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POSQBi Instruction Guide

1. Post View Login Data Typical on a restaurant business day employees log in to start working and at the end of their shift they log out This may seem quite simplistic but the hospitality industry is well known of having very complicated work schedules for their employees Some employees work different jobs on the same day i e waiter bartender chef and for each job could have different rate For a medium sized restaurant the log in data involve would be quite large And to be able to process their payroll sometimes restaurant owners are forced to hire an addi tional employee dedicated to processing payroll Otherwise it would be eating up the precious time of their managers which could have been used on the floor where the action is Log in data is already kept in the database files of Restaurant Manager Point of Sale RMPOS system and thus need not be entered manually in QuickBooks It is at this point that the interface POSQBi becomes an excellent tool for saving valuable man hours Summary of Steps in Posting Log In Data To post log in data to QuickBooks click on File gt Open Login Data or use Ctrl L keyboard com mand The Sales Data window see next section will be displayed More detailed information for posting to QuickBooks is outlined in the following sections For now here are the few steps required to post login data 1 Open the Log In Data window
2. Tip Journal Entry JV Create Journal Entry For Tips Tip Fee Expense Account Employee Tips Payable v Paid Tips Source Account Bank Service Charges Tip Fees Save Settings Adding Employees To QuickBooks For QuickBooks to be able to process payroll it must be provided the list of employee that must be processed which in the case of the Restaurant Manager Point of Sale System is already recorded In this regard the interface POSQBi provides a means of sending these information so the user need not enter the data again Sending employee data to QuickBooks is very simple and straight forward In an ideal set up it should take nothing more than a few mouse clicks It should be remembered however that the rela tionship of the employee record in RMPOS and the employee list in QuickBooks is name based that is the link could be broken by changing the employee name either in the BackOffice or in the QuickBooks user interface Note Job classes should be added before performing any operation under this tab To send the employees from Restaurant Manager Point of Sale system to QuickBooks simply dou ble click on the list of employees from the interface POSQBi to select all the employees on the list and then click the QuickBooks Update button The standard window commands of Shift and arrow down keys or left click with mouse or Ctrl while left clicking on the mouse apply when selecting multiple employees After
3. Paid In Account Use the drop down menu to map the cash source account in Quick Books used for Paid Ins This may be a other income account or sub account of the cash source Paid Out Account Use the drop down menu to map the cash source account in QuickBooks used for Paid Outs This may be a other expense account or sub account of the cash source The account drop down menu function by default displays all account available in QuickBooks However this function can be configured to display certain account types by right clicking on the field and choosing a specific account type i e bank or expense This is convenient when con figuring multiple data fields within the same programming session typically occurs with initial installation Set Up Quickbooks Interface General Log Data Tipg Sales Employees Jobs Groups Payments Discounts Coupons Primary Tax Secondary Tax Sales Data Sales Last Posting Date Monday August 1 2011 Miscellaneous Paid Ins Paid Outs 2 for 1 Discount Advertising and Promotion Discou Cash Source Account Bank X Price Adjustments Advertising and Promotion Disco Paid In Account Bank Petty Cash Cash Back Bank Misc Cash T Paid Out Account Bank Petty Cash v Setting Up Payments Entries in the Method of Payment Setup Form in the BackOffice are going to be listed on the dis play grid under the Payments Tab display grid in POSQBi Though
4. Primary Tax Tip Amount Received 51 58 Discounts Coupons Adjustments 0 00 Payments 1 889 15 Paid Out Tips E Session 141 10 02 11 10 38 52 AM 10 05 11 Item Sales Primary Tax Tip Amount Received Adjustments Payments Paid Out Tips Session 142 10 05 11 10 44 58 AM 10 05 11 10 44 51 AM From Up To JV Preview Data fior 12011 fine 5 2011 PosttoOB Ready Ui The information on the Sales Data window can be printed by using the Cntrl P keyboard com mands Sales Data Preview When the Post to QB button is clicked and the Preview Data check box is also checked the Sales Data Preview window will be displayed The preview provides a quick look at the information that will be the basis in creating the general journal entry to be posted in QuickBooks It shows the detail of the item entries the account name as well as the amount to be debited credited For each session a total is provided as well as the grand total for the whole period At the bottom of the preview a warning will be shown in case the total amount for debits does not equal to the total for credits The Post To QB button on the preview window performs the posting to QuickBooks action the Print button to generate a print out of the displayed preview information and the Close button can cels the posting and closes the preview window Preview Sales Data Session 146 10 06
5. 09 19 11 10 02 11 TIME IN DATE OUT TIME OUT RATE REG HRS OT HRS BRK HRS 1 Lisa Borders 1 09 22 11 9 05 09 26 11 3 36 52 PM 10 00 09 26 11 3 37 09 27 11 6 00 43 PM 10 00 10 02 11 10 49 No Log Out 10 00 TOTAL 2 John Raffenbeul 09 22 11 9 05 09 26 11 3 36 52 PM 0 00 The contents of the Data Preview window above is similar to the print out when you pressed Ctrl P in the Log In Data window At this point when the Post To QB button is clicked the dis played data will be sent to QuickBooks However if the Preview Data box is not checked then it will skip the display of the Data Preview data window and will proceed to sending the data immediately It is recommended that you review the data for accuracy before sending to Quick Books QuickBooks Weekly Time Sheet After the data has been submitted successfully these can be reviewed in the QuickBooks appli cation itself To do this follow these steps 1 Click on Employees gt Enter Time gt Use Weekly Timesheet B E Enter Time J LetYour Employees Enter Time Payroll Guide to Hiring Employees Benefits and Insurance Click on Set Date then enter the week end date in demo s use 06 02 90 2 On the name drop down and select an employee on the list in demos use Ellen Alden or Lisa Borders 3 You should see an image similar to the one below iol x amp Let Your Employees Enter Time amp Weekly
6. 4 Guest E Check 0 Employee Tips Payable QB 5lVoid Gift Card 0 Security Deposits Asset QB Guest 4 Advertising and Promotion Voids Guest Both 6 On Account Master Card 9 Credit Cards deposits Both 7 AMEX MasterCard 0 Food Inventory QB 8 Visa On Account 6 Accumulated Depreciation Both Visa 8 Credit Cards deposits CC Deposits Both 3 Master Card Visa MC 3 Credit Cards deposits CC Deposits Both O Discover Void 5 Advertising and Promotion Voids Guest Both Account Assigned American Express X QuickBooks Update Discount Tab Options The Discounts tab provides for the assignment of accounts to different discount types The accounts that are to be assigned are usually of the Expense type All the check and item discounts are to be summarized and sent to QuickBooks by the interface POSQBi grouped by discount type The information displayed on the list can be sorted by clicking on a column header Example click ing on the Discount Description column heading will alphabetize the list from A to Z Clicking on the list a second time will sort the information from Z to A The basic premise to configuring discounts is to select a specific discount row listed under the Discount Description column select an account in QuickBooks to map discount to Account Assigned function and save your changes See the section on Setting Up Discounts for detailed information The Discounts Grid has four columns Discount Descriptions Lists the discounts
7. POSQBi the last sales date that was successfully sent to QuickBooks Doing so serves as the basis when retrieving Restaurant Manager RMPOS sales data and in providing a warning to the user in case there is a possibility of double posting Miscellaneous Sales Settings The following options under the Miscellaneous group should also be assigned with the proper accounts when being sent to QuickBooks as a General Journal entry 2 for 1 Discount the account to use when sending to QuickBooks for recording expenses incurred for sales that are 2 for 1 discounted Normally this QuickBooks account type would be an Expense or Other Expense Price Adjustment the account to use when sending to QuickBooks for recording price adjustments It is assumed that price adjustments would be done as a fixed amount discounting if so the entry would be a debit line to an Expense or Other Expense account However if the price adjustment increases the sale amount then a credit line to the same account Cash Back the account determined to be the fund source when giving cash back specially for transactions paid by a debit card Normally the QuickBooks account type would be Bank The following options under the Paid Ins Out group should also be assigned with the proper accounts when being sent to QuickBooks as a General Journal entry Cash Source Account Use the drop down menu to map the cash source account in QuickBooks used for Paid In Out
8. QuickBooks Update button Use this function to update QuickBooks with after tag ging highlight a job class Save Settings Use the button to save changes after adding or updating a account Account Assigned Set Up Quickbooks Interface Payroll Expenses Wait QB Payroll Expenses Wait Both Payroll Expenses Wait Both Payroll Expenses M Both Payroll Expenses Wait Both 3 10 9 4 11 Payroll Expenses Ki 2 Payroll Expenses Hos Both 5 Payroll Expenses M Both 12 Payroll Expenses Ki Both 13 Ask My Accountant POS 0 6 7 8 1 Account Assigned Ask My Accountant v Groups Tab Options The Groups tab provides for the assignment of accounts to different item groups The accounts that are to be assigned are usually of type Income Sales The interface POSQBi would be sending to QuickBooks the daily sales total amount of each group If different accounts are assigned then it would provide the user with the sales breakdown by groups in the QuickBooks related reports i e Profit and Loss The information displayed on the list can be sorted by clicking on a column header Example click ing on the Employee Full Name column heading will alphabetize the list from A to Z Clicking on the list a second time will sort the information from Z to A The basic premise to map sales is to select a group type listed under the Item Group Name column select an account in QuickBooks to map sales to Account Assigned func
9. 11 9 22 57 AM 10 06 11 9 49 33 AM 1 SALES JOURNAL ENTRY Item Sales Food Beverage Beer Dessert Pizza 2 Primary Tax Food tax Liquor Tax 3 Secondary Tax Liquor Tax 4 Paid Ins and Paid Outs 4a Net Paid In 4b Amount Paid In Ac Amount Paid Out 5 Tip Amount Received 6 Discounts Open discount Empl Discount 7 Coupons 2 for 1 1 00 Off 8 Adjustments Price Adjustments fe Payments Cash Check On Account AMEX Vise Master Card Discover 10 Cash Back 11PAID TIPS JOURNAL ENTRY 1laTip Amount Received 11bTip Charge Fee 11cTip Amount Paid ACCOUNT NAME Food Sales Food Sales Liq Sales Liq Sales Lig Sales Food Sales Food Sales Sales Tax Payable Sales Tax Sales Tax Payable Ligq tax Sales Tax Payable Lig tax Cash Drawer Cash Drawer Paid In Cash Drawer Paid Out Employee Tips Payable Advertising and Promotion Discounts Advertising and Promotion Discounts Advertising and Promotion Coupons Advertising and Promotion Coupons Advertising and Promotion Discounts Bank Cash Deposits Bank Checks deposit Gift Cards Credit Cards deposits Credit Cards deposits Credit Cards deposits Credit Cards deposits Cash Drawer Employee Tips Payable Employee Tips Payable Cash Drawer Paid Out SESSION TOTAL GRAND TOTAL DEBIT 10 00 10 00 0 50 69 80 4 95 10 00 9 95 719 46 150 00 200 00 262 26 1 319 62 498 35 29 75 235 00 6 363 13 Jourmal Entries are explained in the next section Sales Data
10. Addr3 also not supported by POSQBi e Country also not supported by POSQBi Configuring Sales Data Setting Up Group Types The Groups tab provides for the assignment of accounts to different item groups The accounts that are to be assigned are usually of type Income Sales The interface POSQB1 would be sending to QuickBooks the daily sales total amount of each group If different accounts are assigned then it would provide the user with the sales breakdown by groups in the QuickBooks related reports i e Profit and Loss By properly setting up the item groups the user can manipulate how the sales from the individual groups are to be sent to QuickBooks In most cases just assigning to a single Sales account of Income type Depending on the user preference it could be set up to sub accounts of the same account thus providing more detailed info for reporting purposes The Account Assigned function by default displays all accounts available in QuickBooks How ever this function can be configured to display certain account types by right clicking on the field and choosing a specific account type i e income This is convenient when configuring multiple data fields within the same programming session typically occurs with initial installation Item group account name assigned pid Fixed Asset v Income 231 i e n Tance tebe To change an item group type account assignment DAR 5 Click on an item group ty
11. Breakdown Note QB account names will differ between restaurants CREDI 1 771 61 63 4 405 7 316 1 176 0 5 0 27 9 177 7 9 7 10 1 20 0 235 01 Post To GB Pint Oe Sales Data Breakdown Numbers next to entry items above correspond to the number list below The sales data displayed on the Sales Data window can be broken down into l Item Sales a credit line showing the total item sales amounts from the data retrieved Can further be broken down into item groups and assigned accounts as defined in Setting Up Groups Items Primary Tax a credit line showing the total taxes withheld based on the primary tax table Can also be broken down into the primary tax types and assigned accounts as defined in Set ting Up Taxes Secondary Tax a credit line showing the total taxes withheld based on the secondary tax table Can also be broken down into the secondary tax types and assigned accounts as defined in Setting Up Taxes Paid Ins and Paid Outs this line entry can be broken down into three separate categories depending on how this was configured in the Paid Ins Out section under the Sales Tab in the Setup form a Net Paid In this figure is the difference between paid in and outs b Amount Paid In appears as a credit line entry showing the total amount of money paid in to the cash drawer c Amount Paid Out appears as a debit line entry showing the total amount of money paid out of the
12. Newman 6 Both John Raffenbeul 11 Both Justin Brownlee 20 Both Justin Thyme 9 Both Katie Nichols 10 Both Lauren Brownell 3 Both Lisa Borders 1 Both Lisa Jones 14 Both 00 Employee 17 Both Tonya Faircloth 5 Both Job Tab Options Job classes in Restaurant Manager are listed as Payroll Wage Items in QuickBooks For more infor mation about Job Classes and Payroll Wage Items please refer to the Restaurant Manager and QuickBooks manuals respectively The relationship of the job classes in RMPOS and the Payroll Wage Items list in QuickBooks is also name based that is the link could be broken by changing the job class name in the Back Office The information displayed on the list can be sorted by clicking on a column header Example click ing on the Employee Full Name column heading will alphabetize the list from A to Z Clicking on the list a second time will sort the information from Z to A Job classes can be mapped to Quick Books accounts by clicking on a job class using the Account Assigned drop down menu clicking on the QuickBooks Update button and then saving the changes Note that all job classes must have a QuickBooks account assigned You not be allowed to proceed if there is a blank filed under the Account column Please see the section on Adding Job Classes for more information The Job Class Form is divided into four sections Job Class Name List the job class by name as it appears in both QuickBooks and Restaur
