Integrating QuickBooks and
ShipRite™
PLEASE
READ BEFORE CONTINUING….
In
order to continue, you must read this disclaimer
and notes on integrating Quickbooks™ and
ShipRite™ Global Connect. These instructions are for those who will create a NEW Quickbooks
Company file.
If you already have a Quickbooks Company
file you have been using, contact ShipRite™
Support for different instructions.
ShipRite™ will only work with Quickbooks
Pro 2005 or higher. ShipRite™ will not
be responsible for any corruption or loss
of data associated with the process of integrating
Quickbooks and your ShipRite™ software.
Quickbooks Integration Disclaimer:
December
28, 2007
-
ShipRite™ Global Connect uses Generally Accepted
Accounting Principles (GAAP) to
process drawer closings.
This is accomplished by
producing a pair of General Journal
Entries (GJE). One entry is to
debit cash and credit sales and
the other entry is to debit sales
and then credit the various sales
departments.
As drawers are closed,
the journal entries are batched
while waiting for management review
and then subsequent posting to
QuickBooks.™
It
is the store owner's responsibility
to REVIEW the pair of GJE before
posting to Quickbooks. ShipRite™ Software, Inc. is NOT responsible for ensuring
the accuracy of the entries either
in ShipRite, or in Quickbooks.
-
ShipRite™ is NOT responsible for teaching the store
owner, or any of its employees
accounting, or how to use Quickbooks.
You have the option of
learning this on your own, taking
a course on Quickbooks or rely
on an outside accounting professional.
The concepts are not difficult,
but are outside the scope of the
training provided by ShipRite
Software, Inc.
-
Custom setup of the Chart Of Accounts allows user control
over Company Setup.
After installation, a default
set of accounts is installed.
The user may add accounts
or remove accounts. Accounts can be added at a later time and the update
process can be re-run.
The
names in QuickBooks must match
what is in the ShipRite Quickbooks
module.
-
Transaction logging is created to review the results of
postings to QuickBooks.
This allows you control
over what is posted to Quickbooks.
-
We have created a new QuickBooks database for easy segregation
of transaction processing.
If you have trouble, you
will only need to send us the
Quickbooks database.
-
All database access is done using the disconnected data
model and command level SQL (standard
query language) updates.
A SQL transaction log records
all updates to the databases into
a log file.
This will tell us what
was entered when a problem occurs.
-
Prevent updates to the wrong company by checking which QuickBooks
company is opened before posting.
-
ShipRite™ will not be responsible
for any corruption or loss of
data associated with the process
of integrating Quickbooks and
your ShipRite™ software.
|
QuickBooks Setup
Where To Load Quickbooks: If you have
more than one computer running ShipRite™
Global Connect, determine where you will be
doing your accounting work with Quickbooks.
Most users with multiple POS will have
a back-office computer. (For
security purposes, it is not recommended to
have QB on any POS computer that your employees
have access to.) ShipRite must be installed on the accounting computer. Make
sure that ShipRite is properly networked on
all computers as per our networking
instructions.
The
posting to Quickbooks after closing a drawer
must be done from ShipRite on the same computer.
Install QuickBooks on the designated computer.
After installing
QuickBooks, DO NOT create a company profile.
Download
the QuickBooks Integration Package and extract
its contents into your C:\shiprite folder. This
needs to be done only on the computer that has
Quickbooks installed. (If you are running Quickbooks
on a workstation, then you will need to download
and unzip the integration package on the server
also.)
To get ShipRite ready, you must make sure that EVERYTHING
you sell in your store has a DEPARTMENT and
DESCRIPTION assigned to it.
If you do not, you will get an error
message when attempting to POST to Quickbooks.
To check this go to "POS."
Click on the menu item "PLU".
In the Inventory Master screen, select
the "Column Header"
label that says Department.
This will sort the inventory list by
department, alphabetically.
As you can see in the diagram, the blank items
appear at the top of the list.
Correct both the blank Departments
and blank Descriptions.
You can merely enter them in the inventory
master list.
Close ShipRite.
Start Quickbooks.
If a company opens, go to: "FILE
> CLOSE COMPANY."
With no company open, click on "Open
an Existing Company."
In the "Look in Text Box,"
you must browse to the C:\shiprite
folder.
You will see an existing file: "C:\
ShipRitePOS.QBW."
Click "OPEN."
The Quickbooks Learning Center
opens.
It is suggested you use the training
tool.
For now, click on "Begin
Using Quickbooks" on the bottom
right.
Right now, your chart of accounts
is blank except for 3 payroll accounts.
You will also have 1 vendor now:
Dept of Tax and Finance.
This is your sales tax collected account.
Minimize Quickbooks by clicking on the __ underscore
in the top right handler.
Start ShipRite Software.
Now both Quickbooks and ShipRite are
open.
From ShipRite's main menu, go to "ACTIONS
> Quickbooks Management Module." The Chart of Accounts is the first Tab
control.
The "CREATED"
column should be blank.
If it is not, perform step 2 above.
Select: "UPDATE QUICKBOOKS."
You will now get the QB Security window
popping up.
Select "YES."
Always allow access even if QB is not running.
Click "Continue."
You will get another window popping up.
