Cash Drawer For QuickBooks
Contents
1. BeginDate 11 1 2004 Figure 1 5 2 Drawer Setup Next go to the Drawer Setup section to set your opening and target balances Figure 1 6 e The Opening Balance is the amount in your cash drawer when you start using the product e Set the Target Balance to the amount usually left in the drawer to start the next day with setting the target balance is simply a default value and can be adjusted daily e In addition set the date you would like to begin processing data with the Cash Drawer Cash Drawer Setup R O rriter Version Drawer Setup Type ae Set Defaults Open Balance 100 00 File Hame Target Balance 100 00 Password f Windows C DOS BeginDate 11 1 2004 Path Figure 1 6 User Manual CASH DRAWER SETUP 3 Email Setup This section allows users to configure the Cash Drawer to send an email with the summary reports attached to a specified email address s Figure 7 If you click on the _Set Defaults 8 button the program will go out and find your outgoing mail server if you have email set up in 22 6 Waiter otherwise you will want to fill this information in Next you will want to fill in the distribution list this is a list of all the people you wish to send the summary reports to Email Setup W Enable Email _ Set Defaults Defaults gt Clear List List _ Remove Item tem Outgoing Mail Server Distribution List Email Address Co Figure 1 7 42. Programs d Click on the Click on the WA TBOffice option in the Programs menu Click on the Cash Drawer option in the TBOffice menu option in the Start menu User Manual CASH DRAWER SETUP Cash Drawer for QuickBooks ake File Configuration Ipet Finalize Thru i sanma TransactionLog T 117172004 S poite pening Daily Drawer Over Deposit 7 Deposit Ticket CASH AND eh About alance Activity Total Short Total Sales Summary Select CASH 0 00 of OOO lt 00 O00 Checks On Hold Finalized CHECKS 0 00 0 00 0 00 gt 0 08 0 00 lt Sales Detail Figure 1 1 The registration screen will appear Figure 1 2 a Registration This form is used to Register CashDrawer for use Once registered you have 30 days to evaluate CashDrawer Please complete the CUSTOMER INFORMATION below review and accept the LICENSE AGREEMENT and click the REGISTER button Once your registration has been processed click the UNLOCK button to fully unlock CUSTOMER INFORMATION PRODUCT INFORMATION COMPANY Automotive User PRODUCT MAME CONTACT VERSION ADDRESS 152 Any Street DAYS REMAINING ADDRESS O SOFTWARE CODE ALCD2 7827 2961 9951 4 PHONE 1113111 1111 222 222 2222 REGISTER CODE EMAIL youremail yourisp com DISTRIBUTOR our Distributor LICENSE AGREEMENT STATUS viga QACEPT ACCEPTED BY 2 O DECLINE DATE 11 08 04 Register UnLock Print Thi
3. El TOTAL 165 67 11701704 11701704 11701704 11701704 11701704 11701704 11701704 Sales Jee CECA ee DDE AOT le GPC Jee ODOFO 2 ete DRE MON User Manual DAILY TRANSACTION PROCESSING Figure 3 6 By clicking the E icon next to the cash amount in the Deposit Total column the Cash Drawer will ask how much cash you would like to leave in the register to begin the next day with Figure 3 4 The program will then calculate the deposited amounts automatically Cash Deposit Calculation How much cash would you like to leave in the drawer Please enter the amount of cash vou would like to leave Pep asl In the drawer and the amount of cash to deposit will be calculated for you r Figure 3 4 Held Checks The Cash Drawer allows users to hold checks from being deposited Admin users can enable the Hold Checks option from the Setup menu By clicking the a icon next to the check s amount in the Deposit Total column the Cash Drawer will allow you to hold a check Figure 3 7 The check will continue to be on hold until it is marked to be deposited at a future date A list of all checks for the day s will appear with the R O the customers name the check and the amount Figure 3 7 CUSTOMER AMOUNT Coe CHECKS FOR DEPOSIT 11 01 04 0045616 KINBACK BOB 7889 11 01 04 0045615 GUTIERREZ BETTY 6552 11 01 04 0045614 GUTIERREZ BETTY 966 11 01 04 0045611 CREEL DR 78 11 01 04 0045605