13. advisor or bookkeeper is strongly recommended Creating Shortcuts For each of the store you should create a desktop shortcut in the workstation that where Quick Books Pro Premier is installed for all the POSQBi exe that is located in each of the store s folder If set up properly all these POSQBi exe s would act like it s a single store install but since they could be accessing the same quickbooks company file Warnings and Messages The following are warning and error messages that might be encountered when using the Point of Sale QuickBooks Interface POSQBi This is just of a compilation of what has been reported However if you encounter and error mes sage not otherwise listed here that you are unable to resolve please contact your local reseller File lt folder gt SYSCNFG SCR not found The configuration file SYSCNFG SCR is not found on the folder directory lt folder gt where the interface POSQBi is run from To correct install the executable POSQBi EXE into the RMWin folder Accounting interface not enabled The accounting interface POSQBi is not enabled Contact your reseller to have this enabled This interface requires version 14 0 or later of the Restaurant Manager Point of Sales system RMPOS The interface POSQBi is being run on an earlier version than version 14 0 of the Restaurant Manager Point of Sale RMPOS system To correct contact your reseller to upgrade to the latest version of the system This
14. as the typical RMPOS install and or demo data will be Preferences gp Bils OK F Checking Set preferences for Cancel 43 Desktop View Pay Stub amp Voucher Printing Default Integrated Applicatior gt Items amp Inventory Also See General Tax 1099 J Copy earnings details from previous paycheck IV Recall quantity field on paychecks M Recall hour field on paychecks I Job Costing and Item tracking for paycheck expenses paying your employees before you do this Employee Defaults T Mark new employees as sales reps J Display employee social security numbers in headers on reports s Tavs 1naq Time Tracking Options The following steps are only necessary if the interface POSQBi is to be used to send employee time log data to QuickBooks From the Preferences dialog Click on Time Tracking icon Click on the Company Preferences tab On Do you track time select Yes Then click Ok to close the Preferences dialog ae aa Preferences f 4 Desktop View Rey Finance Charge Ba General 4 Integrated Applicatior First Day of Work Week Monday x Items amp Inventory EF Jobs amp Estimates TD Multiple Currencies Invoicing options Track reimbursed expenses as income Default Markup Percentage 0 0 Default Markup Account z jt Reports amp Graphs F Sales amp Customers g Sales Tax a Service Connection y Spelling We Time amp Expenses E S P
15. automatic access to the QuickBooks company data file it is set up with see QuickBooks Company File 80040420 Error The QuickBooks user has denied access The interface POSQBi has been denied access to the company file Ask your database administrator to allow access to the company file To correct follow the instructions in the following topics e Registering The Interface To QuickBooks e QuickBooks Preferences For The Interface Warning No valid accounts read from QuickBooks This message would appear when the interface attempts to read valid accounts from QuickBooks applying the account type filter that you may have selected If no accounts are found this warning message pops up Cannot perform this operation on a closed table This error dialog pops up when the inter face POSQBi is attempting to read a non existing database file or index To correct you can do the following 1 execute FILEGEN EXE to generate the non existing database files 2 execute RMINDEX EXE to generate the non existing index files Error Unable to save changes to ACCT DBF The interface POSQBi has attempted to update the file ACCT DBF but was not able to It could happen when there is another appli cation keeping a lock on ACCT DBF file To correct make sure that all applications cur rently active are not holding the file then retry the operation You can try running the CHKDBFS EXE utility if this file is being kept open Error QuickBooks company fi
16. broken by changing the job class name in the Back Office Each of the job classes in Restaurant Manager should be assigned a corresponding expense account so that the company expenses related to the work done by an employee can be properly posted in QuickBooks Note The job classes that will be listed by the interface POSQB i for processing are only those job classes with defined job class name in the BackOffice To change the account assignment Click on a job class record of status other than QB In the Account Assigned box select the account name to assign Repeat step 1 for all the other records When done click on the Save Settings button Click on QuickBooks Update button to finish idee ee Note The account type to be assigned would normally be of Expense type In addition all job classes must have a QuickBooks account assigned You not be allowed to proceed if there is a blank field under the Account column Set Up Quickbooks Interface a Payroll Expenses Wait Payroll Expenses Wait Shift Leader Payroll Expenses Wait Both Utility Payroll Expenses Manager Both Wait Payroll Expenses Wait Both Account Assigned Payroll Expenses Bar Staff QuickBooks Update Payroll Expenses a Payroll Expenses Bar Staff Payroll Expenses Dishwasher Payroll Expenses Host Job Class Status The status of the job classes listed in the dialog could either be any of the following 1 POS these job classes are foun
17. cash drawer Tip Amount Received a credit line showing the total amount of tips received based on sales records specially those involving non cash transactions Account to be assigned is as defined in Journal Entry Tip Handling for Tip Liability Account Discounts a debit line showing the total amount of discounts for both check discount and item discounts Can also be broken down into the different discount types and assigned accounts as defined in Setting Up Discounts Coupons a debit line showing the total amount of coupons Can also be broken down into the different coupon types assigned accounts as defined in Setting Up Coupons Adjustments a debit line showing the total amounts incurred for doing a 2 For 1 Discounts and or Price Adjustments The accounts to be assigned is as defined in Miscellaneous Sales Settings for 2 for 1 Discount and Price Adjustment respectively Payments a debit line showing the total amount of payments received from the retrieved data for the period Can also be broken down into the different payment types and account assignment as defined in Setting Up Payments 10 Cash Back a credit line showing the total amount of cash given to the customer as cash back specially on debit card transactions Account to be assigned is as defined in Mis cellaneous Sales Settings for Cash Back 11 Paid Tips Journal Entry if the setting Create Journal Entry For Tips in Journal Entry Tip Handling is
18. checked the interface POSQBi to create jour nal entry lines for tips received from the customer and paid to the employee If the restaurant does receive tips and pay them to the employee i e in fine dining places it is highly recommended that this be checked If not i e in fast food places where tips are not the norm and then leave this unchecked If you have this option checked accounts must be assigned to the following items Paid Tips Source Account the assigned account that corresponds to the where the amount of the tip paid to the employee is actually to be taken out from Usually the account to be assigned is of Asset Bank type Tip Fee Expense Account the assigned account that corresponds to the account is used by the restaurant in recording tip fee expenses charges In the interface POSQB this will be entered as a neg ative debit Set Up Quickbooks Interface General Log Data Tips les Employees Jobs Groups Payments Discounts Coupons Primary Tax Secondary Tax Sales Data Sales Last Posting Date Monday August 1 2011 Miscellaneous Paid Ins Paid Outs 2 for 1 Discount Advertising and Promotion Discot Cash Source Account Bank Price Adjustments Advertising and Promotion Discot Paid In Account Bank Petty Cash z Cash Back Bank Misc Cash Paid Out Account Bank Petty Cash Journal Entry Tip Handling Tip Liability Account
19. e Get Data button to retrieve the log in data for the specified period using the drop down menu Note Data retrieved is still going to be limited up to the last day of the payroll period See the Restaurant Manager Manual about payroll period set up e Show Employee Log used to select and display specific employee log in data using the drop down menu e Preview Data checkbox if checked displays a preview of the data before posting to Quick Books i e after selecting the Post to QB button e Post to QB button if the Preview Data checkbox is not checked proceeds to posting the current log in data to QuickBooks Note the Preview Data field and Post to QB button remain inactive until the Log In Data window is populated with data Point Of Sale QuickBooks Interface fay Lisa Borders 1 Employee Log In Data Za Sat il Date Work As Rate n Ow he BEE Log In Data 09 19 11 to 10 02 11 aio xj 09 22 11 wait 10 00 9 05 284M 336 52PM_ 102 09 26 11 Wait 10 00 3 3710PM 6 00 43PM 26 ia Ragu eee 10 02 11 Wait 10 00 10 49 24AM 10 49 244M O Session 138 09 22 11 9 05 17 AM 09 26 11 3 36 52 PM H Session 139 09 26 11 3 37 01 PM 09 27 11 6 00 43 PM Session 140 09 27 11 6 00 51 PM 10 02 11 10 38 43 AM 4 Session 141 10 02 11 10 38 52 AM 10 02 11 10 38 43 AM Data displayed when data is ente Data displayed when Employee Log field Show Employee Log is left blank Amount 1
20. employees and such However the advantage of executing the interface POSQBi in the Multi User Only on a day to day basis and in a multi user net working environment allows other uses to use the same company file concurrently with the operations being done by the interface In QuickBooks toggle the option under File gt Switch to Single User Mode or File gt Switch to Multi User Mode Make sure to save your settings by clicking on the Save Settings button before closing the setup dialog Note The interface POSQBi is in itself treated as another user by QuickBooks thus no other user can access the QuickBooks Company data file whenever the interface is accessing data from it Set Up Quickbooks Interface x C company ChatandChew OBW Browse Open Company File Mode Do Not Care Default opens the company file in the mode that it was opened by QuickBooks C Multi User Only Recommended so other users may be able to access the company file too Log Data Tips Tab Options If the interface POSQBi will be used to send the employee log in data QuickBooks for payroll computation this tab should also be set up Time Log Last Posting Date This tells the interface POSQBi of the last date of the employee login data that was sent to QuickBooks Although this parameter is auto matically updated initially or in some cases it may need to be manually set up To save the dates you have sele
21. found in both Restaurant Manager Dis counts Setup Form Code Lists the corresponding discount number in the Discounts Setup Form in the RM BackOffice Module DISC_NO in Discount dbf Rate Lists the corresponding discount percentage in the Discounts Setup Form in the RM BackOffice Module Rates with a zero are Fixed dollar Discounts Account This column displays the QuickBooks accounts the discount has been mapped to using the Account Assigned option below The other two settings under the Discounts Tab are Account Assigned this function utilizes a drop down menu that contains a list of all QuickBooks accounts that can be used to assign discounts to The Account Assigned function by default displays all account available in QuickBooks However this func tion can be configured to display certain account types by right clicking on the field and choosing a specific account type i e expense This is convenient when con figuring multiple data fields within the same programming session typically occurs with initial installation Save Settings Use this function to save changes and update QuickBooks Set Up Quickbooks Interface x 50 0000 Advertising and Promotion Discounts 0 0000 Advertising and Promotion Discounts Advertising and Promotion Discounts Coupons Tab Options The Coupons tab provides for the assignment of accounts to different coupon types The accounts that are to be assigned are usually of the Expense
22. in QuickBooks there is no account being assigned in the interface POSQBi account assigned stipulates the name of the account to be used in submitting the amount of payments received in Restaurant Manager Further the relationship between the Method of Payment in the BackOffice and the Methods of Payments in QuickBooks is name based This link could be broken by changing the name or description either in the BackOffice or in the QuickBooks user interface All forms of payments found in the BackOffice Module will be displayed on the list regardless if the are enable or not The Account Assigned function by default displays all accounts available in QuickBooks How ever this function can be configured to display certain account types by right clicking on the field and choosing a specific account type i e bank This is convenient when configuring multiple data fields within the same programming session typically occurs with initial installation To change or add a payment type account assignment 1 Click on a payment type 2 Right click on the Account Assigned box and select the appropriate account type for the pay ment type to be changed 3 Click again and select the proper account to assign Review the changes 5 Ifsatisfied click on the Save Settings button gt If there is any form of payment of the type POS then click on the QuickBooks Update button to have these also saved in QuickBooks Set Up Quickbooks Interf
23. line can be further detailed to show the break down To show the breakdown click on the plus sign to the left of the Over All line When done the window would be updated to show something like the image below Point Of Sale QuickBooks Interface Sales Data 10 01 11 to 10 05 11 l Oj x Item Sales Primary Tax Tip Amount Received Discounts Coupons Adjustments Payments Paid Out Tips El Session 141 10 02 11 10 38 52 AM 10 05 11 T0 44 51 AM Item Sales 28 Primary Tax 2 Tip Amount Received 5 Adjustments Payments Paid Out Tips Session 142 10 05 11 10 44 58 AM 10 05 11 10 44 51 AM From Up To IV Preview Data ior 172011 fio 5 2011 gt PosttoOB Ready ui The information on the Sales Data window can be printed by using the Cntrl P keyboard com mands Configuring Data in RM amp QuickBooks Before proceeding make sure that you already have created a company file see QuickBooks Company File and that the chart of accounts has been properly set up Refer to the QuickBooks reference manual for more information on setting up accounts or you can use the sample and or template company files provided in the interface POSQBi As suggested earlier it is best to have someone with specific knowledge of the QuickBooks Cart of Accounts present when initially map ping the chart of accounts Having s
