Accounting Link Manual
Contents
1. 1 Journal Entries General Ledger General Journal 2 Payable Invoices Accounts Payable Purchase Journal 3 Payments Accounts Payable Payments Journal You must setup each of these templates and then use the appropriate template to import the information from a file into Peachtree Begin by Selecting File and Select Import Export from the main menu Peachtree Accounting THE BACK OFFICE LLC a6 Edit Maintain Tasks Analysis Options Reports Services Window Help Open Company Chrl 0 New Company Ctrl M Print Ctrl F Print Preview erly Page Setup Back Up Ctrl B Restore Ctrl F Select Import Export Data Yerihication Payroll Tax Tables Exit This is the main window for importing data and maintaining your import templates On the left hand side you will see the template groups We will use General Ledger to setup the import template for our Journal Entries and Accounts Payable to setup the import templates for our Payables Invoices and Payments 42 User Manual Select Import Export 4 ccounts Aecernvable Accounts Payable Inport Esport Help Chart of Accounts List General Journal Paproll FAS Depreciation Import General Ledger Inventory Jobs Account Reconciliation Description of Impor Esxport Template APPENDIX A General Ledger Lists Your general ledger chart of accounts and budget Time Expense amounts All Files Setting up2. software Remember if you add a new Fee in KO Wzetex you will need to go into this section of the setup to assign it to the proper GL Account Location sf j B Location ID Id 4 jhi ose Refresh art Description Office Server Description Core Charge TIRE DISPOSAL BATT DISPOSAL OIL DISPOSAL NOT IN USE NOT IN USE TIRE DISPOSAL BATT DISPOSAL MIL DISPOSAL NOT IN USE Figure 1 33 33 User Manual ADVANCED CONFIGURATION Credit Cards The Credit Cards section Figure 1 34 is associated with the Forms of Payment set up in amp O Wereter Remember if you add a new Form of Payment in amp O z tez you will need to go into this section of the setup to assign it to the proper GL Account Location Location ID BDI Lal La Description Office Server UNC Credit Cards YISA MASTER CRD Credit Cards DISCOVER Credit Cards AMERICAN EXPRES Credit Cards DINERS CLUE Credit Cards MIDAS CRED CARD Credit Cards ELECTRONIC Credit Cards FLEET CREDITS Credit Cards MOT IN USE Credit Cards MOT IN USE Credit Cards OOOOUOUOOOOO Figure 1 34 Payables The Payables section Figure 1 35 is associated with the GL Accounts Expense accounts set up in RO Writer Remember if you add new expense accounts in amp 0 Wz etez you will need to go into this section of the setup to assign it to the proper GL Account Location sfl j H Location ID ld 4 p mI see Bites c
3. Licensee within 12 months after The Back Office has made it available to Licensee The Back Office will have no further obligation to provide support on those parts of the software updated by such update 54
4. 18 User Manual DAILY TRANSACTION PROCESSING e If you would like to change or edit the journal entries please refer to the next section on Page 20 entitled Verify the Journal Entries a gt Quick Prepare Refresh rw eee Store O1 Dates fo Process SALES SUMMARY COST OF PARTS s 2i2004 Taxable Mon Tax Discount Total Stock 3152004 Parts 1 235 068 0 00 10 00 1 226 06 Non Stock 3 4 2004 Labor oo a0 0 00 5 00 650 30 Total 3 5 2004 wt Sublet 0 00 0 00 0 00 0 00 Subtotal 7 093 36 0 00 15 00 27 078 36 PAYMENTS RECEIVED OTHER SUMMARY RECEI 46LES PATABLES Dates Processed eshte E J DATE Cash 152 67 Shop Supplies AR Charges 1 289 853 3 1 2004 Checks 165 67 Sales Tax AR Payments 0 00 Credit Cards 199 06 GST Tax AR Adjustments 0 00 L isa Master 100 00 other Fees AR Finance Chrg 0 00 Discover 119 14 American Enp 242 07 Other Discounts AP Invoices 3 248 58 Advance Payment AP Inv Payment 0 00 Previous Advance AP Manual Check 0 00 Credit Card Fees AP C Card Charge Total 978 63 P Er oT AM 3 24 2004 19 User Manual Verify the Journal Entries DAILY TRANSACTION PROCESSING Select the Details tab Figure 2 in the upper left corner of the display to view the detailed information for the day selected A listing of all of the transactions selected for that date will be displayed on the Details Screen A listing of all transactions for the selected day will be displayed Figure 1
5. 9699 QuickBooks To import exported Account Link information into QuickB ooks perform the following steps e Open the QuickBooks Program e Click on the File Menu in the upper left corner of the screen Edit View Lists Company Customers Vendors Employees Banking Reports Window t New Company A an r fey Q Open Company Check Bill Reg 4ecnt Rmnd Find Sy Open Previous Compan i i y Navigator EasyStep Interview Close Company Switch to Multi user Mode Back Up Restore r F Archive amp Condense Data Chart of Utilities P Import P Import TIF Files Timer d Export Web Connect Files Accountant s Review d Export Addresses a Print Forms d U date RRR Convert From Quicken F Backup Printer Setup E mail Forms Srs Overvi Shipping Update QuickBooks TT Exit Alt F4 1 e Select the Utilities option on the File Menu A sub menu will appear e Select the Import option on the Utilities Sub Menu An Import sub menu will 26 User Manual DAILY TRANSACTION PROCESSING e Select the Import IIF Files option Note Newer versions of QuickBooks may have the Import option located under the file menu differently e A browse window will appear QuickBooks will always default to the default program directory for QuickBooks If you have your export path set to a different location in the Accounting Link Setup See Chapter 4 Configuration for information
6. Accounts contact Accounting Link technical support at 1 866 964 9699 Category The Category tab is associated with the Labor Categories set up in amp 0 z tez If you add a new Labor Category in amp O Wzetex you will need to go into this section of the Accounting Link setup to assign it to the proper GL Account If a new labor category is added in amp 0 Writer after the initial Accounting Link mapping and setup is complete you may get a message saying setup is not complete This is just a reminder that you need to map the new category in the Accounting Link SY Location x Location ID AID ELALA Description Office Server E ac AIR CONDITIONING ELE LAMPS amp BULES Sales Parts Sales Parts BRK BRAKES Sales Parts 4ir Cor Air Conditioning BSR BATTERY SERWICE Sales Parts Batter Battery Service E cc COMFORT COILS Sales Parts Brakes Brakes i CHG STARTING amp CHARGING Sales Parts ComFor Comfort Coils E DIS DISCOUNTS COUPONS Se sane Salalah ales Parts Drive T Drive Train E T E ER Sales Parts Engine Engine Performance EXH EXHAUST FSM FACTORY SCHED MAINT Hc HEATING amp COOLING INS STATE INSPECTION LOF OIL CHANGE Figure 1 30 Note If you are using the summary level option you will not have to do any Category or Department level mapping Example If you add a labor category in amp 0 zetee called Aftermarket Installation you must go into the Setup Screen of the A
7. OF CONTENTS CONTENTS er E eaa ae cave re ance caeeeqcaceueescdeees lt cesecuescaccuse caseussiceceese Geecesescsceesasceceuseseecets 4 WEE oct E EEE A E EEEE 4 TEAR OE D a E E E 4 Whois The Pack Uee LLL eocen ana cect e e NA A bach EEEN 4 What type of information can be transferred enssnnesessssseeeoeeeeresssssssssssssssertererresssssssssssseeeees 4 What Accounting Programs does Accounting Link work with ooossoenennnssssseeeenosssssseeeresssse 5 What kind of support is offered with Accounting Link oc ceeeesececcccceeeeeseeseccceeeeaeeseeeees 5 How can I reach The Back Office LLC if I have questions 0 0 0 cccccccccccceeeceeeeeeeeeeseeeeees 5 CHAPTER 1 BASIC ACCOUNTING LINK SETUP 0 csccccsccccccccccccccccccccccsccees 6 How do I setup Accounting Link i E oN E a see sesta tetas A E E EEE 6 A U E E T E i E A ATE AE EN 7 Serna up Slore DU Pa eessen iu i ena ENEA NEEE ENR EN anenai anaes 10 SENDE P Ad Ae UE eia E EE aaa 11 E A A E AE A E ENE A E E T E T cee ee 12 CHAPTER 2 ACCESSING ACCOUNTING LINK cccssssssssssssssssssssssscsssees 16 How do I open the Accounting Link Oran eom o LE a E E N E ENN 16 Lop mno Acen LDE sca E aedaeees 16 CHAPTER 3 DAILY TRANSACTION PROCESSING ccccccccccccccccccccccccccs 17 How do I transfer my Wzetee information into my accounting system B aan oars sade E O deine ced esa ten uaaner ood eager es E AET 17
8. and we will be with you to provide ongoing technical support What type of information can be transferred Accounting Link allows you to transfer the following information from amp O zezex directly into your accounting system Closed Repair Orders Sales income either in summary or in detail Sales tax collected Payments collected Cash Checks Credit Cards Charges etc Supply charges Other fees charges battery fees tire disposal etc Discounts given parts labor sublet and fleet Advance Payments collected on Repair Orders Accounts Receivable Transactions Payments posted on open accounts Misc charges posted on customer accounts including finance charges etc Accounts Payable Transactions Invoices from suppliers Payments on invoices Inventory Transactions Transfers from Inventory to Cost of Goods Sold as parts are sold Inventory purchases handled through Accounts Payable 4 User Manual INTRODUCTION What Accounting Programs does Accounting Link work with Accounting Link currently works with the following Accounting systems QuickBooks Peachtree DacEasy AccPac MAS90 Great Plains Business Works Multiledger MYOB What kind of support is offered with Accounting Link THE BACK OFFICE LLC prides itself on superior personalized customer support for all of our products We will assist you with installation setup and configuration and provide ongoing support as
