How to configure the Microsoft Dynamics RMS Store Operations QuickBooks integration

Stage 1: Configure QuickBooks to interact with Store Operations

1. Start QuickBooks.
2. Click Accnt on the standard toolbar or click Lists, and then click Chart of Accounts to view the Chart of Accounts.
   
   Note To view the accounts that you may have to add in Store Operations, start Store Operations Manager, click Journal, and then click Assign general ledger Accounts.
3. Click Edit, and then click New Account to add any accounts that you may want to track. For example, add accounts if you want to track sales, commissions, and cost of goods sold (COGS) for each department.
   
   Note There are also two accounts that you must add in QuickBooks. For more information, see step 5.
4. Add the remaining information in the New Account screen, and then click OK.
   
   Note QuickBooks does not permit more than one Accounts Payable or Accounts Receivable account type per transaction. Therefore, you must use Other Current Assets and Other Current Liabilities instead of Accounts Receivable and Accounts Payable if you are setting up a new account that would ordinarily use these account types.
5. Click Edit, and then click New Account to create a new Sales Tax Payable account. This name must be different from the default QuickBooks account. For example, name the account Sales Tax Payables.
   
   Note You cannot use the default Sales Tax account in QuickBooks when you assign any one of the Sales Tax accounts in Store Operations. You must create a new Sales Tax account in QuickBooks.
6. Click Other Current Liabilities for Account Type.
7. Add the remaining information in the New Account screen, and then click OK.
8. Click Edit, and then click New Account to create a new Accounts Receivable account. This name must be different from the default QuickBooks account. For example, name the account AR.
   
   Note You cannot use the default Accounts Receivable account in QuickBooks when you assign either the Store Account: Paid On or the Store Account: Paid To accounts in Store Operations. You must create a new Accounts Receivable account in QuickBooks because the standard Accounts Receivable account type in QuickBooks requires more information than Store Operations provides.
9. Click Other Current Assets for Account Type.
10. Add the remaining information in the New Account screen, and then click OK.
11. Determine the account that you want to use for the Bills account. This account offsets the Account Payable account when a QuickBooks Bill is created. You or your accountant determine this account.
    
    Note You cannot use the default Accounts Payable account in QuickBooks when you assign the Bills Account in Store Operations. Store Operations automatically posts to the Accounts Payable account in QuickBooks when you are posting the closed Purchase Orders. Therefore, you must select a different account.
12. If you do not want to use any one of the accounts that are listed for the Bills account, you must create one. If an account already exists, go to the "Part 2: Set up Store Operations to interact with QuickBooks" section.
13. Click Edit, and then click New Account to create a new account.
14. In the Type list, click the account type.
    
    Note You or your accountant must determine the account type, but it cannot be Accounts Payable.
15. Add the remaining information in the New Account screen, and then click OK.
    
    Note If you assign vendors or customers to this account, you may cause errors during posting.

Stage 2: Set up Store Operations to interact with QuickBooks

In this stage, you select QuickBooks as your accounting software and connect to the QuickBooks company file.

1. Start QuickBooks.
2. Sign in to your company as a user with administrator credentials.
3. Start Store Operations Manager.
4. Click File, and then click Configuration.
5. Click the Accounting tab.
6. In the Accounting Information pane, click QuickBooks 2003 in the list.
   
   Note Click QuickBooks 2003 even if you are using a later version of QuickBooks.
7. To connect with QuickBooks and to retrieve information about the company file, click Retrieve in the Company Information pane.
   
   Note If the Internet Security Levels Are Set Too High dialog box appears, you must click Make Changes or Cancel. If you click Cancel, you must click Yes to confirm your selection. If you click Cancel, you may prevent some QuickBooks features from working correctly.
8. In the QuickBooks - Application Certificate window, use one of the following methods:
   • Click Yes, Always to grant permanent access from Store Operations to your QuickBooks company file.
   • Click Yes, This Time to grant access on this occasion only. You will be prompted for authorization on later attempts.
9. After you connect to QuickBooks and retrieve the company information, click OK two times.
10. For Store Operations to automatically log on to QuickBooks, follow these steps.
    
    Note Every time that you interact with QuickBooks in Store Operations, the QuickBooks program must be running. You can start QuickBooks manually and log on to the company file, or your QuickBooks administrator can set up the automatic logon feature. When you use the automatic logon feature, QuickBooks does not have to be running.
    1. Start QuickBooks.
    2. Click Edit, and then click Preferences.
    3. Click Integrated Applications in the left pane.
    4. Click the Company Preferences tab.
    5. Click Retail Management System, and then click Properties.
    6. Select the Allow this application to log on automatically check box.
    7. Click the user's logon name, and then click OK two times.
       
       Note The user must have the correct access permissions.

Stage 3: Import data from QuickBooks

The Import Data from QuickBooks Store Operations function imports the Chart of Accounts from QuickBooks. You can also import Payment Terms, Customers, Suppliers (Vendors), and Items if these terms are defined in QuickBooks.

Note The integration does not allow you to import Payment Terms, Customers, Suppliers (Vendors), and Items from Store Operations to QuickBooks.

1. Start Store Operations Manager.
2. Click Utilities, and then click Import QuickBooks.
   
   Note If Import QuickBooks is not listed, follow the instructions in the "Part 2: Set up Store Operations to interact with QuickBooks" section to select QuickBooks 2003 as your accounting software.
   
3. Select the data that you want to import. You can select Accounts, Payment Terms, Suppliers (vendors), Customers, and Items if these terms are defined in QuickBooks.
   