24. listed on the display grid under the Payment Tab in POSQBi Though in QuickBooks there is no account being assigned in the interface POSQBi account assigned stipulates the name of the account to be used in submitting the amount of payments received in Restaurant Manager The information displayed on the list can be sorted by clicking on a column header Example click ing on the Form of Payment column heading will alphabetize the list from A to Z Clicking on the list a second time will sort the information from Z to A The basic premise to configuring payments is to select a payment type row listed under the Form of Payment column select an account in QuickBooks to map sales to Account Assigned function and save your changes See the section on Setting Up Payments for detailed information The Payments Grid has four columns Form of Payments Lists the forms of payments found in both Restaurant Manager Method of Payments Setup Form and QuickBooks Code Lists the corresponding payment number in the Forms of Payment Setup Form in the RM BackOffice Module TPAGO_NO in Tipopag dbf Fields with zeros are QuickBooks accounts not associated with Restaurant Manager Account This column displays the QuickBooks accounts the form of payment has been mapped to using the Account Assigned option below Status The status of the forms of payments listed in this column could be any of the following o POS these payments are found in t
25. most likely assigned accounts of Other Current Liability type As with previous tabs in the Set Up dialog the accounts that may be assigned to each tax type could be the same or different While assigning the same account provides for simplicity assigning different accounts probably as subsidiary of major accounts or sub accounts provides more detail specially when looking at QuickBooks related reports i e Balance Sheet Statement of Cash Flows The Account Assigned function by default displays all accounts available in QuickBooks How ever this function can be configured to display certain account types by right clicking on the field and choosing a specific account type i e Other Current Liability This is convenient when con figuring multiple data fields within the same programming session typically occurs with initial installation To change a tax type account assignment Click on the tax type to be changed Right click on the Account Assigned and select Other Current Liabilities Click again and select the proper account to assign Review the changes If satisfied click on the Save Settings button De ton Note In the BackOffice you can set the primary and secondary tax tables in Set Up gt General gt Tax Tables For more information on setting up tax tables refer to the documentation Refer to the QuickBooks reference manual for more information on setting up accounts
26. offending job class and assign in a valid account name see Adding Job Classes In QuickBooks user interface add the account by clicking on List gt Chart of Accounts Right click on the accounts list and click on New Proceed as you would in adding accounts on QuickBooks see QuickBooks manual e Error Job Class lt msg gt has no defined expense account The job class of the name lt msg gt has no defined expense account that is it is being left blank To correct in the inter face POSQB assign a valid account name see Adding Job Classes e Warning No methods of payments read from QuickBooks When POSQBi attempted to read the list of methods of payments from QuickBooks none is returned This is just a warning and will be corrected when the forms of payments defined in the BackOffice are sent to QuickBooks To do this see Setting Up Payments e Error This version of OBML that was requested is not supported or is unknown This is caused when using the Canadian Version setting on the General Tab of the Setup form is enabled Changing the setting to US version usually solve this problem
27. option on the top of the window and choose the Set up option Point Of Sale QuickBooks Interface File Under the General Tab enter the path of where the restaurant s qbw resides in the Quick Books Company File The qbw file is the store s company file in QuickBooks In our example below the store qbw file is stored in the local c drive c c ompany chatandchew qbw Set Up Quickbooks Interface General Log Data Tips Sales Employees Jobs Groups Payments Discounts Coupons Primary Tax QuickBooks Version U S Version Canadian Version mCompany File Settings If you are not sure where this file is located you can open QuickBooks click on File gt Open or restore Company gt Open a company file new window gt Click on Next and then use the drop down menu to locate the path of qbw file AF Open a Company Look in E company E posuser 7 Computer Local Disk C Recent Places company a lt 3 DVD RW Drive D Ga backup POS1 c X Desktop G3 mwin POS1 c Y While under the General Tab configure the following options and then click the Save Set tings button e Choose the country version e Select the Open Company File mode Option Click on one of the tabs in the interface to produce the following prompt QuickBooks Application with No Certificate X 4n application without a certificate is requesting access to the F
28. the same for it to be considered balanced Otherwise the transaction will be rejected by QuickBooks or any account ing package for that matter For example consider a transaction consisting of a food sale of 10 00 a tax of 0 10 and paid in cash The transaction would look like this Debit DR Credit CR Sales Food income 10 00 Sales Tax liability 0 10 Bank Deposit asset 10 10 lt lt lt Total 10 10 10 10 Sales Journal Entry The interface POSQBi posts the data by requesting QuickBooks to create a general journal entry while providing it the information as to what it should contain In the preview below two 2 gen eral journal entries will be created one for each day fy Sales Data 09 23 11 to 09 30 11 E Sales Data Debit Credit E Over All H Session 139 09 26 11 3 37 01 PM 09 27 11 6 00 43 PM i Session 140 09 27 11 6 00 51 PM 10 02 11 10 38 43 AM From Up To JV Preview Data 372322011 9 30 2011 Post to QB The image shown below is a screen shot of the created general journal entry in QuickBooks for Sept 29 2011 To access in the QuickBooks user interface click on Company gt Make General Journal Entry ChatandChew QuickBooks Pro 2011 Make General Journal Entries T File Edit View Lists Favorites Company Customers Vendors Employees Banking Reports OnlineServices Window Help S amp Home Search E w Company Snapshot Customer
29. type The information displayed on the list can be sorted by clicking on a column header Example click ing on the Coupon Description column heading will alphabetize the list from A to Z Clicking on the list a second time will sort the information from Z to A The basic premise to configuring cou pons is to select a specific discount row listed under the Coupon Description column select an account in QuickBooks to map coupon to Account Assigned function and save your changes See the section on Setting Up Coupons for detailed information The Coupons Grid has four columns Coupon Descriptions Lists the discounts found in both Restaurant Manager Dis counts Setup Form Code Lists the corresponding discount number in the Coupon Setup Form in the RM BackOffice Module DISC_NO in Discount dbf Rate Lists the corresponding discount percentage in the Coupon Setup Form in the RM BackOffice Module Account This column displays the QuickBooks accounts the discount has been mapped to using the Account Assigned option below The other two settings under the Coupons Tab are Account Assigned this function utilizes a drop down menu that contains a list of all QuickBooks accounts that can be used to assign coupons to The Account Assigned function by default displays all account available in QuickBooks However this func tion can be configured to display certain account types by right clicking on the field and choosing a specific
30. 289 10 Tips 8 75 TC From Up To sng2011 ziho 2 2011 Sales Data Window Posting sales data from POSQBi to QuickBooks is performed in the Sales Data Window To post sales data to QuickBooks click on File gt Open Sales Data or press Ctrl S The purpose for the functions on the Sales Data window are e From Use to set up the starting date for the period of the data to be processed Click on the down arrow to produce a pop up calendar You may also enter the date manually in this data entry field Up To Use to set up the ending date Click on the down arrow to produce a pop up cal endar You may also enter the date manually in this data entry field Get Data button Press to retrieve the data for the specified period entered in the From and Up To fields Preview Data checkbox if checked displays a preview of the data after pressing Post to QB button Post to QB button if the Preview Data checkbox is not checked the system proceeds to posting the current data to QuickBooks If Preview Data is enabled you will be directed Pre view Sales Data Window where you can review data in a debit credit format Sales Data Display Area When the Get Data button is clicked the Sales Data window will be updated to show the data see below The Over All line under the Sales Data tree view contains the information for the whole period While below it the daily information will be displayed individually The information on each
31. Books to allow such access 1 In QuickBooks application user interface click on Edit gt Preferences AF ChatandChew QuickBooks Pro 2011 Heo A Gut Gtrl x Gopy Ctr C y Ctrl y T f A gt 2 Click on the Company Preferences tab 3 Click on the Integrated Applications icon on the Preference list left side of window 4 As the list of applications is displayed make sure that a check is shown where the appli cation Restaurant Manager Point of Sale QuickBooks Interface Preferences pasencenssnscescnssescnssescescensscnsasensenssnsenscessessnscsssessensensensessssssasennsnsennsossnssanenssnscssseaseasesseasensen J Notify the user before running any application whose certificate has expired Applications that have previously requested access to this company file toy Jobs amp Estimates Multiple Currencies Bs Payments cd Payroll amp Employees y Reminders it Reports amp Graphs Ja Sales amp Customers 5 Once the application is selected click on the Properties button Once the dialog is displayed see image below select the Access Rights tab Once the dialog is displayed do the fol lowing a Check on Allow this application to access this company file so the interface POSQBi would always have access to the open QuickBooks company data file b Check on Allow this application to login automatically so the administrator does n t have to respond to th
32. Center Vendor Center Employee Center Open Windows Home x previous next Save amp Print h History i Attach E EA Online Banking Doc Center Report Center T amp Date 9127111 m Entry No 10 Sales Tax Payable Sales Tax Bank Cash Deposits Employee Tips Payable Employee Tips Payable Bank Service Charges Tip Fees 1 72 POSQBI Sales Session 138 Food tax POSQBI Sales Session 138 Cash 2 84 POSQBI Sales Session 138 Tip Amou POSQBI Paid Tip Session 138 Tip Am 2 84 POSQBI Paid Tip Session 138 Tip Am Save amp Close Save amp New On the Memo column of the generated general journal entry the entries that start with POSQBi Sales Session lt nnn gt are those entries from the Sales Journal Entry in the preview screen The entries that start with POSQBi Paid Tip Session lt nnn gt are the entries from the Paid Tips Journal Entry portion Setting Up a POSQBI Demo You may use the POSQBi in the conjunction with a demo version of the Restaurant Manager soft ware Doing so will provide the opportunity to see what it can do and how you may be able to take advantage of the power of the popular QuickBooks accounting package and the features it brings to a business When you are done you may want to visit Setup Process for a more detailed information on the set up procedures and Log In Data and Sales Data for a more in depth description of handling l
33. OSQBi Setup Forms amp Functions The Point of Sale QuickBooks interface POSQBi contains several setup forms used to configure data mapping during initial setup and continued maintenance of accounts POSQBi also contains forms used to view or post both login and sales data This section of the document details the dif ferent screens forms and functions of the interface ASI suggests you familiarize yourself with the different aspects of POSQBi before proceeding POSQBi Default Screen The initial default POSQBi screen will always appear blank There are three menu options at the top of the dialog box File the File option contains menu headings that guide the user to specific data dialog forms used to retrieve data From these forms Restaurant Manager data can be viewed prior to posting in addition to the posting to QuickBooks function itself The functions under the file heading will be the most used after the initial setup It is also under the File option where you will setup printer parameters Instructions on the use of these functions will be covered later in this document Edit the Edit option contains the menu option to access the POSQBi Setup forms These forms will be used to map Restaurant Manager data to the appropriate Quick Books Chart of Accounts Help currently the only active menu under this option is About The About screen informs the user of current version status along with other informative details in r
34. Payroll Wage Items accounts and account types refer to the Quick Books reference manual Employee Name Conventions The employee name as defined in the BackOffice is assumed to be either in the formal format lt LastName gt lt FirstName gt lt MI gt or in the full name format lt FirstName gt lt MI gt lt Last Name gt The lt LastName gt and lt FirstName gt could be multiple words but the interface POSQBi only accepts the middle initial If the complete middle name is provided it will be treated as part of lt FirstName gt If you really have to change it the modifications have to be done in the QuickBooks user interface while making sure to keep the name based relationship link not broken The following is an example of how the interface POSQBi given a sample set of name is going to break the name into parts to be sent to QuickBooks Mike A Rotolo or Rotolo Mike A e first name Mike e middle initial A e last name Rotolo Mike Eugene A Rotolo or Rotolo Mike Eugene A e first name Mike Eugene e middle initial A e last name Rotolo Mike Miguel Rotolo or Rotolo Mike Eugene e first name Mike Eugene e middle initial lt none gt e last name Rotolo Note The following employee related fields in QuickBooks 2011 are not supported by Quick Books SDK 2 0 e Suffix ie Sr Jr etc work around is to include this as part of the last name or first name whichever is preferred e
35. Restaurant Manager Point of Sale QuickBooks Interface Designed for QuickBooks Pro Premier amp Enterprise US Users and Technical Manual By Dionisio C Olo Updated by John Raffenbeul Introduction The Point of Sale QuickBooks Interface POSQB is an application that bridges between the Res taurant Manager Point of Sale system RMPOS and the QuickBooks accounting package In providing this interface Action Systems Inc taps the reliability power functionality and sup port of the popular QuickBooks while enjoying the ease of use of the Restaurant Manager Point of Sale system This is good news to all restaurant owners using QuickBooks and Restaurant Man ager as this interface would give them the opportunity to be able to save time by eliminate the need to enter data twice Gone are the days when you need to create export files and import in QuickBooks The time saved doing accounting entries on a week to week basis using POSQBi can be calculated anywhere from more than six 6 hours to thirty 30 minutes per week That s more than five 5 man hours saved Compute that for a year against your bookkeeper s rate that s the amount of sav ings you are going to get Note The account types Account Receivable and Account Payable as these are not supported by the interface POSQB and should not be used as these requires specific vendor or customer that the interface POSQBi does not support Note this document