9. be able to access any of the options in the Setup screen To set up additional users select the Users icon in the Accounting Link Setup screen Figure 1 8 H Accounting Link BE K Register Location s Options Figure 1 8 Note You must be logged on with Administrator login rights to add change or delete users The default login has admin rights that cannot be removed However the default password can be changed In the User screen Figure 1 9 enter a User ID Description and Password for the additional user If you want the user to have Admin rights click on the box next to Admin at the bottom of the screen SS OOOO I x USER SETUP Clear Dave Delete TBO Administrator User ID Description Password RIGHTS O Admin 11 23 50 AM 11 1 2002 Figure 1 9 11 User Manual ACCOUNTING LINK SETUP If the user is to be a Standard User leave the Admin box unchecked Figure 1 10 Click ate icon to add the user User s Ed USER SETUP TBG Administrator Clear Delete User ID Description Accounting Office Password ACCTING 4250 AM 329200 Figure 1 10 Options The Options menu contains some of the basic configuration setups for Accounting Link Figure 1 11 Note only users with Admin rights will be allowed to access this part of the program z Accounting Link BEIR ENTRY s Figure 1 11 The Options screen will be displayed Figure 1 12 Note There are 5 main classi
10. field to browse to the data location The Select a File window will appear Figure 1 7 xi SELECT LOCATION ADD MEW LOCATION LOCATION SETUP Clear nave Delete Location ID ay Description Minimum Refresh Date Quickbooks Class DATA SOURCE pos Type E Winldccess Name Path TBO License sh 1 Location s Setup 11 18 37 AM 11 1 2003 Figure 1 6 The File Selection Figure 1 7 window will default to My Computer eg 31 Floppy 4 ga Local Disk C __ Program Files Aowyriter Figure 1 7 10 User Manual ACCOUNTING LINK SETUP Use the Windows drop down icon zh to the right of the Look in window to browse to your database location Once you ve located the database click on Open doon in the lower right corner of the browse window to return the database name to the setup screen Note that Accounting Link will identify the type of database for you and put the path into the path location at the same time Click on the save icon to save the information as entered Then click on the X X in the upper right hand corner to exit the store setup and return to the main Setup menu Setting up Additional Users Accounting Link gives you the option of setting up two types of users Administrator and Standard A user with Administrative rights will have access to all menus in the program including Store and User setups A user with Standard rights will not
11. on changing the default path in Accounting Link you will need to browse to that alternate location e Once you have located the exported file highlight it in the browser window Figure 1 26 and click on the Open icon to import your data 2 ROWRITER QuickBooks Pro Edition 2003 aa File Edit View Lists Company Customers Vendors Employees Banking Reports Window Help xa es Look in E Espot O ia a me m 102603Export iif Mi Computer Fe mS My M etw ork F File name I O2603E sport if Open Files of type iF Files 11F Cancel Help kit Figure 1 26 User Manual DAILY TRANSACTION PROCESSING e When the process is complete a prompt will appear to notify you that your information has been imported Figure l 27 Information exported from Accounting Link will be automatically added to your accounts in your accounting program i ROWRITER QuickBooks Pro Edition 2003 l File Edit View Lists Company Customers Vendors Emphowvees Banking Reports Wine Invoice Cust Them Memtx vend Check Bill Reg Accent Rmnd Find Navigators t Company 7 Ce Customers G Your data has been imported Tal Yendors Dank 2 Employees Banking E TE a Business Services Exhaust Other R t Lube Oil amp Filter fal ee Other B Help amp Support Sales Service Brakes Open Window Exh Lt Mufflers Exhaust Other Chart of Accounts Lube Oil amp Filter Dkher
12. out which day s activity was on the file you overwrote You can do this by looking in your accounting system to see the last day activity from the Accounting Link was imported every accounting system has various reports to show daily activity When you have narrowed down which days need to be exported again go to the details tab in the Accounting Link In order to make these transactions available for export you must reset all the transactions that need to be exported again refer to Page 22 on Resetting Once this is done you can go to the Export tab and export the transactions again 40 User Manual FREQUENTLY ASKED QUESTIONS I get a message that says some function Deposit Export etc of Accounting Link is in use What should I do This message usually occurs when Accounting Link was shut down abnormally To correct this Accounting Link needs to be Reset To reset this Log into Accounting Link with the Auto Open check box unchecked and click the Help tab Click the Reset icon A message box will appear telling you the Accounting Link will be closed and to restart the program Click Ok When Using the Accounting Link I get an error message What should I do If this happens please contact Accounting Link tech support at 1 866 964 9699 before proceeding further 41 User Manual APPENDIX A APPENDIX A PEACHTREE IMPORT TEMPLATE SETUP There are three types of entries that can be imported into Peachtree from The Accounting Link
13. the item to be re prepared with the most current R 0 Q zetee data If you do not want an entry to be re prepared then you need to Void the item Refer to the next bullet point for information on Voiding To void an item left click on the line item then left click on Void Voiding a transaction will stop it from being re prepared by the in Accounting Link even though it remains in amp 0 Waiter and unprocessed by the Accounting Link The transaction will remain in Accounting View allDates On Hold Yoided Exported Link To view voided transactions check the box to see them You can unvoid a transaction by selecting it from the list and clicking the _ eset O button Resetting a transaction makes it available for Export Putting a transaction on Hold simply holds it in the Accounting Link so it won t be available to Export To assign an item to be held left click on the line item then left click on ad To take a transaction off hold check the On Hold option on the right side of the screen to view it View amp All Dates OnHold Yoided Exported ee eee Select the transaction s you want to take off hold then select it from the list and click ln Peset D To view items that were previously exported select the Exported option on the right side of the screen to view them View All Dates On Hold voided Exported To reset any item to it s original state that is to change its statu
14. the ability to verify that the information which was prepared matches with the activity Waiter reported for the day 2 Deposit In this optional step you can verify that the deposit slip you have prepared matches the detail of the entries listed This step allows you to account for items such as Cash Over Short and validate your cash related items before they are physically deposited in the bank 3 Export in this step you will export the entries that you have prepared and verified to a file that can be imported into your accounting system Quick Prepare From the main Accounting Link Screen Figure 1 18 double click on the Prepare Option to access the Quick Prepare Screen Note If you open the Accounting Link with the Auto Open check box checked you will be taken directly into the Quick Prepare Screen Accounting Link i x Prepare Figure 1 18 In the Quick Prepare screen Figure 1 19 on p 19 e Select the store location you would like to prepare entries for from the aoa Eee El drop down list in the upper right hand corner of the screen e Select the date in the Dates to Process window you would like to review before it is transferred into your accounting package Note When a date shows up in the Dates to Process window it means that activity from RO eeve2 has been closed to that date and has not yet been processed by the Accounting Link 17 User Manual DAILY TRANSACTIO
15. to date for support and maintenance purposes To register the Accounting Link software open the Accounting Link program and click on Setup To open The Accounting Link program do one of the following a Double click on the Accounting Link icon on your Windows desktop OR b Click on the start button in the lower left corner of the screen Programs Click on the option in the Start menu Click on the HA TBoffice option in the Programs menu Click on the Accounting Link option in the TBOffice menu 7 User Manual ACCOUNTING LINK SETUP You will be prompted during initialization of the program to register Licensed to Demo Company Version 3 8 12 p Accounting Link Powered By Please Register Accounting Link x i i You have 30 days left to evaluate Accounting Link To register click on the Register icon in the Setup Group Please follow the on screen instructions This software is Copyrighted and ALL Rights are Reserved Click OK to continue opening the program The Security Check prompt will appear Figure 1 1 The default UserID is TBO and the default password is password Type this UserID and password in at the Security Check window to access the program Ensure that the Auto Open option is not selected The main program will open Security Check UserID TBO x Password password Cancel Figure 1 1 Select the Setup option on the right side of the