4. E E EE 19 E E EAE artaacoensceet 20 Toeacion Lor nr a a Ta a Fan nara n aski 21 Pinakain E n ier 2 Prnine Rep rts iom Cash Drawer enana a a 23 CHAPTER 4 FREQUENTLY ASKED QUESTIONS 26 How can Cash Drawer accommodate for counting down several times per day sssns0s00000 26 How can I be sure Cash Drawer is pulling all current transactions over from R O Writer 26 Can PRUs TET days at onte orenian a cena E EE A 26 Hov pO eca ee ere ee nee 27 What kind of maintenance 1s We 6 01 26 geen ee sisirain cierna kie e 27 APPENDIX A CASH DRAWER FOR QUICKBOOKS sssssessssososseocecessssoseeoooossssssecoesssssseeeooss 28 APPENDIX B LICENSE 1 sscsissesssssentscssisssoxesacntaccdsasesssneenssssdsssessasocssaccdsecesaseeasicsdess 33 ia enasi 35 User Manual INTRODUCTION INTRODUCTION Mission Statement Our goal at The Back Office is to provide high quality highly functional software that enables users to be more productive more competitive and most importantly more profitable Keeping in mind that our software handles critical business functions we at The Back Office design all our software to be flexible stable and reliable We stand behind our products and are confident they will meet or exceed expectations What is Cash Drawer Cash Drawer allows users to quickly and easily count down their cash drawer at the end
5. day whether they are payables incurred or checks written to vendors for payables The report groups transactions into two groups invoices and checks The date supplier reference number usually a check P O number and amount are shown 25 User Manual FREQUENTLY ASKED QUESTIONS CHAPTER 4 Frequently Asked Questions How can Cash Drawer accommodate for counting down several times per day Users can go to the Configuration menu select Setup and enable the Allow Shift option see Chapter 1 for more information Enabling this option will attach a shift number to the date every time finalization occurs If you count down your cash drawer multiple times everyday the allow shift option will assign a shift number each time the information is finalized Using this option allows users to accurately track information over different shifts throughout the day Reports Deposit Ticket W Sales Summary We Checks On Hold W Sales Detail W Payments Detail jw Other Fee Detail W Charge Detail if Payables Detail 65 kb Deposit Total 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 l l Drawer Activity Total 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 Opening Balance 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 CASH AND CHECKS CASH CHECKS CREDIT CARDS MSTA CHARG WISA DISCOVER AMERICAN EXPRES ELECTRONIC CHE DINERS CLUB OTHERS OTHER4 OTHERS Finalize Thru af
6. is unwilling to license the software to you Definitions Software shall be taken as referring to the Accounting Link files supplied in the software archive and to any and all copies updates modifications functionally equivalent derivatives or any parts OL portions thereof Licensor shall be taken as referring CO THE BACK OFF ECE EEC Licensee shall be taken as referring to the person or business entity who purchased this License to use this Software or for whom such License was purchased Grant GE License Upon acceptance of the Agreement as evidenced by continuing with the setup procedure THE BACK OFFICE grants Licensee a non transferable non exclusive non sublicensable license to use the enclosed software program the Software COPYrIgNE The Software and the accompanying documentation may not be reproduced in any form except for the sole purpose of making a backup copy for archival purposes You may not reproduce the written documentation accompanying the Software Other Restrictions You may not use copy modify or transfer the Software or any copy modification or merged portion in whole or in part except as expressly provided for in this Agreement Licensee shall not decompile disassemble or reverse engineer any of the software or attempt to do so Licensee shall not rent lease sublicense or transfer the Software Proprietary Rights Other than any license granted herein Licensor retains exclusive propriet
7. of each business day or multiple times through out the business day if they choose to set up the shift option What is Cash Drawer for QuickBooks Cash Drawer for QuickBooks allows users to quickly and easily count down their cash drawer at the end of each business day or multiple times through out the business day if they choose to set up the shift option and transfer their information to QuickBooks with the click of a button Who is The Back Office LLC The Cash Drawer was written by a CPA the founder of The Back Office and is supported by accounting professionals who have experience with automotive industry accounting issues We pride ourselves on superior customer service and support and we will be with you to provide ongoing technical support What kind of support is offered with Cash Drawer THE BACK OFFICE prides itself on superior personalized customer support for all of our products Installation setup and configuration will be provided by your amp 0 zezex distributor We will provide you with ongoing technical product support as you need it How can I reach The Back Office if I have questions We can be easily reached toll free at 1 866 964 9699 You can also email us at billf tboffice net fax us at 515 964 5779 or check out our website at www tboffice net User Manual CASH DRAWER SETUP CHAPTER 1 Basic CASH DRAWER Setup There are four basic steps involved in the setup of Cash Drawer 1 Installing Cash Draw