36. Sales the percentage rate based from the non cash sales revenues of the employees Check your local laws as to what percentage of the non cash sales is to be declared also as an earned income as tip of the employee Declared Tips the percentage based from the real tip as declared by the employee Cash Tips the percentage based from the tip amount as recorded from all the cash sales for the employee Non Cash Tips the percentage based from the tips as recorded from al the non cash sales for the employee Set Up Quickbooks Interface Genera Log Data Tips fales Employees Jobs Groups Payments Discounts Employee Log Data Time Log Last Posting Date Monday August 1 2011 x Tip Handling Settings QuickBooks Tip Wage Item to use Tip Conv Rate Ro gt Af o M Tip Computation Percentage Rates Cash Sales 15 00 CashTips 15 00 Non Cash Sales 15 00 Non Cash Tips 15 00 Declared Tips 15 00 You will need to configure settings in QuickBooks when tracking Wage Tip Items See the section Adding Tips Wage Items in QuickBooks for additional instructions Next Topic Sales Tab Options Sales Tab Options The Sales tab provides for setting up of the sales data related options If you are going to be using the interface in sending Restaurant Manager sales data to QuickBooks the Groups Payments Dis counts Coupons Primary Tax and Secondary Tax tabs need to be set up too The fo
37. Source Account Bank Service Charges Tip Fees v Note Refer to the Restaurant Manager User Manual regarding the 2 for 1 Discounts and Price Adjustments feature of the Restaurant Manager RMPOS Also refer to the QuickBooks manual in setting up accounts Employee Tab Options The Employee Tab is used to add employees to QuickBooks from the Restaurant Manager data base Remember that the relationship of the employee record in RMPOS and the employee list in QuickBooks is name based that is the link could be broken by changing the employee name either in the BackOffice or in the QuickBooks user interface Once an employee record has been sent to QuickBooks care should be taken in keeping the link intact The information displayed on the list can be manipulated by clicking on a column header Example clicking on the Employee Full Name column heading will alphabetize the list from A to Z Click ing on the list a second time will sort the information from Z to A You may also filter the names displayed on the list by using the Show Employees options Employees can be added to Quick Books by clicking on a single employee or several employees The standard window commands of Shift and arrow down keys or left click with mouse or Ctrl while left clicking on the mouse apply when selecting multiple employees After the employees have been selected highlighted on the list click the QuickBooks Update button to add employees See the se
38. Timesheet lt Previous GB Next g Print B Edt Single Activity Nme UsaBordes si Timesheet Week Of Sep 26 to Oct 2 2011 10 00 905 23AM_ 3 36 52 PM Da 10 00 337 10PM 6 00 43 PM Notice the Notes column in the illustration above you will see the hint text showing that says POSQBi Session lt nnn gt or the session that the log record is taken from This is to let the user know as to which session to look into if things need to be looked closely Posting Sales Data The data read from the Restaurant Manager Point of Sale POS system is to be sent to Quick Books as a General Journal Entry Refer to the QuickBooks reference manual for more infor mation on this regard To post sales data to QuickBooks click on File gt Open Sales Data or press Ctrl S The Sales Data window see below step 6 will be displayed More detailed information for posting to Quick Books is outlined in the following sections For now here are the few steps required to post sales data 1 Bring up the Sales Data window by clicking File gt Open Sales Data or Ctrl S Point Of Sale QuickBooks Interface File Edit Help Open Log In Data Ctl L Open Sales Data Ctrl 5 Glose Window Gtrl F4 Glose 4ll Windows Print Gtrl P Print Setup Exit Alt F4 2 Set the starting date of the period using the calendar drop down menu of the From field set ting or manually enter the date 3 Enter the ending date of th
39. account type i e expense This is convenient when con figuring multiple data fields within the same programming session typically occurs with initial installation Save Settings Use this function to save changes and update QuickBooks Set Up Quickbooks Interface Tax Table Tabs Since the set up operation of both the Primary Tax is the same as with the Secondary Tax the description below should apply to both except when otherwise specified As with previous tabs in the Set Up forms the accounts that may be assigned to each tax type could be the same or dif ferent The information displayed on the list can be sorted by clicking on a column header Example click ing on the Tax Description column heading will alphabetize the list from A to Z Clicking on the list a second time will sort the information from Z to A The basic premise to configuring discounts is to select a specific tax row listed under the Tax Description column select an account in QuickBooks to map tax type to Account Assigned function and save your changes See the sec tion on Setting Up Taxes for detailed information The Tax Grid has four columns Tax Descriptions Lists the discounts found in both Restaurant Manager Tax Table Setup Form Code Lists the corresponding tax type number in the Tax Table Setup Form in the RM BackOffice Module DISC_NO in Discount dbf Rate Lists the corresponding discount percentage in the Tax Table Setup Form in t
40. ace aera ton Denaro es Employees Jobs Group Payments Discounts Coupons Primary Tax Secondary Tax x Eom of Payment code account__ sews American American Express QB AMEX Credit Cards deposits Both Both Check 2 Bank Checks deposit Both Debit Card 0 Accumulated Depre QB Discover 10 Credit Cards deposits Both E Check 0 Employee Tips Paya QB Gift Card 0 Security Deposits A QB Guest 4 Advertising and Pro Both Master Card 9 Credit Cards deposits Both MasterCard 0 Food Inventory QB New Payment 11 POS On Account 6 Accumulated Depre Both Visa 8 Credit Cards deposi Both Visa MC 3 Credit Cards deposi Both Void 5 Advertising and Pro Both Bank Pe v Bank S te Note In the BackOffice you can set up the payment types in Set Up gt General gt Forms of Pay ment or for more information on setting up forms of payments refer to the BackOffice doc umentation Refer to QuickBooks reference manual for more information on setting up accounts Setting Up Discounts The Discounts tab provides for the assignment of accounts to different discount types The accounts that are to be assigned are usually of the Expense type All the check and item discounts are to be summarized and sent to QuickBooks by the interface POSQBi grouped by discount type Different accounts may be assigned to different discount types so the expenses may be broken down into subsidiary accounts in Qui
41. age Hourly Salary Commission Bonus option then click the Next button Add new payroll item Payroll item type c a ORE ROR ieee ek HSA Company Contribution Employer 401 k matching contribution HS ad Select Hourly Wages then click the Next button Select Regular Pay then click the Next button 7 In the Add new payroll item dialog box type Employee Tips or any time you would be using in the Enter name for hourly item field then click the Next button oa Add new payroll item Hourly Wage z Name used in paychecks and payroll repc Enter name for hourly item Ae C ampie you creauna may want to call it Straight Time 8 Select Payroll Expenses as the account to assign or any other expense account you would like to assign to this wage item Add new payroll item Hourly Wage Employee Tips Expense account Enter aero anaes han Soper You can change this account at any time 9 Click the Finish button Note For more information regarding payroll wage items refer to the QuickBooks reference man ual Configuring Data in RM amp QuickBooks Before proceeding make sure that you already have created a company file see QuickBooks Company File and that the chart of accounts has been properly set up Refer to the QuickBooks reference manual for more information on setting up accounts or you can use the sample and or template company files provided in the inte
42. ant Manager Job Number The number that appears in this field is the job class number found in the Job Class Setup Form in the Restaurant Manager BackOffice Module Job_No in JOBCLASS dbf Any job class displayed with a zero exists in QuickBooks and not Restaurant Manager Account information in this column list the account in QuickBooks the job class is associated with Blank fields indicate the job class has not been currently associated with a QuickBooks account Status the status of information displayed in this field is as follows 1 POS these job classes are found in the Restaurant Manager but not in Quick Books Clicking on QuickBooks Update button sends the information of these job classes to QuickBooks 2 Both these job classes are both found in Restaurant Manager as well as in QuickBooks and are considered properly linked 3 QB these job classes exist only in QuickBooks but not in Restaurant Man ager This is for cases where QuickBooks Payroll Wage Item list contains spe cially defined items but are not used in Restaurant Manager 4 Changed these job classes exists both in Restaurant Manager as well as in the QuickBooks Payroll Wage Item List However the interface POSQBi has detected that the account name assigned to these job classes differ to the account setting in QuickBooks Account Assigned This field provides a drop down menu listing the available Quick Books account used to assign to a job class
43. ata to be processed Click on the down arrow to produce a pop up calendar You may also enter the date manually in this data entry field e Up To Use to set up the ending date Click on the down arrow to produce a pop up calendar You may also enter the date manually in this data entry field Get Data button Click to retrieve the data for the specified period entered in the From and Up To fields Preview Data checkbox if checked displays a preview of the data after pressing Post to QB button Post to QB button if the Preview Data checkbox is not checked the system proceeds to posting the current data to QuickBooks If Preview Data is enabled you will be directed Pre view Sales Data Window where you can review data in a debit credit format Sales Data Display Area When the Get Data button is clicked the Sales Data window will be updated to show the data see below The Over All line under the Sales Data tree view contains the information for the whole period While below it the daily information will be displayed individually The information on each line can be further detailed to show the break down To show the breakdown click on the plus sign to the left of the Over All line When done the window would be updated to show something like the image below Point Of Sale QuickBooks Interface Sales Data 10 01 11 to 10 05 11 i loj x PS File Edit Window Help 18 x Item Sales
44. ccessfully made it is inherent that the employees the time sheet would belong to can be found in QuickBooks To correct do the following 1 Send the employee s listed to QuickBooks see Adding Employees To Quick Books 2 Make sure that the name of the employee has not be inadvertently changed in the BackOffice or in QuickBooks causing a name based link to be broken see Employee Naming Conventions 3180 Error There was an error when saving a General Journal transaction QuickBooks error message Transaction split lines to accounts payable receivable must include a ven dor customer on that split line This occurs when one of the entry lines created for the Gen eral Journal entry in QuickBooks contain an account of the accounts payable or accounts receivable type In this case QuickBooks is requiring the interface POSQBi to supply the specific vendor or customer for this transaction which is not supported yet To correct do the following 1 Bring up the Data Preview window 2 Search through the preview for the possible erring account name 3 Go to the set up dialog find that item and assign another account name 3180 Error There was an error when saving a General Journal transaction QuickBooks error message Transaction not in balance The transaction being listed is not balanced that is the total for all the debit amounts does not equal to the total of all the credit amounts In this case you may need to take some corre
45. checked this would be displayed and can broken down into a Tip Amount Received a debit line showing the amount of tips received A contra transaction to offset the amount shown in number 5 above The account assigned is as defined for Tip Liability Account in Entry Tip Handling b Tip Charge Fee a credit line showing the amount of tip fees being charged by the restaurant against the employee tips specially for credit card transactions Though normally the account assigned for this of an Expense type the amount shown here would decrease the restaurants tip charge expenses as a portion of it would be passed back against the employees tips The account assigned is as defined for Tip Fee Expense Account in Journal Entry Tip Handling c Tip Amount Paid a credit line showing the tip amount received less the tip charge fee that is to be paid to the employee The account assigned is as defined for Paid Tips Source Account in Journal Entry Tip Handling Debits and Credits Since at the very basic this is an interface to a popular accounting package it can not be avoided that the terms debits and credits in one way or another be encountered However the following should be easy to remember Assets increase decrease Liabilities decrease increase Equities decrease increase Income decrease increase decrease Expense increase For any transaction to be valid the totals for all debits and credits should be
46. ckBooks company file that is currently open in a different mode To correct in the inter face POSQB do the following steps e Click on click on Edit gt Set Up e When the set up dialog pops up click on the General tab e In the Open Company File Mode group select the Do Not Care mode radio button e Click on the Save Settings button e Click on the Close button e Restart the operation 80040414 Error A modal dialog box is showing in the QuickBooks user interface Your application cannot access QuickBooks until the user dismisses the dialog box Switch Alt Tab to QuickBooks application user interface and close the open dialog box Switch back to the interface POSQBi then retry the operation 80040418 Error This application has not accessed this QuickBooks company data file before The QuickBooks administrator must grant an application permission to access a QuickBooks company data file for the first time The interface POSQBi is attempting to access a QuickBooks company file that it is still not registered to access Make sure that the company file selected for accessing is the correct one After doing so proceed to Registering The Interface To QuickBooks 8004041D Error This application is not allowed to log into this QuickBooks company data file automatically The QuickBooks administrator can grant permission for automatic login through the Integrated Application preferences The interface has not been set up to have
47. ckBooks related reports i e Advertising And Promotions It will be up to you as to how detailed you would want to track discounts expenses in the operation of the restaurant The Account Assigned function by default displays all accounts available in QuickBooks How ever this function can be configured to display certain account types by right clicking on the field and choosing a specific account type i e expense This is convenient when configuring multiple data fields within the same programming session typically occurs with initial installation To change a discount type account assignment Click on the discount type Right click on the Account Assigned and select Expense Click again and select the proper account to assign Review the changes If satisfied click on the Save Settings button Set Up Quickbooks Interface x MORR 50 0000 Advertising and Promotion Discounts 0 0000 Advertising and Promotion Discounts Advertising and Promotion Discounts Advertising and Promotion Discounts Save Settings Close Credit Card i account name assigned Equity v Expense Note In the RM BackOffice Module you can set up the discount types in Set Up gt General gt Di scounts For more information on setting up discounts refer to the Restaurant Manager Manual Refer to QuickBooks reference manual for more information on setting up accounts Setting Up Coupons The Coupons tab provides for the assignme