16. you need it THE BACK OFFICE LLC will also make available to users who are current on support fees the newest updates and versions of software as they are released How can I reach The Back Office LLC if I have questions We can be easily reached toll free at 1 866 964 9699 You can also email us at BILLF TBOFFICE NET fax us at 515 964 5779 or check out our website at WWW TBOFFICE NET User Manual ACCOUNTING LINK SETUP CHAPTER 1 Basic ACCOUNTING LINK Setup There are four basic steps involved in the setup of Accounting Link 1 Installing Accounting Link 2 Registering Accounting Link 3 Setting up store information 4 Setting up users and passwords Installing Accounting Link Put the Accounting Link CD in the proper drive the screen shown below will appear Click on Accounting Link Full Install Update circled to begin installing the program The Back Office Install CD Accountin Link Professiona Full nstallUpdate TEG y eSe software program that allows users to integrate R O Writer nto their rancoundine system The Accounting Link acts as a bridge sending information from the point of sale to the accounting system saving valuable time and eliminating errors Quick Reference Guide User Manual Cash Drawer or Cash Drawer for QuickBooks Full Install Update Cash Drawer allows users to quickly and easily count down their cash drawer at the end of each business day and optionally send information to Quick
17. 0 ie ecccccccccccceeeeseseccceeeeaaeeeseeeeeeeeaaas 38 Whai kind ol TU 19 aso es ca cn clscewaassdaceachedaauosgenscnsenedaceesdecsaesebedeasaaacescuedssantasett 38 How can Reset all OF users who are logged G2 eke ivesieccscasckassusensseneasendsseesoasencnaubestensnsceetaseuneave 38 How can I backup my Accounting Link Data poe cscsccesescicsesvensanesseczereente teres siedevetiavcarsebeeteraietweavess 39 How can I send my Accounting Link data to tech support essessseeeeessssssseeerssssssseceeesssssseeeeess 39 How can archive history from Accounting Link 00 ceecccccccccceeeessseeccceeeeaeeesseeceesessaaeneees 39 How can I keep Accounting Link up to date as new versions come out essssssseeeessssssseeeeese 39 I have already processed a day but it has shown up in the dates to process window TER ea E A poate aeons E eaiiapou ane seuen vader is hicnn oueha ews 40 I accidentally exported and overwrote a previous days exported file before I imported it What should I do acs ce ssdcsscesteisvosdeasecesbaetcvossdasaventdotsvandiaesmesdonssenndiostbesedeiivandtediwecebondwostenssossbaes 40 I get a message that says some function deposit export etc is in use What should I do 4 When using Accounting Link I get an error message What should I do ou eeeeeeeeeees 4 APPENDIX A PEACHTREE IMPORT TEMPLATE SETUP 0 ccccccccccccscccccccccccccccccccoees 42 APPENDED By LICENSE AGREEMENT ciccsccccsecsese
18. 22 Quick Prepare TBO gt Quick Prepare 10 26 2007 10 26 2007 10 26 200 10 26 200 10 26 2007 10 26 200 10 26 2007 10 26 200 10 26 2007 10 26 200 10jz26j200 10 26200 10jz6j200 10jz6j200 10 26200 10 26200 10jz6j200 1of26 200 1oOf26 200 1of26 200 Doubl cek an an ante abo ve fa apen Wo a detailed Wie Sales Inventory Stock Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Payable Invoice Figure 1 21 501 Sales 501 Inv 5 501 Iny 0701149680 501 Inve 0701149702 501 Inv 0701143707 501 Inv 0701149712 501 Inv 0701149745 501 Inv 07011493746 S01 Inv 1203552 501 Inv 1655215 501 Inv 1655453 501 Inv 190 501 Inve 191 501 Inv 19116344917 501 Inv t 30463717 501 Inv t 30463749 501 Inve 30463751 501 Inv t 53320 S01 Inv 53327 S01 Inv 53342 936 PM 10 29 2003 Figure 1 22 User Manual DAILY TRANSACTION PROCESSING Using the Reset Void Hold and Delete Features Note All of the following procedures are performed in the Details tab of the Quick Prepare Screen To delete an item left click on the line item then left click on Delete h This will delete the item from the Accounting Link Deleting an item from the Accounting Link will allow for
19. ANCE ENTRY PREPARATION gt GL MAPPING EXPORT OPTIONS Accounting System QuickBooks 03 a Export Folder C Program Files TBO fice TBOLInk Ex Export File E port nf Export Level DETAIL F ADVANCED OPTIONS gt Figure 1 16 14 User Manual Advanced Options ACCOUNTING LINK SETUP The Advanced Options screen Figure 1 17 allows for configuration for some specialized settings The need for these settings will be discussed with you by Accounting Link technical support during setup and configuration 7 Options MAINTENANCE ENTRY PREPARATION GL MAPPING EXPORT OPTIONS ADYANCED OPTIONS Print Entry Per Page Single Inventory Entry wf Use Deposit Verification J Use Reversing Entries Print Reversing Entries Use On Account Use nd Verification Level Prorate Discounts Prepare Sales By Invoice wfe Use Custom Line Items Use Alternate AR Account Use GST 15 Figure 1 17 User Manual ACCESSING ACCOUNTING LINK CHAPTER 2 Accessing ACCOUNTING LINK Open Accounting Link To open The Accounting Link program do one of the following OR b Click on the start button in the lower left corner of the screen Programs d Click on the Click on the H TBoffice option in the Programs menu Click on the Accounting Link option in the TBOffice menu option in the Start menu Log into Accounting Link program Accounting Link is a pa
20. Accounting Link User Manual Increase your back office efficiency and accuracy by integrating A 0 Writer with your accounting system Licensed to D Demo Company Version 3 2 23 quasars i BBL aS aia eae ENNE na T y yi E F l r a his software is Copyrighted and ALL Rights are Reserved Powered ah User Manual TABLE OF CONTENTS Copyright 2000 2004 THE BACK OFFICE LLC All rights reserved No part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise without the prior written consent of THE BACK OFFICE LLC 1609 N Ankeny Blvd Suite 100 Ankeny IA 50021 The software described in this document is furnished under a license and may be used or copied only in accordance with terms of that license Trademarks MS Access is a trademark of Microsoft Corporation K 0 Q z tex is a trademark of Progressive Automotive Systems All other names are trademarks or registered trademarks of their respective manufacturers Changes The material in this document is for information only and is subject to change without notice While reasonable efforts have been made in the preparation of this document to assure its accuracy THE BACK OFFICE LLC assumes no liability resulting from errors or omissions in this document or from the use of the information contained herein User Manual TABLE
21. Books with a click of a button Quick Installation Guide Quick Reference Guide User Manual OTHER Applications Access 2000 Runtime Install if you do not already have Microsoft Access 2000 on your PC User Manual ACCOUNTING LINK SETUP Next you will be prompted through several Accounting Link install setup screens The following is a chronological list of those screens l Run Screen shows what program is to be installed and where Click Ok to continue Accounting Link Setup This a welcome screen Click Next to continue License Agreement Click in the appropriate box if you agree to the terms of the agreement and then Next to continue User Information Prompts you to enter your name and the company s name Click Next to continue Version Select Standard or Professional version Click Next to continue Installation Folder Shows where the program will be stored Click Next to continue Shortcut Folder Shows the folder the program will be stored in Click Next to continue Ready to Install Click Install to begin the installation Installing Files The program will begin its installation A progress indicator will be displayed as the program installs 10 Installation Complete Installation is done click Finish to end Registering Accounting Link In order to use Accounting Link you must register it with The Back Office LLC Registering the product allows you to keep users up
22. Company Navigator Wheel Alignment 101200 Figure 1 27 Note You can easily view all activity that was imported into QuickBooks for any given day s by going into the Reports menu Accountant amp Taxes then select Journal This will display all the journal entries including anything that was imported for the day s selected Reports Window Help Report Finder i Memorized Reports Process Multiple Reports Company amp Financial Customers amp Receivables Sales Jobs amp Time Vendors amp Payables Employees amp Payroll Banking Accountant amp Taxes Related Activ be Give Us a Find Inte Trial Balance Budgets General Ledger List Transaction Detail by Account i A f L Journal lust F E ustom ammar epor Audit Trail Custom Transaction Detail Report Fr FL Y F F FF FF F F Transaction List by Date AccouUneE Listing JuickRepoark krita Transaction History Transaction Journal Income Tax Preparation _ l Income Tax Summary Income Tax Detail 28 User Manual ADVANCED CONFIGURATION CHAPTER 4 Advanced Configuration This section of the manual contains a brief overview of the Advanced Configuration options This section is meant to be a reference as Accounting Link technical support will provide you with personalized assistance with all of the following procedures during installation and setup For more detailed information or assist