8. payment type and the Account they would like the transaction changed to Click Save to record the adjustment A log of adjustment transactions will be kept in this screen so users can view them The effect of the transaction will be added to the daily summary totals in the main Cash Drawer screen Note After making adjustments users will be required to process the day again so any changes made will be reflected Paid In Out Payment Type gt Psid Out Paidin casn o Date 11 8 2004 Account Amount 505200 505221 gt Description 6 556 ACCOUNT AMOUNT DESCRIPTION Zee CACA eee Bo foe ee Go Boe eee ie OO ao aoa Figure 3 12 19 User Manual DAILY TRANSACTION PROCESSING You can add a new supplier in the Paid In Out option by clicking the gl icon next to the Paid To Rec d From box The Supplier List screen will appear Figure 3 13 Type in a supplier ID this is a short abbreviation to identify the supplier next type in the supplier name click save and then close and you have just added a new supplier for your Paid In Outs You can also add a new account in the Paid In Out option by clicking the icon next to the Account box The Account List screen will appear Figure 3 14 Type in an account ID this is the account number to identify the account next type in a description of the account click save and then close and you have just added a new acco
9. the various methods of payment as reported by K 0 Wreter e The Drawer Total column is the amounts in the Opening Balance column plus the amounts in the Daily Activity column to represent what should be in your drawer at the end of the day Any differences reflect an Over Short variance e After counting the actual cash drawer down enter the amounts of cash verify checks and credit card charges in the Drawer Total column Any differences will be automatically calculated and reflected in the Over Short column e Notice the user below has entered the drawer total for the cash checks and credit cards 14 User Manual DAILY TRANSACTION PROCESSING Cash Drawer for QuickBooks File Configuration Paid In Out Help 117172004 Opening Daily CASH AND CHECKS Balance Activity Select CASH 100 00 CHECKS 0 00 CREDIT CARDS MASTER CRD 0 00 DISCOWER 0 00 AMERICAN EXPRES 0 00 DINERS CLUB 0 00 MIDAS CRED CARD 0 00 ELECTRONIC 0 00 HOLD 0 00 IM Deposit Ticket Sales Summary Checks On Hold Sales Detail Payment Detail Other Fee Detail Charge Detail Payables Detail E Finalized ol lt e re e ne e re TOTALS 978 63 1 078 63 Managers Remarks Wersion 2 1 1 E C Program Files T E OfficesCashDrawernD ata 0 25 2004 4 05 03 PM 11 12 2004 2 55 04 PM Figure 3 2 By clicking the E icon next to the cash amount in the Drawer Total column the Cash Drawe
10. 2 2004 03 01 04 Shift 3 03 01 04 Shift 2 03701704 Shift 1 0 00 0 00 0 00 OTHERE 0 00 0 00 TOTALS 0 00 0 00 Finalize How can I be sure the Cash Drawer is pulling all current transactions over from 22 6 Weetex When the Cash Drawer program is opened it automatically pulls over all current information recorded in 22 6 Wr ter Users can also go to the Configuration menu and click the Refresh option This will bring over all the current transactions entered in 75 6 Waiter Also compare 5 60 Waiter sales reports to the reports before finalizing Can I finalize multiple days at once Yes in the Finalize Thru drop down box you can select today or yesterday and it will pull all dates with activity prior to yesterday or today or you can select the most current date to today and it will do the same thing 26 User Manual FREQUENTLY ASKED QUESTIONS How do I contact technical support If you need technical support regarding the Accounting Link please contact THE BACK OFFICE LLC Phone 515 964 8261 or 1 866 964 9699 Fax 515 964 5779 Email support tboffice net What kind of maintenance is required THE BACK OFFICE charges an annual maintenance fee for its products Included with the purchase of Cash Drawer is one year of free maintenance and support After the 1 year THE BACK OFFICE will send the customer an Annual Support Agreement This annual maintenance fee includes