48. cted as the last posting dates click on the Save Set tings button before closing the Set Up dialog Tip Handling Settings Since as of writing QuickBooks has not yet provided a way of sending tips as an exact amount the interface POSQB1 would do this by con verting the tip amount as a time entry on the employee time sheet Thus the following need to be set up e QuickBooks Tip Wage Item to use The name of the payroll wage item in QuickBooks to differ the tip entry against the normal login data in the time sheet To change click the arrow on the box and select from one of the wage items read from QuickBooks If there is no wage item listed see Adding Tip Wage Item in QuickBooks e Tip Conv Rate Use the conversion rate to converting the tip amount into a time entry For example if the tip amount is 100 00 for an employee with a conversion rate of 10 00 entered in field it will be sent to QuickBooks as an entry in the employee time sheet as work done for 10 hours e Tip Computation Percentage Rates Because of the differing laws from state to state with regards to reporting tips the interface POSQBi was designed to be flexible in handling differing scenarios The following options allows the user to set up the as to how much of the tips are to be sent to QuickBooks for payroll computation Cash Sales the percentage rate based from the gross cash sales revenues of the employee inclusive of taxes a Non Cash
49. ction on Adding Employees to QuickBooks for specific instructions The Employee form is broken down into four columns Employee Full Name This field displays the full name of the employee Form the Restaurant Manager database the way the name appears on this list is dependant how it is entered in the Employee Setup Form RM BackOffice The name will appear first name last name regardless if you enter the name as Jay Smith or Smith Jay However in the latter case you must have a space between the comma and the name that follows Not having a space will result in the first letter in the name cut off see employee 8 on screen shot below More information on names can be found under the topic Employee Name Conventions ID Number the numbers appearing on this list are taken from the Restaurant Man ager database only Employees with a zero are registered in QuickBooks but not in the Restaurant Manager database Status The status of the employees listed in this column could be any of the fol lowing o POS these employees are found in the Restaurant Manager but not in Quick Books Selecting these employees and clicking on the Update QuickBooks but ton sends the information of these employees to QuickBooks o Both these employees are both found in Restaurant Manager as well as in QuickBooks and data from these can be sent properly Clicking on the Update QuickBooks button resends the data of these employees to QuickBooks th
50. ctive actions from within the RMPOS or the Back Office 3180 Error There was an error when saving a General Journal transaction QuickBooks error message Missing account The account specified in one of the transaction lines may no longer be available in QuickBooks or may have been made inactive Error Form of payment lt msg gt has no defined account The account for the form of payment lt msg gt that is to be used in creating a general journal entry to be sent to Quick Books has not been defined To correct set up the forms of payments see Setting Up Pay ments Error Account name assigned for item lt msg gt is not a valid QuickBooks account One of the sales data items i e item groups payments etc name lt msg gt has been assigned an account that is not found in QuickBooks To correct do either of the following 1 Assign a valid account see Setting Up the Interface 2 Add the account name assigned to lt msg gt in the QuickBooks user interface then retry the operation Note For more information on setting up accounts refer to the QuickBooks reference manual Error No account assigned for item lt msg gt The item lt msg gt in use on the sales data has no account assigned yet To correct do the following 1 Display the preview window see Sales Data Preview in the set up dialog 2 Determine the item type of lt msg gt 3 Assign a valid QuickBooks account see Setting Up the Interface e The e
51. d in the Restaurant Manager but not in QuickBooks Click ing on QuickBooks Update button sends the information of these job classes to Quick Books 2 Both these job classes are both found in Restaurant Manager as well as in QuickBooks and are considered properly linked 3 QB these job classes exist only in QuickBooks but not in Restaurant Manager This is for cases where QuickBooks Payroll Wage Item list contains specially defined items but are not used in Restaurant Manager 4 Changed these job classes exists both in Restaurant Manager as well as in the QuickBooks Payroll Wage Item List However the interface POSQBi has detected that the account name assigned to these job classes differ to the account setting in QuickBooks Note Clicking on the Update QuickBooks button does not update the account name assignment This is a QuickBooks SDK 2 0 limitation Changing Job Class Account Assignment Because of the limitations of the QB SDK whenever the account assignment for a certain job class needs to be changed it has to be done manually The following are the steps in performing the operation in the QuickBooks user interface Click on List gt Payroll Item List to display the list of payroll wage items Right click on the wage item to be modified then select Edit Click on the Next button On the Expense Account dialog select the new account to assign Click on the Finish button ire ate bata Note For more information on
52. e assigned with the proper accounts when being sent to QuickBooks as a General Journal entry e Cash Source Account Use the drop down menu to map the cash source account in QuickBooks used for Paid In Out e Paid In Account Use the drop down menu to map the cash source account in QuickBooks used for Paid Ins This may be a other income account or sub account of the cash source e Paid Out Account Use the drop down menu to map the cash source account in QuickBooks used for Paid Outs This may be a other expense account or sub account of the cash source Journal Entry Tip Handling Options The interface POSQBi could be set up to create a paid tip journal entry in QuickBooks Paid tips refer to the amount paid to the employee at the end of the shift including tips from credit card check or charge sales e Tip Liability Account the assigned account that corresponds to the Quick Books account being set up to handle paid tips Before the tip is actually given to the employee it is being treated as a liability of the restaurant to the employee e Create Journal Entry For Tips if checked the interface POSQBi to create journal entry lines for tips received from the customer and paid to the employee If the restaurant does receive tips and pay them to the employee i e in fine dining places it is highly recommended that this be checked If not i e in fast food places where tips are not the norm and then leave this unchecked I
53. e based from the non cash sales revenues of the employees Check your local laws as to what percentage of the non cash sales is to be declared also as an earned income as tip of the employee Declared Tips the percentage based from the real tip as declared by the employee Cash Tips the percentage based from the tip amount as recorded from all the cash sales for the employee Non Cash Tips the percentage based from the tips as recorded from al the non cash sales for the employee Set Up Quickbooks Interface General Log Data Tis Eales Employees Jobs Groups Payments Discounts Employee Log Data Time Log Last Posting Date Monday August 1 2011 x Tip Handling Settings QuickBooks Tip Wage Item to use Tip Conv Rate Reg 10 00 Tip Computation Percentage Rates Cash Sales 15 00 CashTips 15 00 Non Cash Sales 15 00 Non Cash Tips 15 00 DedaredTips 15 00 Journal Entry Tip Handling The interface POSQB could be set up to create a paid tip journal entry in QuickBooks Paid tips refer to the amount paid to the employee at the end of the shift including tips from credit card check or charge sales Tip Liability Account the assigned account that corresponds to the QuickBooks account being set up to handle paid tips Before the tip is actually given to the employee it is being treated as a liability of the restaurant to the employee Create Journal Entry For Tips if
54. e been using QuickBooks then chances are you already have a QuickBooks company file and you might just have to convert them to the 2011 ver sion If using a demo Restaurant Manager system you should start with a clean database by generating a new system using SYSGEN and check on the Sales checkbox Warning Make sure you are using DEMO DATA ONLY when running SYSGEN or you may lose your data permanently Use the either the CHATCHWS QBW simple or CHATCHWD QBW advanced company files when mapping the POSQBi to a company file You should consider the location of these files before mapping POSQBi or QuickBooks to these company files You may use the rmwin direc tory or another location You decision should be based upon the location of the QuickBooks pro gram For demo pupuses QuickBooks and the RM demo software will probably be on the same machine Use the simple QuickBooks company file for the purpose of showing you how to set up the inter face to keep the demo short On your live data feel free to use the detailed version as a template in setting up the interface POSQBi Here are the steps QuickBooks at Remote Locations Running QuickBooks and the POSQBi at two different separate locations can be described as a dif ficult scenario at best Having an off site QuickBooks location can occur when there is a corporate office separate from the store location or if an off site accountant is being employed Below are a couple of suggestion
55. e period using the calendar drop down menu of the Up To field setting or manually enter the date 4 Click the Get Data button 5 Check the Preview Data checkbox 6 Proceed posting by clicking on Post To QB button LE over all Item Sales H H I I Primary Tax I Tip Amount Received I Adjustments l Payments I Dasa Mne Tina H E N From Point Of Sale QuickBooks Interface LE Session 141 10 02 11 10 38 52 AM 10 05 11 10 44 51 AM 28 73 2 87 5 00 Ste Ss A sere 5 iF Preview Data 6 Post to GB i07 1 2011 E 4 2011 Get Data Get Data EW October 2011 Sun Mon Tue Wed Thu Fri Sat 2 3 4 D6 7 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 Today 10 5 2011 7 Inthe Preview Sales Data window complete the process by clicking on the Post to QB but ton This step is only necessary if you have Preview Data enabled on the Sales Data win dow If problems are encountered check these against Warning and Error Messages It is highly suggested if not mandatory that you do a company back up before posting to Quick Books form POSQBi the first time This precautionary step will help recover business data in the event data in POSQBi was mapped to the wrong QuickBooks accounts The Sales Data Window The purpose for the functions on the Sales Data window are e From Use to set up the starting date for the period of the d
56. e prompt when the interfaces accesses data c On Login as selection box click on the user name want the interface to use i e Admin when accessing QuickBooks data d Check on Allow this application to access Social Security Numbers and other personal data to allow the interface POSQBi to access employee personal data including the employee s Social Security Number SSN This step is only nec essary if the interface POSQBi is to be used to send employee time log data to QuickBooks e Click Ok to close the Properties dialog Properties Restaurant Manager Point Of Sale QuickBooks IV Allow this application to login automatically Vv Allow this application to access Social Security Numbers customer credit card information and other personal data Tell me more ox cores tee Payroll amp Employee Options The following steps are only necessary if the interface POSQBi is to be used to send employee time log data to QuickBooks In addition these steps may not be necessary but is provided to make sure that the interface runs properly with the first name first as the typical RMPOS install and or demo data will be 1 From the Preferences form click on the Payroll amp Employees icon on the Preference List 2 Click on Company Preferences tab 3 On Display Employee List by select on First Name The steps 6 8 is not necessary but is provided to make sure that the interface runs properly with the first name first
57. egards to POSQBi Point Of Sale QuickBooks Interface The POSQBi Setup Forms The Setup Form is where you will map Restaurant Manager data to QuickBooks accounts The Setup form contains several forms contained under tabs Clicking on a specific tab displays the set up option for that tab Set Up Quickbooks Interface x General Log Data Tips Sales Employees Jobs Groups Payments Discounts Coupons Primary Tax Secondary Tax QuickBooks Version U S Version Canadian Version mCompany File Settings QuickBooks company file to use C company ChatandChew OQBW Open Company File Mode Do Not Care Default opens the company file in the mode that it was opened by QuickBooks Multi User Only Recommended so other users may be able to access the company file too Save Settings Close General Use of the Setup Form To open the POSQBi Setup Form click on Edit gt Set Up or use the command Ctrl F1 on the key board Information on setting up the individual tab pages are provided in the following sections Clicking on a tab displays the set up option for that tab The following functions are available in each form Close button the Close button on the dialog closes the form If changes in the setup form have been made a prompt will be displayed to inquire whether these changes should be saved or ignored Save Settings button the Save Settings button sa
58. f you have this option checked accounts must be assigned to the following items Paid Tips Source Account the assigned account that corresponds to the where the amount of the tip paid to the employee is actually to be taken out from Usually the account to be assigned is of Asset Bank type Tip Fee Expense Account the assigned account that corresponds to the account is used by the restaurant in recording tip fee expenses charges In the interface POSQBi this will be entered as a negative debit The account drop down menu function by default displays all account available in QuickBooks However this function can be configured to display certain account types by right clicking on the field and choosing a specific account type i e bank or expense This is convenient when con figuring multiple data fields within the same programming session typically occurs with initial installation Set Up Quickbooks Interface Sales Last Posting Date Monday August 1 2011 iscellaneous A Paid Ins Paid Outs 2 for 1 Discount Advertising and Promotion Discot Cash Source Account Bank Price Adjustments Advertising and Promotion Discot Paid In Account Bank Petty Cash Cash Back Bank Misc Cash Paid Out Account Bank Petty Cash Journal Entry Tip Handling Tip Liability Account Tip Journal Entr IV Create Journal Entry For Tips Tip Fee Expense Account Employee Tips Payable v Paid Tips
59. face a Station 5 Security Level to run POSOBI 7 Enter the security level in the Security Level to run POSQBi option The security level entered in this field should be equal to those employees with restricted access Example if managers have a security level of six and you do not want to grant access to the QuickBooks interface set the secu rity to 7 The security level entered here will have to match the security level assigned to a spe cific employee in the Employee Setup Form Install the POSQBi Executable The first step in the setup process is to install the POSQBi executable exe file on the computer where QuickBooks resides This is as simple as placing a short cut to the POSQBi exe on the com puter screen You will have to map the where the rmwin folder resides on the QuickBooks com puter prior to creating the short Poss f posqbi exe Registering The Interface To QuickBooks l 2 The next step in the setup process is to register the restaurant Manager interface with Quick Books This task is performed within the POSQBi interface Using the following steps After installation open the POSQBi interface by clicking the POSQBi shortcut on the desk top You will be prompted to enter a password Enter the four digit employee password for employees who have been granted access permission Restaurant Manager Login i Enter password I E zi In the Point of Sale QuickBooks Interface click on the Edit menu