23. DVANCED OPTIONS 3 Figure 1 14 Split Ticket Split Ticket is a configuration used by amp 0 zetex to classify revenue This setting separates Labor category revenue from Parts department revenue Job Based Job Based is a configuration used by amp 0 Waiter that groups parts associated with labor jobs on an R O All parts used are associated with their respective labor jobs 13 User Manual ACCOUNTING LINK SETUP GL Mapping The GL Mapping section Figure 1 15 allows you to configure options that control how sales revenue can be broken down in your accounting system Summary Level This option groups all Sales into 3 types labor parts and sublet Category Department Allows users greater detail to for classifying sales revenue parts labor and sublet together Note Only Accounting Link Pro users will have this option Tax Non Tax Settings Allows users to separate taxable and non taxable parts labor and sublet revenue Options HAIN TENANCE ENTRY PREPARATION Timor S T ha Category Department ne Frofit Center SE Split Labor T as HonT ax aT Split Parts Tasi HonT as Split Sublet Tas MonT ax EXPORT OPTIONS ADVANCED OPTIONS Figure 1 15 Export Options The Export Options screen Figure 1 16 allows you to configure what type of accounting software you are using as well as the location of the export file and the default file name Lo x MAINTEN
24. Fe Ne AE eons epee assets A A E E EE E 20 verify Deposit ss ace wsac cae caisacveocaaacs canceantoscucamnesaionsNssacasdscocecostacsaasmcosacensteasdasmiccccsact 23 BO Journal cscs pcaeen cine ngcsn ee rests een gcse ACONES ENSA SEEN ONT ENOS TENANE AEAN 25 Import the file into your accounting system oo ods ddsasindinese sncddvaasnesuedasreadwiuvaisecamaidenisvesiedessaaiet 26 CHAPTER 4 ADVANCED CONFIGURATION OVERVIEW ccccccccccccccccces 29 How do I configure Accounting Link Importing Deleting Adding and Removing GL Accounts cceesscccccececeeeeeseeceeeeeeaeeneees 29 Mapping to vour hart of ACCOUNIS escai Te aE E a a Ta aS 31 Me L ERE E E E E E A E EE E E A E N T 31 D a E E E E E A E ees 32 GL ACCOM OD orcs chvsncesdcdnncedscecestendaendiahdesadasdstendadscossidessaenbaaddoustesisdeseeserecmiseezecnaeet 33 C POS ero E sovesacecassenneseiacsecsosassasaunssncoserassccsouaetee 33 DE o EEEIEI EEA A EAE E AAAA 34 BN i E A E E R E E 34 8 Cg Ce een A eee eet eee ite ae Mere err 35 B IEE NEE IE VEE AETA AESA E AEA E ITET A E TE 35 EEEL E LE E A E A E E E E 36 Bh TEE EA N EE E E E E E E TT 36 ra AE e E E E AE E E ET ee ae 37 User Manual TABLE OF CONTENTS USPE l h irc ancien cnuctanseseae cudnonuisdovnscusnasensacsesseneereeeesneneteusiathaess 38 How do I contact technical I nee cs de da siresbvzonsticoSadeacduaobesdaniadaredwnciedadelececeeveets eadacscesabeietaeads 38 Can I allow other users to log into Accounting Link 0
25. LEET Accounts Payable Accounts Payable NWOT IN USE Accounts Payable H Accounts Payable Ricyy WOT IN USE Accounts Receivab Accounts Receivable MOT IN USE Accounts Receivab Accounts Receivable ROw NOT IN USE Bank Account Bank Account WOT IM USE Bank Clearing Acco Bank Clearing Account NOT IN USE Cost of Goods Sold Cost of Goods Sold NOT IN USE Cost of Goods Sold Air Conditioning MOT IM USE Shop Cards Figure 1 36 Center The Center section Figure 1 37 is associated with the Profit Centers set up in K O Wr ter If you add new Profit Centers in amp O z etez you will need to go into this section of the setup to assign it to the proper GL Account Location xi Location ID DIRE ALs Description Office Server Refresh REGULAR SALE CUST SATISFAC COMEBACK WARRANTY PART TRANSFEF UND Figure 1 37 35 User Manual ADVANCED CONFIGURATION Suppliers The Suppliers section Figure 1 38 is associated with the Suppliers set up in K O Weetex If you adda new Supplier in amp 0 Wzetez you will need to go into this section of the setup to assign it to the proper GL Account Note When one of your vendors is already set up in Quick Books you need to be sure the spelling matches exactly or else upon importation of activity QuickBooks will create a new account for the vendor SY Location x Location ID ld 4b ipl Description Office Server AUTOZONE Default AUTOZONE E IDE Defau
26. N PROCESSING Quick Prepare x D O 2 0 Writer an gt Summary Details Export l Bates fo Process SALES SUMMARY COST OF PARTS Taxable Mon Tax Discount Total Stock Parts 0 00 0 00 0 00 0 00 Mon Stock Labor 0 00 0 00 0 00 0 00 Total Sublet 0 00 0 00 0 00 0 00 Subtotal 0 00 0 00 0 00 0 00 PAYMENTS RECEI ED OTHER SUMMARY RECEIVABLES PAYABLES Cash 0 00 Shop Supplies AR Charges Checks 0 00 Sales Tax AR Payments GST Tax AR Adjustments Other Fees AR Finance Chrg Other Discounts AP Invoices Advance Payment AP Inv Payment Previous Advance AP Manual Check Credit Card Fees AP C Card Charge 3 03PM 3 23 2004 Figure 1 19 e Click on the Select 2 option below the Dates to Process window to access the K 0 Writer data for the selected date e Accounting Link will retrieve the current information for the date you selected from amp Waiter and display it on the Quick Prepare Screen A progress bar Figure 1 20 will display as the program retrieves the data Select Date s for Processing Figure 1 20 e The Sales Summary Cost of Parts Payments Received Other Summary Receivables Payables sections will display all of the information gathered from amp 0 Writer e You can compare these figures to your 0 Waiter summary report to ensure everything is correct If you would like a paper copy of the Accounting Link summary click the Print icon at the bottom of the screen
27. NS and modifications thereof in any form Warranties Disclaimers 52 User Manual APPENDIX B THIS SOFTWARE IS PROVIDED AS 15 WITHOUT WARRANTY OF ANY KIND EITHER EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU SHOULD THE SOFTWARE PROVE DEFECTIVE YOU NOT THE BACK OFFICE LLC ASSUME THE ENTIRE COST OF ALL NECESSARY SERVICING REPAIR OR CORRECTION The Back Office does not warrant that the functions contained in this Software will meet your requirements or that the operation of this Software will be uninterrupted or error free Remedies Limitations Licensee s sole and exclusive remedy against Licensor shall be at Licensor s sole discretion a the replacement of any diskette not meeting The Back Office s Limited Warranty and which is returned to The Back OLr ices Or Ds if The Back Office is unable to deliver a replacement diskette which is free of defects in materials or workmanship you may terminate this Agreement by returning this Software and your money will be refunded IN NO EVENT WILL THE BACK OFFICE LLC BE LIABLE TO YOU FOR ANY DAMAGES INCLUDING ANY LOST PROFITS LOST SALES INJURY TO PERSON OR PROPERTY OR ANY OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THIS SOFTWARE EVEN IF THE BACK OFFICE LLC OR ITS AUTHORIZED RE
28. PRESENTATIVE S HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR FOR ANY CLAIM BY ANY OTHER PARTY IN NO EVENT SHALL LICENSOR S LIABILITY EXCEED AMOUNTS PAID TO LICENSOR BY LICENSEE UNDER THE TERMS OF THE AGREEMENT General Licensee may not sublicense assign or otherwise transfer this License or Software except as expressly provided in this Agreement Any attempt to otherwise sublicense assign or transfer any of the rights duties or obligations hereunder is expressly prohibited and will terminate PRLS Agreement By continuing the setup procedure Licensee acknowledges that Licensee has read this agreement understands it and agrees to be bound by its terms and conditions Licensee further agrees that this is the complete and exclusive statement of the agreement between us which supercedes any proposal or prior agreement oral or written and any other communications between us relating to the subject matter of this agreement TALS Agreement will be governed by the laws Or the Towa USA If you Accept the agreement click on the Accept button To cancel the installation click on the Decline button 53 User Manual APPENDIX C APPENDIX C SUPPORT AGREEMENT The Back Office shall provide support and updates for the above referenced Software subject to the following conditions ReMmOole UppOLre The Back Office agrees to make available to Licensee telephone and or electronic Support during The Back Office s normal bu
29. a Description GL Accounts Other Fees Credit Cards Payables Shop Cards Center Suppliers Entry Type Entry Group i ACCOUNT DESCRIPTION EXPENSE DEBIT ACCOUNT 205100 505101 DIRECT LABOR 205100 50510z2 INDIRECT LABOR 205200 505201 UTILITIES S0200 505202 AJTO INSURANCE SOS200 505203 HEALTH INSUR ANC 505200 505204 LIFE INSURANCE L 505200505205 PERS PROF INSOF m 505200 505206 WORKMAN COMP SOS200 505207 SHOP EMPLOY BEM 505200 505206 RENT PAID G w MER SOS200 505209 RENT UNRELATED 505200 505210 REAL ESTATE TAK SOS200 505212 PAYROLL TAS SOS200 5052153 PERS PROP TAs E S0200 505214 BUSINESS LICENS 505200 505215 EQUIPMNT RENTAL Sa Accounts Receivab Accounts Receivable Row Bank Account Bank Account Bank Clearing Acco Bank Clearing 4ccounk ost of Goods Sold Cost of Goods Sold Cost of Goods Sold Air Conditioning ost of Goods Sold Battery Service Cost of Goods Sold Brakes Cost of Goods Sold Comfort Coils 34 User Manual ADVANCED CONFIGURATION Shop Cards The Shop Cards section Figure 1 36 is associated with the GL Accounts Shop Cards set up in RO Wr ter Remember if you add new Shop Cards in amp 0 Waiter you will need to go into this section of the TBO Link setup to assign it to the proper GL Account Location xj Location ID ld ELALI Description Office Server Fefresh UND NATIONAL F
