the top-left.
  2. Click the lookup button next to Shipping/Freight. Select the Shipping and Freight account created earlier.
  3. Click the lookup button next to Purchase. Select the Inventory Asset account.
  4. Click the lookup button next to Revenue Report out of Balance. Select the OUT OF BALANCE account fromthe ProfitSystem.
  5. In QB tax agency, enter Tax Agency.
  6. Make sure Flip sign on QB deposits? is checked.
  7. If this is a Canadian edition of Quickbooks, select CA for the QB region. Otherwise select US.
  1. Go to Reports->Accounting Integration->QB Accounts Map.
  2. Print the resulting report. This report shows what accounts in the ProfoitSystem need to be linked to accounts in Quickbooks.
  3. Go to Main Menu->Housekeeping->Accounting Setup->Chart of Accounts.
  4. For each ProfitSystem account shown on the report, locate it in the Chart of Accounts. Click the lookup button next to Export number/name. Select the Quickbooks account that should receive the dollar total from this account in the ProfitSystem.

For example, the first account on the report is the Over/under account. In the ProfitSystem, by default this is the OUT OF BALANCE ProfitSystem account. If it shows a different name next to Over/under, then use that ProfitSystem Account instead of OUT OF BALANCE. Locate OUT OF BALANCE in the Chart of Accounts, click the lookup button, and select the Out of Balance account created in earlier in Quickbooks.

Tender type accounts such as Cash, Checks, etc. Link each of the tender types to Undeposited funds.

Revenue accounts such as Bridal, etc. Link each one to the Revenue account in Quickbooks.

Tax accounts. Usually like 01R1 and 01N1. Link to Sales Tax Payable.

Deposit/Partial Payments: Usually PARTIAL PAYMENT. Link to Partial Payments, created earlier.

Unapplied payments: Usually UNAPP PMT HOLD. Link to Customer Deposits.

Export cost: Usually EXPORT COST. Link to Cost of Goods Sold.

Export inventory: Usually EXPORT INV. Link to Inventory Asset.

Export purchase: Usually EXPORT PURCHASE. Link to Inventory Asset.

Click the lookup button next to Shipping/Freight. Select the Shipping and Freight account created earlier.

Step 6 Set up Vendors for Invoice export

  1. In Quickbooks, go to the Vendor Center
  2. Click New Vendor
  3. Enter all the vendor details.
  4. Click Ok.
  5. Repeat 2-4 for all the vendor for who you want to export invoices from the ProfitSystem to Quickbooks.
  6. In the ProfitSystem, go to Setup->Retail Inventory->Vendors
  7. Locate a vendor that has been set up in Quickbooks.
  8. On the Integration tab, click the lookup next to Export vendor number.
  9. Select the vendor from Quickbooks.
  10. Click the Terms lookup.
  11. Select the terms from Quickbooks.
  12. Click Save
  13. Repeat 7-12 for all vendors that should be linked to Quickbooks.