60. g in POSQBi The handling of tips is performed under the Log Data Tips Tab within the Setup Forms Since as of writing QuickBooks has not yet provided a way of sending tips as an exact amount the inter face POSQBi would do this by converting the tip amount as a time entry on the employee time sheet Thus the following need to be set up QuickBooks Tip Wage Item to use The name of the payroll wage item in QuickBooks to differ the tip entry against the normal login data in the time sheet This is information is configurable Tip Handling Settings of the Log Data Tips tab in the POSQBi Setup Forms If there is no wage item listed see Adding Tip Wage Item in QuickBooks e Tip Conv Rate Use the conversion rate to converting the tip amount into a time entry For example if the tip amount is 100 00 for an employee with a conversion rate of 10 00 entered in field it will be sent to QuickBooks as an entry in the employee time sheet as work done for 10 hours e Tip Computation Percentage Rates Because of the differing laws from state to state with regards to reporting tips the interface POSQBi was designed to be flexible in handling differing scenarios The following options allows the user to set up the as to how much of the tips are to be sent to QuickBooks for payroll computation Cash Sales the percentage rate based from the gross cash sales revenues of the employee inclusive of taxes Non Cash Sales the percentage rat
61. he POSQBi interface in the station configuration RM BackOffice Module and configure employees to have access to the POSQB1 interface using security levels Employee access It is recommended that you add any account or office manager in the Employee Setup Form in the RM BackOffice Module Give special consideration when adding employees and assigning security levels Example an account should not have to login to the POS prior to accessing the POSQBi interface To avoid this you would want to give then a security level when clocked equal to the station con figuration security level to access the interface Configure Access Security Level The security level needed to access the POSQBi interface in configured in the RM BackOffice Module using the following steps 1 In the RM BackOffice Module access the station configuration form by clicking on Setup gt Station Configuration 2 In the Station Configuration Form click on the Admin settings button and enter the administrator password Do not confuse this password with the standard four digit employee password 3 Click on the Miscellaneous branch on the Station Configuration Settings tree and then click on the Interfaces menu heading This is followed by opening the POSQBI Interface menu heading _ Station Configuration Master Stations Settings Interfaces Station 1 rs gt Inte hall _ H On Line Reservations Interface Station 4 POSQBI Inter
62. he RM BackOffice Module Account This column displays the QuickBooks accounts the discount has been mapped to using the Account Assigned option below The other two settings under the Discounts Tab are Account Assigned this function utilizes a drop down menu that contains a list of all QuickBooks accounts that can be used to assign tax types to The Account Assigned function by default displays all account available in QuickBooks However this func tion can be configured to display certain account types by right clicking on the field and choosing a specific account type i e expense This is convenient when assigning multiple tax types at once typically during initial installation Save Settings Use this function to save changes and update QuickBooks Set Up Quickbooks Interface Liquor Tax Tax on Gratuity Login Data Window Log in data is already kept in the database files of Restaurant Manager Point of Sale RMPOS sys tem and thus need not be entered manually in QuickBooks It is at this point that the interface POSQBi becomes an excellent tool for saving valuable man hours Use the Login Data Window to post labor data to QuickBooks Specific instructions on posting log on data to QuickBooks is covered in the section Post View Log In Data The Log In Data Window consists of the following fields e From field to set up the starting date for the period to be processed e Up To field to set up the ending date
63. he Restaurant Manager but not in QuickBooks Select ing these employees and clicking on the Update QuickBooks button sends the information of these payments to QuickBooks o Both these payments are both found in Restaurant Manager as well as in QuickBooks and data from these can be sent properly o QB these payments exist only in QuickBooks and not Restaurant Manager This could be on cases where some payments used in QuickBooks and not needed in Restaurant Manager i e E Checks used for payroll The other two settings under the Payments Tab are Account Assigned this function utilizes a drop down menu that contains a list of all QuickBooks accounts that can be used to assign form of payment to The Account Assigned function by default displays all account available in QuickBooks However this function can be configured to display certain account types by right clicking on the field and choosing a specific account type i e bank This is convenient when assigning multiple payment types at once typically during initial installation Save Settings Use this function to save changes and update QuickBooks Set Up Quickbooks Interface American Express 0 American Express QB PaymentName AMEX 7_ Credit Cards deposits Both ee Cash Bank Cash Deposits Both Check Bank Checks deposit Both Debit Card 0 Accumulated Depreciation QB 3 Visa MC Discover 10 Credit Cards deposits Both
64. ies Press Ctrl N when Payroll Item List dialog box appears Payroll Item List Afel x Item Name eS ee Select Custom Setup then click the Next button Add new payroll item In the Add new payroll item dialog box select the Wage Hourly Salary Commission Bonus option then click the Next button Add new payroll item z Payroll item type 2 EPOP DP e 401 k deferral Simple IRA HSA Company Contribution Employer 401 k matching contribution HS Select Hourly Wages then click the Next button Select Regular Pay then click the Next button In the Add new payroll item dialog box type Employee Tips or any time you would be using in the Enter name for hourly item field then click the Next button Add new payroll item Hourly Wage e Enter name for hourly item Employee Tips if you are Gea Dayrol ite call it Straight Time or examp e may want to 8 Select Payroll Expenses as the account to assign or any other expense account you would like to assign to this wage item i Add new payroll item Hourly Wage Employee Tips Expense account Enter the account for tracking this expense ae Si oot Hourly wages are an expense to your company You can change this account at any time A 9 Click the Finish button Note For more information regarding payroll wage items refer to the QuickBooks reference man ual Setting Up Tip Handlin
65. in POSQBi by clicking File gt Open Log In Data or Ctrl L 2 In the From field set the start date of the period 3 In the Up To field set the end date of the period 4 Click on the Get Data button 5 Check the Preview Data box 6 Proceed to posting by clicking on Post To QB button Refer to the section on Warning and Error Messages if problems are encountered during the post ing process Log In Data Window One of the most popular capabilities of QuickBooks is to be able to process payroll with updated tax and labor laws kept up to date with its on line and subscription service To process it Quick Books needs the log in information for each and every employee including how long they have worked a certain job and the associated pay rates The interface POSQBi provides this information by sending kept data from the Restaurant Man ager database files to QuickBooks When finished QuickBooks can take over and do one of the things it does best payroll processing and management The Log In Data window can be accessed in POSQBi by clicking on File gt Open Log In Data or use the keyboard command Ctrl L the Log In Data window will be displayed Point Of Sale QuickBooks Interface loj x File Edit Window Help lolx From Up To Show Employee Log M Preview Data sng2011 fio 2 2011 z Postto GB The Log In Data Window consists of the following fields From field Use to set up the starting date for
66. interface requires QuickBooks 20xx Pro Premier version or later The Quick Books installed on the system where the interface POSQBi is being run from is an older version To correct install the latest version of QuickBooks 2010 or 2011 Pro Premier edi tions only Invalid password unable to log in When logging into the interface POSQB an invalid password was provided To correct enter the correct employee password when prompted Interface not supported The interface POSQBi is being executed on a system that does not have QuickBooks installed The POSQBi executable must be run on the computer where QuickBooks is installed and must be properly mapped on the network 8004040A Error A QuickBooks company data file is already open and it is different from the one requested The interface POSQBi has attempted to access a company data file as set in Set Up gt General but there is already a company data file that is open in the Quick Books user interface To correct either do one of the following 1 in the interface POSQB select another data file see QuickBooks Company File and select the same company file that is already open in the QuickBooks user interface 2 in QuickBooks user interface click on File gt Close Company then retry the operation 80040410 Error The QuickBooks company data file is currently open in a mode other than the one specified by your application The interface POSQBi has been set to access a Qui
67. isa Borders 9 05 28 AM 3 36 52 t 0011 John Raffenbeul 1 05 35 AM 3 36 52 Session 140 09 27 11 6 00 51 PM 10 02 11 10 38 43 AM H Session 141 10 02 11 10 38 52 AM 10 02 11 10 38 43 AM Ifan employee has multiple log in record for the same session he she may appear more than once in the list Clicking on File gt Print or Ctrl P at this stage sends the over all data to the printer There is also a print function within the Data Preview window appears only when Preview Data is enabled and the POS to QB button is used The Employee Log In Data Window For restaurants with a many employees or when data is to displayed and or printed for a specific employee drop down Show Employee Log and select the specific employee This will bring up the window containing only the log in record for that specific employee as shown on the image on the right Using the keyboard command Ctrl P to print this time will print this specific employee s log in data 09 26 11 Wait 10 00 3 37 10PM 6 00 43 PM 26 39 0 00 0 00 10702711 Wait 10 00 10 49 24 AM 10 49 24 AM 0 00 0 00 0 00 eee E Amount 1 289 10 Tips 8 75 TOTAL 1 297 85 Posting To QuickBooks To post this data to QuickBooks just click on the Post to QB button If the Preview Data box is checked the Data Preview window will be displayed showing the log in of all the employees cov ered by the period as specified when the data were retrieved Data Preview x Date Range
68. ith Also this provides for a selection of which mode this QuickBooks company data file be opened This will always be the default form dis played when initially entering the POSQBi Setup Form The options under this form are as fol lows QuickBooks Version By default the U S version is enabled This should be used for all current versions of both POSQBi and QuickBooks The Canadian setting is for older QuickBooks versions If using the Canadian version of QuickBooks use the US setting if you receive the following message QuickBooks Company File In this box type in the path and filename of the Quick Books company file that POSQBi would be interfacing with To visually select click on the Browse button to display the standard open file dialog Select the file then click Open When done save the selection by clicking on the Save Settings button e Open Company File Mode This option allows you to set up POSQBi to open up the QuickBooks company file either as in do not care or multi user mode e Do Not Care The Do Not Care mode is the default mode In this mode it tells the interface to open the QuickBooks company file in whatever mode it was opened in the QuickBooks application user interface If in single user mode do the same as well as if in multi user mode e Multi User Mode Setting QuickBooks to open a company file in single user mode allows you to perform some operations that cannot be done in multi user mode like deleting
69. knowledge of the restaurant s Quick Books Chart of Accounts be present when configuring the initial setup of the Restaurant Manager QuickBooks interface QuickBooks Company File In the QuickBooks terminology a company file is the term used for database file QuickBooks allows you to create and use any number of separate databases but you can only work on one at time There may be instances where more the one Company file is being used Example might be multiple store locations or two business entities in the same location gas station restaurant So a business might be running a separate database Company File from within the same QuickBooks program When you create a company in QuickBooks it creates a company file When you create the com pany file you give it a name and specify where it should be located on your computer or network The company file will have the suffix of qbw It is assumed that you already have a QuickBooks company file set up and in use in your oper ation If not yet then refer to the QuickBooks manual on the proper procedure on setting up a com pany file As an alternative you can also use the included sample company files as template when building a company file of your own You can copy either of these files to another filename of your choice and use that These files are 1 CHATCHWS QBW a company file utilizing minimum chart of accounts and would be easier to use this one is good for demo
70. le not yet set up The QuickBooks company file that the interface POSQBi need to be accessing with has not yet been defined or set up To correct see QuickBooks Company File 3175 Error There was an error adding modifying or deleting lt ist id gt because it is already in use QuickBooks error message The list element is in use This occurs when updating the employee record as well as the corresponding job classes assigned to the employee in the set up dialog while the QuickBooks user interface is currently accessing the list To correct do the following 1 Open the QuickBooks user interface 2 Find the window titled Select Employees To Pay 3 Close the window 4 Retry the operation in the interface POSQBi Error Inactive or empty undefined name for employee number lt n gt is encountered Please correct before proceeding A log in record for an inactive or undefined employee has been detected and should be corrected before proceeding to posting the log data to QuickBooks In the BackOffice click on the Employees toolbar icon select the employee number lt n gt as specified in the message Provide a valid employee name and make sure that the Active check box is checked Then retry the operation in the interface POSQBi Error The following employee s are not found in QuickBooks When processing log in data the interface POSQBi encountered some employees that are not found in Quick Books For a time sheet entry to be su