30. ance in configuring Accounting Link to work with your accounting software please contact technical support at 1 866 964 9699 Importing Deleting Adding and Removing GL Accounts To access the Setup screen Figure 1 29 first open the Accounting Link program icon to open the setup window Click on the at icon to begin setting up GL Accounts This section of the program allows you to edit import and or delete specific accounts within your Chart of Accounts GL Accounts ak Accounting System Selected Delete QuickBooks 03 Remove bte Account Winders GL Account Account Description Account Type a Accounts Payable Accounts Payable Accounts Payable A Accounts Payable ROv Accounts Payable ROv Accounts Payable a Accounts Receivable Accounts Receivable Accounts Receivable Accounts Receivable R Accounts Receivable ROV Other Current Asset Bank Account Hank Account Checking or Savings Bank Clearing Account Hank Clearing Account Checking or Savings Coast of Goods sold Cost of Goods sold Cost of Goods sold J Cost of Goods Sold Air Conditioning Air Conditioning Cost of Goods Sold HE Cost of Goods Sold Battery Service Battery Service Cost of Goods Sold Coast of Goods Sold Brakes Brakes Cost of Goods sold Cost of Goods Sold comfort Coils Comfort Coils Costof Goods sold E Cost of Goods Sold Commentsinspection Commentsiinspection Cost of Goods Sold Cost of Goods Sold Drive Train Drive Train Cost of Goods s
31. ave in this template you will need to browse to it when you use the template J Click on the Save button Sre h to save your template You will be prompted to give your template a unique name to save it as Example AP Invoices ROW k Click the pale to close the template and return to the main import export window Setting up the Payments Accounts Payable Payments Journal import template 1 Select the Accounts Payable template group from the list on the left hand side m Select Payments Journal from the list on the right hand side n Click on the Import button F in the toolbar This will bring up the following window 48 User Manual APPENDIX A Payments Journal Fields Options Field Settings T Check Address Line One A A A A T Check Address Line Two GA A A A A A I Check City E Check State Check Zipcode o Click the Show None button pic to remove all of the checks in the Show column p Starting from the top of the list click the check box in the show column for the following fields Vendor ID Check Number Date Cash Account Total Paid On Invoice s Discount Account Detailed Payments Number of Distributions Invoice Paid Description G L Account l Amount q Select the Options Tab This will bring up the following window ror ge AP AO of 49 User Manual APPENDIX A General Journal re e f Import E sport F
32. ccounting Link under the Category tab and map a labor sales account you want the new labor category to be recorded to You must also choose a sublet sales account you want this labor category to be mapped to in the event that the work is outsourced 31 User Manual Department ADVANCED CONFIGURATION The Department tab Figure 1 31 is associated with the Parts Departments set up in Z Weretere If you add a new Parts Department in amp O zezex you will need to go into this section of the setup to assign it to the proper GL Account If a new parts department is added in amp O Waiter after the initial Accounting Link mapping and setup is complete you may get a message saying setup is not complete This is just a reminder that you need to add the new department in the Accounting Link Te z Location O11 O12 O15 O14 i 016 019 020 O21 O22 O25 FS ES FS FS FS CS KKNK K E EH TAIL PIPE DOM EXH TAIL PIPE FC EH YF STAINLESS TIP EH RAY ALOM TA PIPE EsH RAY ALUM Es PIPE EH EsHAausST PIPE EH MANIFOLDS EsH TAIL PIPE EH MISC Es PART DOM EH FLANGE GASKET DOr EH HANGERS DOM EH CLAMPS Location ID Description Office Server I4 TAAA Cost of Goods Sc qb Pl FS ES FS S CS 6 KKK K E Figure 1 31 Note If you are using the summary level option you will not have to do any Category or Department level mapping Example If you want to add an Af
33. counting Link with the Auto Open checkbox unchecked Go to the Help screen and check the Upload icon This will automatically upload your data to the TBOffice tech support for review How can I archive history from Accounting Link Log into the Accounting Link with the Auto Open check box unchecked Go to the Help menu and click the Archive Choose how far back you would like to archive data from the Accounting Link the hit the Archive button Performing this creates a Zip file in the TBOffice Data folder How can I keep Accounting Link up to date as new versions come out Every so often The Back Office updates our software to make it as compatible as possible with R O Writer IM_ Generally when you update R O Writer it is a good idea to update Accounting Link Included in the annual maintenance fees is the ability to update your version of Accounting Link for free Soon we should have a link on our website www tboffice net that will keep users up to date on new versions of the Acct Link Software We strive to make the transition between R O Writer and your accounting package as seamless as possible If you have any questions about compatibility issues please don t hesitate to contact us 39 User Manual FREQUENTLY ASKED QUESTIONS I have already processed a day but it has shown up again in the dates to process window Figure 1 28 Why is this Anytime a date shows up in the Dates to Process window Accounting Link has found ac
34. creen Figure 1 24 will be displayed with a listing of all cash checks and charges collected for the day x Deposit Date Deposit Account hieposit Locelion Location KAI EJI Process Cred Card Cees V i Type all E Select All Clear Date Pmt Meth Reference Hame Amount Deposited Petty Cash Over Short 102603 Cash Cash 242 20 0 00 212 29 10 2603 Check THOMAS SHIRLEY 79 99 0 00 79 99 102603 Check ROMAN BRADEL 153 52 0 00 153 52 102603 Check PHILLIPS JIM 105 47 0 00 105 47 102603 Check FERGUSON PAUL 35 00 0 00 35 00 102603 Check DUMSEL BELINDA 6 96 0 00 5 96 102603 Check BENDOOKVWYALA ESFAK 139 24 0 00 139 24 un T ye i w Go oo ollel ft fk T Li Cc 0O O OG 0 0 Gy a E m Cash oo Deposit Subtotal Check s Over Short Total Credit Cardis Petty Cash Total Figure 1 24 23 User Manual DAILY TRANSACTION PROCESSING e If all of the entries are accurate click on 222 to include them in the deposit e Ifa check is to be held you can unselect it by left clicking in the check box to the left of the entry The check will not be included in the deposit e You can edit transactions in the Deposit screen to reflect a short over or a petty cash adjustment before transferring to the accounting system Another optional step is to print a deposit slip based on the information contained in this Deposit screen You can purchase preprinted deposit slips fr
35. ease read the following License Agreement thoroughly If you Accept the agreement click on the Accept button To cancel the installation click on the Decline HUET OM This is a legal agreement between Licensee and THE BACK OFFICE LLC THE BACK OPEL Reeds THE BACK OFFICE is willing to license this software to you only upon the condition that you accept all of the terms and conditions contained in the following license agreement Please read the terms and conditions carefully as continuing with the setup procedure will indicate your acceptance of all of the terms and conditions of the license agreement agreement If you do not agree to the terms and conditions THE BACK OFFICE is unwilling to license the software to you Definitions Software shall be taken as referring to the Accounting Link files supplied in the software archive and to any and all copies updates modifications functionally equivalent derivatives or any parts OL portions thereof Licensor shall be taken as referring CO THE BACK OFF ECE EEC Licensee shall be taken as referring to the person or business entity who purchased this License to use this Software or for whom such License was purchased Grant GE License Upon acceptance of the Agreement as evidenced by continuing with the setup procedure THE BACK OFFICE grants Licensee a non transferable non exclusive non sublicensable license to use the enclosed software program the Software COPYrIgNE The S
36. f the screen You can click on the View button to view the full license agreement Fill in the Accepted by name and date Make sure that you use a valid email address that you can check from the computer you are installing the program on Verify that you are connected to the Internet and click the _Reaister icon to send the registration information to The Back Office LLC The Status screen will display the progress of the registration Once you have completed these steps a verification email will be sent from The Back Office LLC to the email address that was entered in the Registration screen This email verifies that you have attempted to register the product Once the order has been confirmed with the reseller you will receive email notification with instructions on how to unlock the product User Manual ACCOUNTING LINK SETUP Setting up Store Information In order to import information from your amp 0 Waiter database you must set up the data path in Accounting Link Select the Locations option in the Accounting Link Setup menu Figure 1 5 sh Accounting Link K Users Options ENTRY s Figure 1 5 The Add New location option will be displayed Figure 1 6 Enter a Location ID up to 3 letters Location Description Minimum Refresh Starting Date and a QuickBooks class if applicable Select either DOS or Win Access and then click on the select icon ch to the left of the Type