Select "YES" to continue.
Then Select "DONE"
on the next window.
A Chart of Account is now created in ShipRite.
This will take about 2-3 minutes.
If successful, you will get a message
box popping up:
Click "OK."
You will now see "DATES"
in the created field in the ShipRite
Chart of Accounts. It may have more or less than 174 rows.
You are ready to open the drawer and perform sales.
It is best to assign unique Drawer
IDs to each station.
However, you may use one for all stations
but solving discrepancies will be more difficult.
In mom & pop organizations, the same
drawer ID on all computers should be fine.
USING
QUICKBOOKS
After doing your day sales, close the drawer.
From "POS"
go to "ADMINISTRATION >POS MANAGER
>CLOSE DRAWER."
Close your drawer like normal.
Print your report at the end of the Close
Drawer process.
After you select "SAVE,"
it will take a minute or 2 to prepare the journal
entry.
Go back to the QuickBooks Manager and go
to General Journal.
You will see one General Journal
Entry (GJE) for each drawer closing.
You may go several days without actually
posting to QuickBooks. This is up to the user discretion. The "Folio" column is the column
accountants use to indicate that an entry has
been posted to the General Ledger;
which in this case is QuickBooks.
A “"P"”
denotes posted to QuickBooks.
Click on “"POST
ALL ENTRIES"” to post all
outstanding GJEs.
Generally, at the end of the day, if
all entries look proper, you will POST
ALL ENTRIES.
Go to QuickBooks and verify Account Balances.
Go to: "LISTS > CHART OF ACCOUNTS.
After you post to QB, you should see
a money entry in UNDEPOSTIED FUNDS.
Now it is time to MAKE DEPOSIT.
Go to: "BANKING > MAKE DEPOSITS."
You will see each deposit that is sitting
in UNDEPOSITED FUNDS.
Click on the DEPOSIT
you will make.
If you are going to make all of them
at the same time, place a checkmark next to
each deposit. Select "CONTINUE."
In the next screen, make any needed adjustments,
like paying the window cleaner or other payment
out of your drawer.
Quickbooks
and ShipRite in your Store
You
now have 2 power softwares working together to
help manage your business.
Each has many features and functions.
Some of those features overlap.
Here is the recommended system to use in
your store.
Keep in mind this is a recommendation
based on years of experience operating this type
of business.
You are free to use whatever makes you
comfortable.
Department
Creation
|
Originated
in ShipRite and passed to Quickbooks |
| Sales
Data by Department |
Originated
in ShipRite and passed to Quickbooks |
| Sales
Tax Collected |
Originated
in ShipRite and passed to Quickbooks Sales
Tax Collected |
| Cash
& Checks Collected from Sales |
Originated
in ShipRite and passed to Quickbooks Undeposited
Funds |
| MC/VISA/DISC/AMEX |
Originated
in ShipRite and passed to Quickbooks MC/VISA
Recv |
| Accounts
Receivable |
Originated
in ShipRite and passed to Quickbooks as
a summary entry |
| AR
Statements and Aging Summaries |
ShipRite |
| Writing
Checks to Vendors |
Quickbooks |
| Calculation
of Cost of Goods Sold |
Quickbooks
(posted each time you write a check to suppliers)
|
| Profit
and Loss Statement |
Quickbooks
Revenue figures come in from SR, COGS from
writing Checks |
| Sales
Tax Collection Reports |
Quickbooks |
| Deposits
|
Quickbooks
from Undeposited Funds account |
| Credit
Cards Deposit |
Quickbooks
from MC/VISA Recv |
When
a drawer is closed, in the ShipRite
QB Manager, a double entry is loaded
and ready for posting.
You should review it PRIOR to POST
ALL ENTRIES.
You will notice that both entries balance.
If there are no errors, select
"POST ALL ENTRIES."
You may do this immediately after closing
the drawer, or once a day for multiple drawers,
or once a week.
Most stores do it once a day.
Here
is the way Quickbooks works for you:
ShipRite
controls the flow of Revenue into
Quickbooks.
Writing checks in Quickbooks controls
the money flowing out.
At the end of the month, you can run
a PROFIT AND LOSS report to
see how you are doing.
It is important that you do both to get
an accurate number that you can rely on.
TROUBLESHOOTING
POSSIBLE ERRORS:
1. ERROR: "Unrecognized
Database format."
FIX: Go
to "My Computer" > "Local
Disk C" > "Shiprite" >
"Logs." Right click on the
"transaction.log"
file and delete it.
----------------------------------------------------------
2.
ERROR: "Attention…Cannot
close the Gate."
FIX: Go to "Actions"
> "Quickbooks Management Module">
"Support" > "Reset Transaction
Gate"
----------------------------------------------------------
3.
ERROR: "Run-time error ‘429’
ActiveX component can’t create object."
FIX: You will need to download
a missing dll file HERE and save the file
to your "C:\Program Files\Common
Files\Intuit\QuickBooks" folder.
Next, click on your windows taskbar and choose:
"Start > Run"
the type the following (or copy and paste) in
the dialog box:
regsvr32
"C:\Program Files\Common Files\Intuit\QuickBooks\qbfc4.dll
Click
"OK." You will get
the following message:
|