71. llowing list outlines the functionality of each setting under this tab Sales Last Posting Date To be set up to tell the interface POSQBi the last sales date that was successfully sent to QuickBooks This is used as the basis when retriev ing Restaurant Manager RMPOS sales data and in providing a warning to the user in case there is a possibility of double posting Miscellaneous Sales Settings The following options under the Miscellaneous group should also be assigned with the proper accounts when being sent to Quick Books as a General Journal entry o 2 for 1 Discount the account to use when sending to QuickBooks for record ing expenses incurred for sales that are 2 for 1 discounted Normally this Quick Books account type would be an Expense or Other Expense o Price Adjustment the account to use when sending to QuickBooks for recording price adjustments It is assumed that price adjustments would be done as a fixed amount discounting if so the entry would be a debit line to an Expense or Other Expense account However if the price adjustment increases the sale amount then a credit line to the same account o Cash Back the account determined to be the fund source when giving cash back specially for transactions paid by a debit card Normally the QuickBooks account type would be Bank or r a sub account of Bank Paid Ins Outs Options The following options under the Paid Ins Out group should also b
72. must grant permission for an automatic login through the Integrated Application preferences If such permission was already granted the administrator must revoke permission save preferences then grant the permission again E Exit from the POSQBi Interface Open QuickBooks Reopen the POSQBi Interface Click on Edit and the Setup Click on another tab i e LogData Tips tab el The QuickBooks Application with No certificate window should appear in a few seconds Configure QuickBooks Preferences There are several options in QuickBooks you need to configure for gaining access to QuickBooks and proper employee data if you wish upload employee timekeeping data from the Restaurant man ager POS system To accomplish this you need to configure these settings on the QuickBooks side This is accomplished by opening QuickBooks and using the following steps to address e Access to the program via Integrated Applications e Matching the ways names are listed under the Payroll amp Employee options e Configuring Tracking Time options Note Make sure that you are running QuickBooks in single user mode to be able to make these preference changes Integrated Applications For the interface to work efficiently POSQBi should be given access to the QuickBooks company data file For this to happen you need to configure QuickBooks to allow access to the company file any time it is POSQBI interface is executed Use the following steps in Quick
73. nt of accounts to different coupon types The accounts that are to be assigned are usually of the Expense type Different accounts may be assigned to different coupon types so the expenses may be broken down into subsidiary accounts in QuickBooks related reports i e Advertising And Promotions It will be up to you as to how detailed you would want to track coupon expenses in the operation of the restaurant The Account Assigned function by default displays all accounts available in QuickBooks How ever this function can be configured to display certain account types by right clicking on the field and choosing a specific account type i e expense This is convenient when configuring multiple data fields within the same programming session typically occurs with initial installation To change a discount type account assignment Click on the coupon type Right click on the Account Assigned and select Expense Click again and select the proper account to assign Review the changes If satisfied click on the Save Settings button i ae ae Lae Set Up Quickbooks Interface Setting Up Taxes Since the set up operation of both the Primary Tax is the same as with the Secondary Tax the description below should apply to both except when otherwise specified These tax tabs provides for the assignment of the different sales tax withheld types for recording into the QuickBooks Taxes being liabilities of the restaurant to the IRS will be
74. numerated value lt msg gt in the field state is unknown The employee state field con tains an invalid value lt msg gt It is either blank or contains an unknown abbreviation Take note that QuickBooks only accepts two 2 letter abbreviations for the state field e The integrated application has no permission to access personal data The QuickBooks administrator can grant permission to access personal data through the Integrated Application preferences The interface POSQBi has not yet been completely set up to access the QuickBooks company data file To correct follow the steps in QuickBooks Pref erences For The Interface e Warning No employees read from QuickBooks The interface POSQB1 attempted to retrieve the list of employees from QuickBooks but none were returned This is just a warn ing that something might be off To correct and or check do the following 1 Make sure that the interface POSQBi is attempting to read from a valid and correct company file see settings in QuickBooks Company File if not 2 Selecting employees with status set to POS from the Set Up dialog corrects this warning 3 Check in the QuickBooks user interface to see if there are really no employees if so then disregard this warning e Error Undefined tip wage item or invalid tip conversion rate Aside from the job classes assigned to the employee in the BackOffice to QuickBooks as tip wage items the interface POSQBi also sends an additional
75. ogin and sales data respectively Files and Locations Before we can start the following should have been installed already 1 Restaurant Manager v17 0 installed by your reseller in RMWin folder of the RMWin fileserver system Note you must have Rmwin build 17 0 2011 06090 or later for employees password prompts in the POSQBI interface to be associated with RMWin standard employee passwords previous version used master password This also requires POSQBI build 20070003 dated May 2011 or later 2 Check the existence of POSQBi files in the RMWin folder also in the fileserver e POSQBLEXE QTINTF DLL e SDE60 DLL e SDENTX60 DLL e CHATCHWS QBW e CHATCHWD QBW If you cannot find these files in the RMWin folder ask you reseller to download these files for you from www rmpos com website 3 Create a short cut to the interface application POSQBI EXE on the desktop of the book keeper or manager computer system and name it POSQBi 4 QuickBooks 2011 Pro Premier Enterprise use the install CD from Intuit Inc by fol lowing the installation prompts also into the bookkeeper or manager computer system Setting Up Using the Demo File Use the two QuickBooks company demo and or template files namely CHATCHWS QBW and CHATCHWD QBW for simple and detailed chart of accounts respectively These files are provided for demo purposes but may be used as a template when building your own QuickBooks company file If you already hav
76. ollowing QuickBooks company File Chat N Chew Access may include reading and modifying QuickBooks data as well as enhancing the QuickBooks user interface r The Application Calls Itself Restaurant Manager Point Of Sale QuickBooks Interface r Certificate Information This application does not have a certificate QuickBooks cannot verify the developer s identity QuickBooks Solutions Marketplace Search For information about this application at the QuickBooks Solutions Marketplace Do you want to allow this application to read and modify this company file C No Yes prompt each time customer credit card information Tell me more Sitcceseeconscovsuseauesecsesecsevecsbeassesceeeecesneustacoos coteovenseesees secaseseobe ese sve seeeoseosens osc sseavecessouses secs stesuosedns ees seusssevessuves bie scescsoosossseasecessceesesseasecseed Continue Cancel Help This message is to inform the user that an integrated application is trying to access the QuickBooks company file 7 In the QuickBooks Application with No certificate window select the Yes always allow access even if QuickBooks is running option Use the following steps if the following message appears instead of the QuickBooks Application with No Certificate window Quickbooks Error 80040430 Error This application is unable to log into this QuickBooks company data file automatically The QuickBooks administrator
77. pe Right click on the Account Assigned box and select Income Click again and select the proper account to assign Review the changes If satisfied click on the Save Settings button In the screen shot below we have assigned the Restaurant Manager group type Wings to the QuickBooks account Food Sales using the Account Assigned drop down menu Set Up Quickbooks Interface Payments Discounts Coupons Primary Tax Secondary Tax Food Sales Beer Lig Sales Beverage Food Sales Cookies Food Sales Coupons Advertising and Promotion Dessert Food Sales Entree Food Sales Food Food Sales Liquor Liq Sales Pizza Food Sales Sandwiched Food Sales Tax on Gratuity Sales Tax Payable Gratuit Wine Lig Sale Note In the BackOffice you can set up the item groups in Set Up gt Menu gt Group Types or for more information on item groups refer to the Restaurant Manager Manual Refer to QuickBooks reference manual for more information on setting up accounts Mapping Sales Information The Sales tab under the Setup Form provides for setting up of the sales data related options If you are going to be using the interface in sending Restaurant Manager sales data to QuickBooks the Groups Payments Payments Discounts Primary Tax and Secondary Tax tabs would need to be set up too Sales Last Posting Date This function is performed under the Sales Tab Use the Sales Last Posting function to tell the inter face
78. purposes only 2 CHATCHWD QBW this company file uses a more detailed chart of accounts and would useful when more detailed information is required During the setup procedure it is important to map to the correct company file It is recommended that you know the location of the restaurant company file prior to setup As another option you may call Intuit and request for a certified QuickBooks Advisor in your area to help you on this process and make sure that you inform him that you are setting up a company file to work with a QuickBooks integrated application in this case the Point of Sale QuickBooks Interface POSQBi Windows Requirements The following Windows systems listed meet Restaurant Manager requirements Please visit the Inuit website for additional requirements Support quickbooks intuit com Operating Systems The following Window Operating Systems may be used e Windows 7 e Windows XP Pro SP2 or later e Windows Server 2008 Small Business Server 2008 and Windows Server 2003 Note QuickBooks requires Windows operating systems above to be natively installed Additional Windows Requirements QB Requirements The following are additional requirements found on the Inuit website e U S version of only e Regional Settings are supported when set to English United States with keyboard setting to U S only e Disk space requirements for additional software 250 MB for Microsoft NET 3 5 Runtime provided on the QuickBook
79. rant Manager s POSQBi is compatible with QuickBooks 2011 Pro Premier Enterprise U S Edition and version dated back to QuickBooks 2005 However it is recommended more recent versions of QuickBooks be used For QuickBooks make sure you have followed the installation procedures provided for in the man ual Make sure you have the Pro or Premier edition of QuickBooks for the interface to work To check if you have it already installed you may e Click on QuickBooks icon on your desktop e Click on Start gt Programs gt QuickBooks Pro gt QuickBooks Pro or Premier Enterprise If after any of the above starts QuickBooks without any errors being reported then it means that it is installed It is assumed that you already have a QuickBooks company file set up and in use in your oper ation If not yet then refer to the QuickBooks manual on the proper procedure on setting up a com pany file Another option you may call Intuit and request for a certified QuickBooks Advisor in your area to help you on this process and make sure that you inform him that you are setting up a company file to work with a QuickBooks integrated application in this case the Point of Sale QuickBooks Inter face POSQBi Check on the QuickBooks manual for contact information You may also visit http Avw w intuit com or http www quickbooks com for some after sales support and additional infor mation Note It is highly recommended that a person with specific
80. rface POSQBi As suggested earlier it is best to have someone with specific knowledge of the QuickBooks Cart of Accounts present when initially map ping the chart of accounts Having such a person will speed up the installation process and help guarantee the data from Restaurant Manager is being mapped to the correct account in Quick Books Configuring Employee Information Adding employee information is only necessary if you wish to export data i e hours and tip info from Restaurant Manager to QuickBooks If you choose to export this information you will need to QuickBooks to accept the information Below is a list of what you will need to do e Add Tip Wage Items in QuickBooks e Configure tip handling in POSQBi e Consider employee naming conventions e Configure job classes in POSQBi e Add employees via POSQBi Adding Tip Wage Item in QuickBooks For the purpose of recording tips as a time sheet entry in QuickBooks the following procedure may be followed in setting up a wage item for this purpose 1 In QuickBooks user interface click on Lists gt Payroll Item List if prompted for help just click on the No button Lists Favorites Company Customers Ven Chart of Accounts Ctri A Item List Fixed Asset Item List Price Level List Payroll Item List fi Workers Comp List Other Names List Customer amp Vendor Profile Lists gt Templates Memorized Transaction List Ctrl T Add Edit Multiple List Entr
81. s CD Note Windows Home Server Edition is not supported Hardware Requirements The required installed software being large applications the better system hardware set up that can be provided would provide better performance However as a guide the minimum hardware should be as follows e 2 0 GHz processor 2 4 GHz recommended e 1 GB RAM for single user 2 GB RAM recommended for multiple QuickBooks users QB requirement e Minimum 80 GB hard drive e 4x CD ROM drive required for CD installations QB Requirement e Display optimized for 1024 x 768 screen resolution or higher 16 bit color or higher Contact your dealer to check if you have met the minimum hardware requirements for all the above applications to work properly Network Requirements If running QuickBooks software on a computer other than the rmserver recommended you will have to map the where the rmwin folder resides on the QuickBooks computer Use standard PCI network protocol when mapping drives You may also have to setup firewall permissions depend ing how the network has been configured Setup Process POSQBi should be set up to communicate properly with QuickBooks as well as to see if the nec essary RMPOS files are available Once communication has been established between the two soft ware programs you need to map the Restaurant Manager data to the appropriate account in QuickBooks Setting up the interface POSQBi1 may be the most cumbersome portion
82. s that might help if this scenario should arise Using a VPN You can try to use a VPN connection where POSQBi is mapped from the store site to the remote location The issue here is the speed that data is transferred Transferring data over a VPN can be extremely slow This method is not recommended due to time issues Using RDP Connection Using a RDP Remote Desktop Protocol requires that QuickBooks and the POSQBi are at the same location Basically the user can log in from a remote location to post data The advantage is RDP can be setup where the user can operate in the background without be intrusive The major draw back is the RDP requires opening ports which can put the sites data integrity at rick i e PCI Compliance Using Logmein Logmein is similar to RDP where as it requires that QuickBooks and the POSQBi are at the same location and a user can log in from a remote location to post data The drawback to this method is that the user may be intrusive to the restaurant computer operation It is important to remember that two factor authentication is used to remain PCI Compliant ASI s Central Manager Using ASI Central Manager allows restaurants to automatically port data to QuickBooks appli cation itself Since POSQBi does not rely on using an import export file to transfer the data it requires very little time to port a day s or week s worth of data in just a few minutes If set up properly the efforts and the cost invol