37. fications listed in the Options Screen 1 Maintenance 2 Entry Preparation 3 GL Mapping 4 Export Options 5 Advanced Options Refer to the following pages for detailed descriptions on each topic i Options MAINTENANCE ENTRY PREPARATION GL MAPPING EXPORT OPTIONS ADYANCED OPTIONS 7 a 7 gt Figurel 12 12 User Manual ACCOUNTING LINK SETUP Maintenance The Maintenance section Figure 1 13 allows you to set the backup and data paths for Accounting Link Left click on the option you wish to change and then left click on the file select icon ca to browse to the new location The Data path is the location in amp 0O zetee where the Accounting Link will gather data from The Backup data path is the location Accounting Link files will be sent when you use the backup option in Accounting Link n Options MAINTENANCE Backup Path CosProgram Files TBO tices TBOLinksDa Data Path C Program Files TBO fice TBULInk sD ata ENTRY PREPARATION GL MAPPING 2 EXPORT OPTIONS ADVANCED OPTIONS 2 Figure 1 13 Entry Preparation The Entry Preparation screen Figure 1 14 allows you to decide whether you want your accounting to be based on Split Ticket or Job Based format You should only select Job Based if you have R 0 Waiter set up for Job Based Repair orders Te Options HAINTEHANCE 3 ENTRY PREPARATION y ie Solit Ticket C Job Based GL MAPPING 3 EXPORT OPTIONS A
38. ile OF gt CAGENERAL CS Cancel Save Export Options Import O ptione First Row Contains Headings Help F Include Headings If Export File Exists f Ask Then Overwrite Ovenrite Without Asking Ask Then Append Append Without Asking r Make sure the check box next to First Row Contains Headings is UNCHECKED s Click on the P button and browse to the folder on your hard drive that will contain the file to be imported 50 User Manual APPENDIX A Look in B Export do E My Recent Documents Desktop My D ocuments My Computer a File name CDTBOExport ce hy Network Files of type Import Export Files CS Cancel PI aces Open as read only t Ifthe file does not already exist on your hard drive type the file name including csv extension in the file name text box When finished select the open button Note This is the name of the file that this template will always look for when you use it to import a file If the name of the file is different than what you save in this template you will need to browse to it when you use the template u Click on the Save button ime h to save your template You will be prompted to give your template a unique name to save it as Example Payments ROW Click the A to close the template and return to the main import export window 51 User Manual APPENDIX B APPENDIX B LICENSE AGREEMENT IMPORTANT Pl
39. in the Show column e Starting from the top of the list click the check box in the show column for the following fields Vendor ID Invoice Date Date Due Accounts Payable Account Number of Distributions Description G L Account i Amount f Select the Options Tab This will bring up the following window PMAN TP 46 User Manual APPENDIX A General Journal re e f Import E sport File OF gt CAGENERAL CS Cancel Save Export Options Import O ptione First Row Contains Headings Help F Include Headings If Export File Exists f Ask Then Overwrite Ovenrite Without Asking Ask Then Append Append Without Asking g Make sure the check box next to First Row Contains Headings is UNCHECKED h Click on the P button and browse to the folder on your hard drive that will contain the file to be imported 47 User Manual APPENDIX A Look in B Export do E biy A ecent Documents Desktop My Documents i CE e J File Le ne APTBOExpart cey My Network Files of type Import Export Files CS 7 Cancel PI aces Open as read only 1 If the file does not already exist on your hard drive type the file name including csv extension in the file name text box When finished select the open button Note this is the name of the file that this template will always look for when you use it to import a file If the name of the file is different than what you s
40. k Click the Reset button a box will come up saying The Accounting Link will now be closed Restart for settings to take affect Click OK 38 User Manual FREQUENTLY ASKED QUESTIONS How can I backup my Accounting Link Data There are several ways to back up data stored in Accounting Link If you are already using a program to back up other computer programs for you business you can use the same process to back up data stored in Accounting Link Simply choose the Data Folder from the TBOLink file to backup Performing this step insures that in the event of a computer malfunction the data and settings stored in the Accounting Link will be saved The Accounting Link also features a Backup function located in the Setup window To access this feature log into the Accounting Link normally but ensure the Auto Open check box is unchecked When the program launches go to the Help section and click on the Backup This will backup data to a selected path the default path is TBOffice TBOLink Data If using this backup procedure it is a good idea to back the data up to a location outside the computer Accounting Link is installed on like a zip disk or a network This insures that in the case of a computer malfunction the data is safe To change the export path go into the Setup menu in Accounting Link and click Options then change the Backup Path to a desired location How can I send my Accounting Link data to tech support Log into the Ac
41. lt EXIDE FIRESTONE Default FIRESTONE MIDAS Default MIDAS UND Default UMC Figure 1 38 Entry Type The Entry Type section Figure 1 39 allows you to configure which types of transactions are processed and exported to the Accounting software Location Location ID DIRE LAL Description Office Server GL Account s Other Fees Credit Cards Payables Shop Cards Center Suppliers Entry Type Entry Group ENTRY TYPE PREPARE ENTRY EXPORT ENTRY Inventory Stock Inventory Non Stock Payable Invoice ee Receivable Payments Refresh 4 HARE EO E Sales by RO Manual Check Payable Check Credit Card Charge aa Payable Credit Card Payable Cash B O Figure 1 39 36 User Manual Entry Group ADVANCED CONFIGURATION The Entry Group section Figure 1 40 allows you to configure Groups for use in other areas of mapping Location ID 1 en Payments Collected 2 Checks Payments Collected 3 Credit Cards Payments Collected 4 Sales Labor Sales 5 Sales Parts Sales 6 Discounts Fleet Sales 7 Sales Tax Sales 6 Shop Supplies Sales 9 Other Fees Sales 10 AR Charges Accounts Receivable 11 0O55 Stock Inventory 12 Inventory Stock Inventory 13 COG5 Non Stock Inventory 14 Inventory NMon Stock Inventory I4 37 d P ih Description Office Server Location x Figure 1 40 User Manual FREQUENTLY ASKED QUESTIONS CHAPTER 5 Fre
42. n B Export do E biy A ecent Documents Desktop My Documents as May Computer e J File name GLTBOExpart ce in gt hy Network Files of type Import Export Files CS Cancel PI aces Open as read only 1 If the file does not already exist on your hard drive type the file name including csv extension in the file name text box When finished select the open button Note this is the name of the file that this template will always look for when you use it to import a file If the name of the file is different than what you save in this template you will need to browse to it when you use the template J Click on the Save button Sme h to save your template You will be prompted to give your template a unique name to save it as Example Journal Entry ROW k Click the pale to close the template and return to the main import export window Setting up the Payable Invoices Accounts Payable Purchase Journal import template a Select the Accounts Payable template group from the list on the left hand side b Select Purchase Journal from the list on the right hand side k c Click on the Import button F t in the toolbar This will bring up the following window 45 User Manual APPENDIX A Purchases Journal Field Settings GA ALIS VendorName GALES Invoice th Show one Mowe Down m d Click the Show None button EEA to remove all of the checks
43. oftware and the accompanying documentation may not be reproduced in any form except for the sole purpose of making a backup copy for archival purposes You may not reproduce the written documentation accompanying the Software Other Restrictions You may not use copy modify or transfer the Software or any copy modification or merged portion in whole or in part except as expressly provided for in this Agreement Licensee shall not decompile disassemble or reverse engineer any of the software or attempt to do so Licensee shall not rent lease sublicense or transfer the Software Proprietary Rights Other than any license granted herein Licensor retains exclusive proprietary rights including all rights title and interest in the Software Licensee agrees not to represent that the Licensor is affiliated with or approves of Licensee s application software in any way Licensee shall not use Licensor s name trademarks or any Licensor designation in association with Licensee s application software Termination This license is effective until terminated Licensee may terminate it at any time by destroying all copies of the Software covered by this Agreement and all support files generated by the Software It will also terminate if Licensee fails to comply with any term or condition of this Agreement Licensee agrees that upon such termination to destroy this Software including all copies functionally egquivalent derivatives and all POLL TO