   Note We recommend that you import information in the default order that appears in the Import QuickBooks window. If you change this order by re-sorting the columns, data may not be imported with the correct relationships. For additional information about importing, search for the "Import QuickBooks Option" topic in Store Operations Manager Help.
   
   
4. Click Import. The status appears as the data is imported.
   
   Note If a record already exists in Store Operations, you are prompted to select an import conflict resolution. You can update Store Operations with the QuickBooks record, create a new record, or not import the record.
   
   Note Because the Chart of Accounts and Payment Terms is maintained in QuickBooks, Store Operations automatically replaces the Account and Term records with the QuickBooks imported records. You will not be prompted to select an import conflict resolution. If prompted, select a resolution. To do this, use one of the following methods:
   1. To apply the resolution only to the current record, click Apply.
   2. To apply the resolution to all records of the same type, such as all Customer records, click Apply to All.
   3. To stop the import, click Abort.
      
      Note If you abort the import, you can verify what records were imported before the interruption. To view the list of records, click Items, Customers, or Suppliers on the Database menu. To use the list to view the imported accounts, click Assign General Ledger Accounts on the Journal menu. You can view imported terms in the Supplier Properties window.

Stage 4: Assign general ledger accounts in Store Operations Manager

You must set up the account assignment table in Store Operations Manager. Microsoft strongly recommends that an accountant set up this table. QuickBooks does not accept a general journal import file if the debits and credits do not balance.

Every time that you add a new tender or tax type, you must update the general ledger account assignments to incorporate these additions. Use the following table to guide you through the types of general ledger accounts that you must enter for each account type listed. The table provides some additional information about these accounts. The table assumes that you are using accounts for Tender Received, Tender Opening, and Tender Closing.

Table: QuickBooks general ledger account setup in Store OperationsNote For the tender amounts to post correctly to your accounting system, type opening and closing amounts in the point of sale for each batch.

Note If you are using Tender Received Amount but not Tender Opening Amount or Tender Closing Amount, you must take the following actions:

• Set credit and debit accounts for Tender Dropped and for Tender Paid Out.
• Leave each Tender Opening and Tender Closing amount blank.
• Set the debit amount for Tender Received.

Note If you are using the Tender Opening and Tender Closing Amounts, but not the Tender Received Account, you must take the following actions:

• Set debit accounts for both Tender Dropped and Tender Paid Out and leave their credit accounts blank.
• Leave Tender Received blank.

To assign general ledger Accounts, follow these steps:

1. Start Store Operations Manager.
2. Click Journal, and then click Assign general ledger Accounts.
3. Click the Debit Account # box or the Credit Account # box of the general ledger account that you want to assign.
4. Click the QuickBooks account from the list.
5. Repeat steps 3 and 4 until all the required accounts are assigned.
   
   Note Not all general ledger accounts have an account that is assigned in the Debit Account # box or the Credit Account # box.
6. Click the QuickBooks account that you are using for the Bills Account from the list if you want to post your closed purchase orders to QuickBooks as bills.
7. Click OK to save your changes, and then close the Assign general ledger Accounts window.

Stage 5: Export accounting and Purchase Order data directly to QuickBooks

To export your accounting data directly in the QuickBooks general ledger and to export closed Purchase Orders as QuickBooks Bills, follow these steps:

1. Start Store Operations Manager.
2. Click Journal, and then click Post Closed Batches.
   
   Note Only closed batches are available to be posted.
3. Click the batches that you want to post. Or, click Dates to open the Select Batch Range window to type a start date and an end date. When you click OK, all the batches that are closed and that are in this date range are selected, even if they have been previously posted.
   
   Note If you repost a batch that has already been posted, you may have duplicate general ledger and Bill entries in QuickBooks. Make sure that you delete duplicate records from QuickBooks.
4. If you have set up a Bills Account in QuickBooks, select the Include Purchase Orders check box to import closed purchase orders that are included in the selected batches.
   
   Note Closed Purchase Orders are included in the closed batches. You can import Closed Purchase Orders into QuickBooks as bills when the batch is posted. Before you import Purchase Orders into QuickBooks, you must first select a Bills account in the account assignment table. The Bills account that you select will offset the Account Payables account when the bill is created in QuickBooks.
   
   The Store Operations Purchase Order exports the following information to the QuickBooks bill:

   Store Operations PO Field	Quick Books Bill Field
   Purchase Order Number	Reference Number
   Supplier Name	Vendor
   Purchase Order Creation Date	Transaction Date
   Total of the Purchase Order	Amount Due
   Terms	Payment Terms
   	One expense line for posting to the Account specified in the Assign Accounts Bill Posting Account

5. Click Post to export the account data and the closed Purchase Orders.
   
   Note If you receive an error message when you post the closed batch, you must view the QBPost.log file that the error message indicates. Compare the QBPost.log file to the error message articles list in the "References" section. By default, the log file is in the C:\Program Files\Microsoft Retail Management System\Store Operations folder.
6. Click OK to close the Post Closed Batches window that tells you how many batches were posted.
7. The information that was posted is now available in QuickBooks.
   
   To create a General Journal report in QuickBooks, follow these steps:
   1. Click Reports, click Custom Transactions Detail Report, and then click the Filters tab.
   2. Click Transaction Type in the Filter list.
   3. Click Journal in the Transaction Type list.
   4. Click to select a date range, and then click OK.
   To view the new QuickBooks Bills, click Bill on the standard toolbar or click Vendors, and then click Pay Bills.
   
   Note The bills that you post may not be the last bills that are listed in QuickBooks.