83. t example discount expenses e discount expenses store e discount expenses store2 e discount expenses store3 e discount expenses store4 1b store account gt accounts are sub ed example storel expenses e store expenses payroll expenses e storel expenses discount expenses e storel expenses miscellaneous expenses The advantage of using la is that you can view the each specific store s discount expenses and also have a consolidated view of all the site s discount expenses While when using 1b you can have the ability to see each store s different expenses as well as the total for the stores expenses Whatever the customer prefers both should work fine For a better set up it is strongly recommended to employ the services of a bookkeeper or a QuickBooks Advisor The quickbooks company file should be placed in the main folder ie main C hatAndChew qbw instead of where QuickBooks usually creates them 2 using different quickbooks company file for each store which should be placed in the store sub folder as the following example shows e main storel ChatAndChew qbw e main store2 ChatAndChew qbw e main store3 ChatAndChew qbw e main store4 ChatAndChew qbw This is not recommended as you would lose the overall view for all the information of the store which normally is very important to head offices accounting department However if preferred by the customer this should work Employing the services of a QuickBooks
84. the employees have been selected highlighted on the list click the QuickBooks Update button to add employees Notes e Only those employees with the status POS would actually be sent to QuickBooks e Employees that will be listed by the interface POSQBi are of those employees that are defined active in the BackOffice as well as the employees whose name has been defined In the picture below we are adding two new employees to QuickBooks that only exist in the Res taurant manager system Status POS Set Up Quickbooks Interface Alicia Harrison ay Smith 8 Both Bittany Capps 21 Both Dani Buco 16 Both David Smith 12 Both Donna Shavitz 4 Both Jack Raffenbeul 0 GB Jay Smith Jerememy Smith Jill Foster YA 13 Both Joe Newman N 6 Both John Raffenbeul 11 Both Justin Brownlee 20 Both Justin Thyme 9 Both Katie Nichols 10 Both Lauren Brownell 3 Both Lisa Borders 1 Both Lisa Jones 14 Both 00 Employee Torwa Faircloth Employees All Employees In POS Only C InPOS amp QB In QB Only QuickBooks Update Adding Job Classes Job classes in Restaurant Manager are listed as Payroll Wage Item in QuickBooks For more infor mation about Job Classes and Payroll Wage Items please refer to the Restaurant Manager and QuickBooks manuals respectively The relationship of the job classes in RMPOS and the Payroll Wage Items list in QuickBooks is also name based that is the link could be
85. the period of the data to be processed Click on the down arrow to produce a pop up calendar You may also enter the date manually in this data entry field Up To field Use to set up the ending date Click on the down arrow to produce a pop up calendar You may also enter the date manually in this data entry field Get Data button Click to retrieve the data for the specified period entered in the From and Up To fields Note The data that will be retrieved although specified in previous steps are still going to be limited up to the last day of the payroll period See the Restaurant Man ager Manual about payroll period set up Show Employee Log used to select and display specific employee log in data using the drop down menu Preview Data checkbox if checked displays a preview of the data before posting to Quick Books i e after selecting the Post to QB button if the Preview Data checkbox is not checked proceeds to posting the current log in data to QuickBooks Note the Preview Data field and Post to QB button remain inactive until the Log In Data window is populated with data When the Get Data button is clicked the Sales Data window will be updated to show the data broken down as an expandable tree view by session If you click on the sign on one of the nodes on the tree view it will be expanded ED In Data 09 19 11 to 10 02 11 je x E Session 138 09 22 11 9 05 17 AM 09 26 11 3 36 52 PM i 0001 L
86. tion and save your changes See the section on Adding Group Sales for detailed information The Item Group Name Grid has only two columns Item Group Name This column displays Group Type names as defined in Res taurant Manager RM BackOffice gt Setup gt Menu gt Group Types Account This column displays the QuickBooks Account the group type has been mapped using the Account Assigned option below The other two setting under are Account Assigned this function utilizes a drop down menu that contains a list of all QuickBooks accounts that can be used to assign group type to The Account Assigned function by default displays all account available in QuickBooks However this function can be configured to display certain account types by right clicking on the field and choosing a specific account type i e income This is convenient when configuring multiple data fields within the same programming session typically occurs with initial installation Save Settings Use this function to save changes and update QuickBooks Set Up Quickbooks Interface Coupons Advertising and Promotion Dessert Food Sales Entree Food Sales Food Food Sales Liquor Lig Sales Pizza Food Sales Sandwiched Food Sales Tax on Gratuity Sales Tax Payable Gratuit E e aie Lig Sales vreo Wings Food Sales Account Assigned Food Sales Payments Tab Options Entries in the Methods of Payment Form in the BackOffice are going to be
87. tip wage item for handling tips as a time entry in the employee time sheet To correct do the following In the interface POSQBi bring up the Set Up dialog Click on the Log Data Tips tab In the box QuickBooks Tip Wage Item to use select a valid item In the box Tip Conv Rate put the conversion rate Click the Save Settings button ee Note See Tip Handling Settings for more information e 3140 Error There is an invalid reference to QuickBooks Payrollltem Wage lt msg gt in the Employees QuickBooks error message Invalid argument The specified record does not exist in the list The interface POSQBi attempted to send employee information to Quick Books but one of the tip wage items named lt msg gt does not exist in QuickBooks To cor rect do the following N Re cy Make sure that the Tip Handling Settings are properly defined and set up Make sure that the all the job classes are properly sent to QuickBooks see Add ing Job Classes and that they contain valid accounts If you need to create the tip wage item see Adding Tip Wage Item in Quick Books e 3000 Error Account name assigned to job class is not found in QuickBooks When adding job classes to QuickBooks the displayed job class is rejected for the reason that the account name being assigned to it is not a valid one that is not found in QuickBooks To correct do either one of the following l 2 W In the interface POSQBi select the
88. uch a person will speed up the installation process and help guarantee the data from Restaurant Manager is being mapped to the correct account in Quick Books Configuring Employee Information Adding employee information is only necessary if you wish to export data i e hours and tip info from Restaurant Manager to QuickBooks If you choose to export this information you will need to QuickBooks to accept the information Below is a list of what you will need to do e Add Tip Wage Items in QuickBooks e Configure tip handling in POSQBi e Consider employee naming conventions e Configure job classes in POSQBi e Add employees via POSQBi Adding Tip Wage Item in QuickBooks For the purpose of recording tips as a time sheet entry in QuickBooks the following procedure may be followed in setting up a wage item for this purpose 1 In QuickBooks user interface click on Lists gt Payroll Item List if prompted for help just click on the No button W ChatandChew QuickBooks Pro 2011 Other Names List Customer amp Vendor Profile Lists gt Templates Memorized Transaction List Ctrl T Add Edit Multiple List Entries 2 Press Ctrl N when Payroll Item List dialog box appears Payroll Item List Sa x Item Name Type A An Ta P AccountID Salary Des ea l l Com a 3 Select Custom Setup then click the Next button Add new payroll item 4 In the Add new payroll item dialog box select the W
89. us updating the job classes and rates that are assigned to the employee s o QB these employees exist only in QuickBooks but not in Restaurant Man ager This could be on cases where some employees are recorded in Quick Books ie Managers whose payroll are not computed based Show Employees this option in filter what information is display on the list o All Employees Displays all employees in QuickBooks and Restaurant Man ager This including QuickBooks employees with no Restaurant Manager employee assignment i e bookkeeper o IN POS amp QB Enabling this function will display employees created in both Restaurant Manager and QuickBooks o IN POS Only Displays employees found only in Restaurant Manager but not QuickBooks You can use this option to verify employee mismatches between the two program or to limit the display when updating QuickBooks o In QB only Display employees found in QuickBooks but no Restaurant Man ager You can use this option to verify employee mismatches between the two program QuickBooks Update Button Use this function to update QuickBooks with tagged employees Note Job classes should be added before performing any operation under this tab Set Up Quickbooks Interface Administrator Alicia Harrison 7 Both ay Smith 8 Both Bittany Capps 21 Both Dani Buco 16 Both David Smith 12 Both Donna Shavitz 4 Bath Jack Raffenbeul 0 QB Jay Smith 2 Both Jerememy Smith 0 QB Jill Foster 13 Both Joe
90. ved for the interface and set up man hour cost it will be easily recovered within a few weeks of man hours saved having bookkeeper or accountant to manually put in these data Central Manager Set Up The data being polled by Central Manager from different sites should be placed on one main folder ie main So if you have four sites your folder set up may look like this main main store 1 main store2 main store3 main store4 POSQBi Set Up To be able to use POSQBi to port data you only need one license but you need to put this licensed SYSCNFG SCR on all the store s data sub folder This way POSQBi would be able to run on the folder where it is installed If for some reason you need a different SY SCNFG SCR to have on the store s folder to perform some functions then you should have multiple licenses of POSQBi for each store so you can do those functions as well as for make POSQBi work For each of the sub folder you need to run POSQBi exe and set up the interface so that it will be able to port the data to quickbooks properly There are two ways to set up the quickbooks 1 using one master quickbooks company file with each store having a sub account for each account POSQB1 is interfacing to This is highly recommended way as this would allow the central office staff to have consolidated reports Two possible ways could also be employed in setting up the quickbooks company file chart of accounts la account gt store sub accoun
91. ves current changes However it does not mean that these changes are saved in QuickBooks too That is unless a prompt to save in QuickBooks is displayed and the user answered affirmatively The following functions will vary with varying setup forms Sorting the Displayed List On some of the Setup Forms clicking on the column headers sorts and or arranges the list according to the column clicked either ascending or descending direction Clicking on the same column header again resorts again on the other direction Selecting Records Rows Where a list is shown clicking on a row selects the row Only on the Employee tab on the Set Up dialog can a multi row selection be per formed by clicking the left mouse button while pressing Shift or Ctrl key or by click ing and dragging the mouse To select all the rows just do a double click QuickBooks Account Types and Filtering On some of the tabs where an account name for assignment is shown an Account Assigned drop menu will be present In the process of mapping accounts you must first select a row on the Setup form and then select the QuickBooks account to map to using the Account Assign drop down menu You can also use this list to view available accounts in QuickBooks Just be careful that no row above has been select highlighted General Tab Options The General setup form provides for the selection of the QuickBooks Company data file that the interface POSQBi would be communicating w
92. was written using both QuickBooks Premier and Pro 2011 In addition the hardware used was Windows amp Pro 32bit and Windows XP Pro The Point of Sale QuickBooks Interface POSQBi was tested on a local machine and across a network Requirements The following sections outline the requirements for a successful Restaurant Manager QuickBooks Interface installation Read through the following requirement sections prior to purchasing and set ting up the interface Restaurant Manager Software The system requirements for the Restaurant Manager software would be as follows e Installed Restaurant Manager Ver 17 RMPOS and BackOffice RMWin Use RMWin build 17 0 2011 06090 or later Older builds used the master password to enter the interface Current builds incorporate the same employee passwords setup in the Employee Setup form In addition there has been a security level option added in station configuration requires admin password e Point of Sale QuickBooks Interface POSQBi Requires POSQBi build 20070003 dated May 2011 or later to work in concert with RMWin builds 17 0 2011 06090 or later For RMPOS BackOffice and POSQBi these applications should be installed by the ASI dealer that provides the system At the very least you should be able to start the following applications from the RMWin folder 1 RMPOS EXE Point Of Sale 2 RMWin EXE BackOffice 3 POSQBi EXE QuickBooks Interface QuickBooks Requirements Restau
93. when operating the inter face but don t be perturbed as once it is set up you may need to change the settings only when nec essary The following steps below summarizes the setup procedure e Getting QuickBooks and Restaurant Manager POSQB1 to communicate e Understanding the POSQBi interface e Mapping Sales Tax and Employee data from Restaurant Manager to QuickBooks Establishing QuickBooks amp Restaurant Manager Com munications Establishing communications between the two software programs is essential The four steps below will guide you through the initial setup process Following these steps will make the transfer of data a relatively seamless process e RM BackOffice Setup configure permissions to access the QuickBooks interface e Install Restaurant Manager POSQBi executable POSQBi executable short cut installed on the computer where QuickBooks resides needed to open the form e Registering POSQBi with QuickBooks allows the POSQBi to communicate with Quick Books e Configuring Access to QuickBooks grants access rights to QuickBooks and establishes cer tain communication parameters i e employee data RM BackOffice Setup You will be prompted to enter a password the first time you try to open the POSQBi interface The POSQBi interface is subject to the same password and security level parameters as any other Res taurant Manager program i e Report Module Therefore you have to set the security level to access t

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