44. old Cost of Goods Sold Engine Perormance Engine Performance Cost of Goods Sold J Cost of Goods Sold Exempt Exempt Cost of Goods Sold Cast of Goods Sold Exh Lt Mufflers Exh Lt Mufflers Cost of Goods sold Cost of Goods Sold Exh Other Mufflers Exh Other Mufflers Costof Goods sold E Cost of Goods Sold Exhaust Other Exhaust Other Cost of Goods sold OFLC 11 46 AM 117172003 Figure 1 29 29 User Manual ADVANCED CONFIGURATION Note Accounting Link will have a default chart of accounts setup so users can add or remove items from it or users can import an existing chart of accounts from an accounting software system QuickBooks Peachtree etc e Select the Add icon c ea h to add a new account e Select the Remove icon __ Remove icon to remove a Selected account e Select the Import icon L2 to import a chart of accounts that were exported from your Accounting system Typically when importing your chart of accounts from your accounting program you can delete Accounting Link s default chart of accounts Refer to the next bullet for instructions on deleting 30 User Manual ADVANCED CONFIGURATION Mapping the Chart of Accounts Mapping your amp 0 Waiter accounts to your GL Chart of Accounts is performed in the Location Setup screen This section contains a brief overview of what GL Account sections are associated with which accounts in zetez For more detailed instruction on mapping GL
45. om Intuit QuickBooks that will match up to the format of the ET ty Accounting Link deposit Click on the Eit icon in the toolbar at the top of the screen to print a deposit ticket The program will ask you to confirm that you want to print a deposit ticket You will want to make sure the deposit slip is in the printer before clicking Yes 4 DepostDate 10 26 08 Deposit Account Bank Account zi Deposit Location Store 01 Location all E Process Gredt Card rees Type all faa Select All Clear elect Location Date Pmt Meth Reference Hame Amount Deposited Petty Cash Over Short 501 102603 Cash Tash 212 29 212 29 10 00 10 00 501 102603 Check THOMAS SHIRLEY 79 99 79 99 0 00 0 00 501 102603 Check ROMAN BRADEL 153 852 153 52 0 00 0 00 501 102603 Check PHILLIPS Jt 105 47 105 47 0 00 0 00 501 102603 Check FERGUSON PAUL 35 00 35 00 0 00 0 00 501 102603 Check DUMSEL BELINDA 5 96 5 96 0 00 0 00 501 102603 Check BENDOORVYSLA ESFAK 139 24 139 24 0 00 0 00 ui E K E E E E E Confirm Print l x would you like to Print the Deposit Ticket E e Deposit Subtotal 734 79 Check s Over Short Total Credit Cardis Petty Cash Total Deposit Total Deposit Total Once the deposit ticket has been printed or you are ready to post you will select the Post icon in the toolbar to post the deposit This will create a Deposit entry in the Accounting Link which can be viewed by Details Summary Export l tab in
46. ort File Name Export Location C Program Files TBOFFiceTBOLINKIExport TBO 9 36PM 10 29 2003 Figure 1 25 e The export file name is a user configurable field Left click in the field and then type in the desired file name you want to change it to The default filename is Export 1if e Select the Include Date in Export File Name option to automatically add a date to the filename when it is exported A six digit date will be added to the beginning of the file name corresponding with the most recent date attached to the accounting information contained in the file 25 User Manual DAILY TRANSACTION PROCESSING e Once all of the desired items are highlighted click on the Export icon to create the export file in the directory specified in Setup You maybe warned that the file already exists and will be asked if you want to overwrite it If you have not imported the last file you exported into your accounting system the new file will overwrite the old one if you say OK It is important that you are importing these files into your accounting system in a timely manner so you don t unintentionally overwrite files that have not been imported Import the file into your accounting system Note Each accounting system has different ways of importing files Below is an example of the procedure you should use if you have QuickBooks For questions on importing into your accounting system please contact technical support at 1 866 964
47. quently Asked Questions How do I contact technical support If you need technical support regarding the Accounting Link please contact THE BACK OFFICE LLC Phone 515 964 8261 or 1 866 964 9699 Fax 515 964 5779 Email billf tboffice com Can I allow other users to log into The Accounting Link Yes To set up additional users log into the Accounting Link with the Auto Open check box unchecked Go to the setup screen and pick the Users icon You can now assign a User Name Description and Password Note giving a user Administrator rights will allow them to get into the Setup and Help windows and make configure changes Non administrator users will only have access to the quick prepare screen What kind of maintenance is required The Back Office charges an annual maintenance fee for its products Included with the purchase of the Accounting Link is one year of free maintenance and support After the 1 year The Back Office will send the customer an Annual Support Agreement This annual maintenance fee includes telephone and or electronic support for The Back Office products Also included are free upgrades and enhancements to The Back Office products as they are released How can I Reset all of the users who are logged in Double click the Accounting Link icon and enter your Username and Password but before clicking OK make sure the Auto Open Check Box is not selected Hit OK and go to the Help Section of the Accounting Lin
48. s to unexported not on hold and not voided left click on the line item then left click on Lo Bes Selecting the All dates option and nothing else will display all transactions that have not yet been exported are not on hold or have not been voided 21 User Manual DAILY TRANSACTION PROCESSING Editing Journal Entries e To view or edit details for any entry on the details page double click on the entry A detailed view of the entry will be displayed similar to Figure 1 23 displayed below You can edit any entry type from your sales entry to an A P entry to your inventory entries Accounting Link allows users to edit debit and credit amounts vendors items are charged to and accounts that transactions are recorded to Note If you plan on editing transactions in R Qx tex it is possible for Accounting Link to pull those edited transactions over again y Invoice Entry Journal Status Entry Type Payable Invoice Balance Balances iad m Reference 0701149712 dia P E Invoice Date 10 26 2003 Due Date 11 25 2003 Memo S01 Inv 0701149712 padune Accounts Payable ROw 1501 Inv 0701149712 Date 10 26 2003 F oog 14 6568P Accounts Payable Ria yy ccountkey eos aCSC SC SSCSC CNSCSCSCNSC NNNN Misc Shop Expense Misc Shop Expense Petty Cash Fetty Cash Sales Discounts Sales Discounts Sales Discounts Fleet Disco Sales Discounts Fleet Dis Sales Discounts Parts Disco Parts Di
49. scccsoscesesssesscsdstedesesanesscadsccoosesssesscedscevosesasesssonecs 52 APPENDIX SUPFORT AGREEMENT a canssiscisecscnscensadsosesedensunesescdeusesascascateossesadsnounesdcsdeesssesseses 54 User Manual INTRODUCTION INTRODUCTION Mission Statement Our goal at The Back Office LLC is to provide high quality highly functional software that enables users to be more productive more competitive and most importantly more profitable Keeping in mind that our software handles critical business functions we at The Back Office LLC design all our software to be flexible stable and reliable We stand behind our products and are confident they will meet or exceed expectations What is Accounting Link Accounting Link allows users to extract accounting related information from the R 0O Wnriter software program and transfer it directly into their accounting system Accounting Link acts as a bridge transferring information from amp 0 Writer to your accounting system while allowing users to review and verify the information before it is transferred Who is The Back Office LLC The Back Office has a partnership with amp 0 Waiter to provide a simple easy to use accounting interface The Accounting Link was written by a CPA the founder of The Back Office LLC and 1s supported by accounting professionals who have experience with automotive industry accounting issues We pride ourselves on superior customer service and support
50. scount Sales Discounts Purchase D Sales Discounts Purchas Account Ho Description S S S S S S SYSC i SSC GroupChss Total Out of Balance 5 30 PM MAAE Figure 1 23 When finished viewing editing the entry click on the Those to return to the Quick Prepare details screen icon in the upper left corner of the edit screen 22 User Manual DAILY TRANSACTION PROCESSING Verify Deposit Optional Note it is not required that you perform this step in order to transfer deposit information into your accounting package This is an optional step that allows you make and easily edit a deposit entry and print a standard deposit slip before transferring When sales are transferred into Accounting Link the amounts collected for them are generally mapped to an undeposited funds or bank clearing account in your accounting system When information is exported out of Accounting Link and imported into your accounting system this account will show a balance to signify that you have funds that need to be deposited The Deposit feature will allow you to make a deposit entry before exporting This is basically a reversing entry to take amounts out of undeposited funds or the bank clearing account and put them in your bank account Users can choose to skip this step in Accounting Link and To use the Deposit feature select the Eset icon in the main toolbar of the Quick Prepare screen The Deposit s
51. screen to enter the Setup Menu Figure 1 2 DoR n Accounting Link Prepare a T ma pa bl Figure 1 2 User Manual ACCOUNTING LINK SETUP Double click on the Register icon Figure 3 in Accounting Link Setup Menu to register the software a Accounting Link Figure 1 3 The Registration screen will appear Figure 1 4 Registration O x SuRegistration ee 15 xi This form is used to Register TBOLink for use Once registered you have 30 days to evaluate TBOLink Please complete the CUSTOMER INFORMATION below review and accept the LICENSE AGREEMENT and click the REGISTER button Once your registration has been processed click the UNLOCK button to fully unlock PRODUCT INFORMATION PRODUCT NAME Accounting Link VERSION 3 8 12 DAYS REMAINING 30 SOFTWARE CODE 4L3 3599 1762 3002 320 REGISTER CODE 504067662 CUSTOMER INFORMATION Automotive User 123 Any Street 111 111 1111 222 222 2227 YOUremal youriss com ors TRIBUTOR Your Distributor LICENSE AGREEMENT DECLINE DATE 11 01 03 Register UnLock Print This is a full version of TBOLIink 1 1 75 75 4M 11 72003 Figure 1 4 COMPANY CONTACT ADDRESS ADDRESS CITY PHONE EMAIL STATUS Enter all of the Company and Contact information in the appropriate fields and then select the Accept option in the lower left corner o
52. siness hours 8 00am to 5 00pm Central time Monday through Friday excluding holidays Licensee must have Internet connection and a working copy of PCAnywhere or other acceptable remote desktop sharing software for use in diagnosing problems Fees Licensee agrees to pay The Back Office an annual fee for support in accordance with the charges referenced above All fees are payable in advance at the time of signature of this agreement Malfunction Correction The Back Office will provide a reasonable resolution or fix to Software malfunctions errors or problems ina timely manner The Licensee must provide adequate information and documentation to enable The Back Office to recreate the malfunction error or problem General The Back Office shall have no responsibility for hardware or software which has been subject to improper use accident neglect or modification It is beyond the scope of support provided by The Back Office to train and or Support software not manufactured buy us including but not limited to Microsoft Windows Microsoft Internet Explorer and PCAnywhere Enhancements and Releases The Back Office may from time to time at its discretion issue Enhancements Releases and Database Updates to improve functionality and useful of the Software Licensee will receive via internet at no charge all Updates to the Software issued by The Back Office during the term of this agreement Such Updates will be distributed to the
53. ssword protected program that ensures only users that have permission to be in the program are the ones with access To open The Accounting Link you must enter your UserID and password into the Security Check screen that displays then the program starts Security Check UserID TBO x Password password Cancel Select a user from the drop down list next to UserID Type the correct password for that user in the text box labeled Password e Selecting the Auto Open check box will automatically open the Quick Prepare menu to begin your daily processing If you deselect the Auto Open option you will have access to the setup menu to modify Accounting Link configurations Note The default UserID is TBO and the default password is password The default UserID cannot be deleted but the administrative password can be changed as needed 16 User Manual DAILY TRANSACTION PROCESSING CHAPTER 3 Daily Transaction Processing The Accounting Link captures information from amp 0 z ez and allows the user to verify and or edit that information before transferring it to their accounting software The Accounting Link makes the transfer of information from amp 0 Waiter into your accounting software a simple highly accurate 4 step process 1 Quick Prepare In this section you will select the date or dates for which you would like to transfer information Once Quick Verify In this step you have
54. termarket Parts department in amp 0 z tez you must go into the Setup screen of the Accounting Link and map which account you would like sales for that new department going to You must also choose a Cost of Goods Sold account and an Inventory account for the new department 32 User Manual ADVANCED CONFIGURATION GL Account s The GL Account section Figure 1 32 is associated with various income and sales related accounts During this part of the mapping process Accounting Link technical support will help you choose which accounts in your accounting system you would like information from amp O zezez to be transferred to Location Location ID AED b p Description Office Server Category Department GL Account s Other Fees Credit Cards Payables Shop Cards Center Suppliers Entry Typ Undeposited Funds Refresh Cash Account Accounts Receivab Accounts Receivable Rcyy Bank Account Bank Account Petty Cash Account pank Clearing Acco Bank Clearing Account Short Gyver Cost of Goods Sold Cost of Goods Sold ATR Account Cost of Goods Sold Air Conditioning Cost of Goods Sold Battery Service Misc AFR Charge Cost of Goods Sold Brakes AJR Finance Charge Cost of Goods Sold Comfort Coils E a a sst I seses SSS Advances l Figure 1 32 Other Fees The Other Fees section Figure 1 33 is associated with the Other Taxes and Fees set up in the amp Writer
55. the clicking the Quick Prepare Screen 24 User Manual DAILY TRANSACTION PROCESSING Exporting Journal Entries Once you have reviewed the summary and details screens in Accounting Link and made your deposit optional you are ready to export Select the Export tab eiQuicks Prepare e A list of all prepared entries ready for export will be shown in the Export Screen Figure 1 25 e To select all of the items to be Exported left click on the Select All icon e To deselect a particular item hold down the Ctrl key on your keyboard and left click on that item This step can be performed for multiple items Quick Prepare Store 01 z Summary Details Export Select All i Unselect Al REFERENCE i TEE 5015 sales 1117 72 1117 72 E JE Inventory Stor ck 501 Inr 61 58 181 58 as 0 Payable Invoice S01 Invi 0701149680 25 33 25 33 7 Payable Invoice 501 Inv 0701149702 0 Payable Invoice 501 Inv 0701149707 layable Invoice 501 Inv t 0701149712 layable Invoice S501 Inv 0701149745 ayable Invoice S01 Inve 0701149746 ayable Invoice 501 Inv layable Invoice S01 Inv 165 0 Payable Invoice 501 Inv 1655483 Payable Invoice 501 Inv 190 D Payable Invoice 501 Inv 191 layable Invoice 501 Inv 191163 ee layable Invoice 501 Inv 304637 gt Payable Invoice 501 Inv t 30463 749 able Invoice 501 Inv RAER 7 Dsusahla T st Tmt C7 Select the Sarre fa export F fram fie def afore Export File Name IY moude Date in Exp
56. the Journal Entries General Ledger General Journal import template a Select the General Ledger template group from the list on the left hand side b Select General Journal from the list on the right hand side c Click on the Import button 2 in the toolbar This will bring up General Journal Mowe Down Fields Options Field Settings DA GA E pss O A DA GA E Reterence A DA GA S Date Clarin Bank Rec GA GA CA Number of Distributions oa GA GA IIE GAccount A DA GA E Description GA DA GALE Amount O A DA GA E J0 o A DA GA E Used for Reimbursable Expense A DA GA E Transaction Period GA 43 the following window User Manual APPENDIX A m d Click the Show None button EA to remove all of the checks in the Show column e Starting from the top of the list click the check box in the show column for the following fields Date Reference Number of Distributions G L Account Description f Amount f Select the Options Tab This will bring up the following window ono oe General Journal Import E sport File C GENERAL CSY OF Cancel Import Options Jave First Row Contains Headings Help g Make sure the check box next to First Row Contains Headings is UNCHECKED h Click on the button and browse to the folder on your hard drive that will contain the file to be imported 44 User Manual APPENDIX A Look i
57. tivity in amp 0 Wx ter for that day The most common reason for this is that an R O or payable transaction was backdated to that day Solution Click on the date from the Dates to Process window to highlight it and then click the Select button to process the new transactions This will prepare entries for only the new transactions closed to that date You can view exactly what new transactions were closed to that date by selecting the details tab Once the new activity has been processed it will be added to any activity for that date that was already processed This will allow you to print out a new summary report from amp 0 Waiter and tie it out to the Accounting Link summary screen When imported into your accounting system the new activity will be added to the activity already processed for that date Quick Prepare Writer Store O1 Summary Details Export Dates fo Process SALES SUMMARY COST OF PARTS Taxable Mon Tax Discount Total Stock 0 00 Parts 0 00 0 00 0 00 0 00 Non Stock 0 00 Labor 0 00 0 00 0 00 0 00 Total 0 00 Sublet 0 00 0 00 0 00 0 00 Subtotal 0 00 0 00 0 00 0 00 PATMENTS RECEI ED OTHER SUMMARY RECEI ABLES PATABLES Cash a00 Shop Supplies 0 00 AR Charges 0 00 Checks 0 00 Sales Tax 0o00 AR Payments 0 00 GST Tax 0 00 AR Adjustments 0 00 Figure 1 28 I accidentally exported and overwrote a previous day s exported file before I imported it What should Ido First you need to figure
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