11. CASH DRAWER and CASH DRAWER for QUICKBOOKS Users Manual Increase your back office efficiency and accuracy by integrating R O Writer with your accounting system Licensed to The Back Office Version Pow fered By Cash Dra wer for QuickBooks H IEHL E User Manual TABLE OF CONTENTS Copyright 2000 2004 THE BACK OFFICE All rights reserved No part of this publication may be reproduced stored in a retrieval system or transmitted in any form or by any means electronic mechanical photocopying recording or otherwise without the prior written consent of THE BACK OFFICE 1609 N Ankeny Blvd Suite 100 Ankeny IA 50021 The software described in this document is furnished under a license and may be used or copied only in accordance with terms of that license Trademarks MS Access is a trademark of Microsoft Corporation K 0 z tex is a trademark of Progressive Automotive Systems All other names are trademarks or registered trademarks of their respective manufacturers All trademarks are the property of the respective companies QuickBooks is a registered trademark and service mark of Intuit Inc in the United States and other countries For use with U S Editions of QuickBooks 2002 2004 The Back Office LLC is not a part of nor affiliated with Intuit Inc Changes The material in this document is for information only and is subject to change without notice While reasonable efforts have been ma
12. COPPER JOHN 5698 11701704 0045603 COBB LESTER B32 K FS K E 11 01 04 0045602 JOHNSON SHARON 1234 TOTAL 165 67 Figure 3 7 17 User Manual DAILY TRANSACTION PROCESSING To put a check on hold simply uncheck the box next to the check s you wish to hold back from the deposit This will leave the specified check s out of the amount deposited for the day When you have selected the check s you would like to put on hold click the egies icon at the top of the screen All checks on hold will appear at the bottom of the screen Figure 3 8 Click the save changes and exit this screen button at the top of the screen to Check Listing 53096 A Save Cloze DEPOSIT DATE AO CUSTOMER CHECK CHECES FOR DEPOSIT 11701704 0045602 JOHNSON SHARON 4 12 50 11 01 04 0045603 COBB LESTER B32 1 12 50 11701704 0045605 COPPER JOHN 5698 21 64 11701704 0045611 CREER CDR 54 21 64 11701704 0045614 GUTIERREZ BETTY J66 21 64 11701704 0045616 EIN BACK BOB rood 54 11 TOTAL 144 03 AMOUNT CHECKS ON HOLD GUTIERREZ BETTY S552 11701704 0045615 TOTAL 21 64 Figure 3 8 Edit Payments By clicking the Exit Payments icon in the Daily Activity column the Cash Drawer allows you to change the payment type of a payment received You can do this by double clicking on a specific line item Figure 3 10 Paym
13. Options The Options Section Figure 1 8 allows users to choose different options to enable Detailed procedures on how each option is used in daily processing can be found in Chapter 2 Page 13 e Allow shit _ Allows users to keep track of cash collected during different shifts throughout the day Every time information is processed a shift number will be attached o Allow Paidirn Out Allows users to add paid in and paid out transactions e Allow Checkls _ Allows users to adjust the total amounts received via check e D Allow HoldChecklsE _ Allows users to hold checks in the drawer and thus keep them undeposited e llow Edit Payment s Allows users to edit payments Farce Cash Count _ Forces users to count the amount of each type of bill and coin collected User Manual CASH DRAWER SETUP To enable any of these options click the box next to the specified option Options Allow Shift Allow Paid In Out Allow Adjust Checks Allow Hold Checks Force Cash Count Figure 1 8 5 Credit Cards The Credit Card options are related to payments received via credit cards and how they are treated in the Cash Drawer Figure 1 9 e Auto Complete Drawer Automatically adds the amount collected in credit cards to the Drawer Total e Auto Complete Deposit _ Automatically adds the amount collected in credit cards to the Deposit Total e Allow EaitDrawer _ Allows users to edit the am
14. al Short Total Sales Summary Ci 0 00 0 00 ooj 0 00 ooj M Checks On Hold Fin TE 0 00 aof oofa 008 aoo 2 Sales Detail Figure 1 3 The Cash Drawer Setup Screen will appear Figure 1 4 Ss Cash Drawer Setup R O Writer Version Drawer Setup Type 9 Set Defaults Open Balance 100 00 fe fence Target Balance 100 00 Password OO Windows e DOS Begin Date 11 1 2004 Path Email Setup Enable Email Set Defaults Clear Lis Remove tem Options Allow Shift Credit Cards Accounting Link Allow Paid In Out Auto Complete Drawer Location IZ M Upload Allow Adjust Check 3 m Auto Gallas Hee M Allow Hold Check s Esport Path Allow Edit Payment s Force Cash Count Allows E dit ae Class Sales Tax Vendor Figure 1 4 User Manual CASH DRAWER SETUP There are seven if you are using Cash Drawer for QuickBooks areas of configuration and setup 1 2 0 Writer Version You need to direct Cash Drawer to read information from the current amp 0 Waiter database you are using Figure 1 5 By clicking on the icon next to the Type field you can browse to your 7 6 Writer database If 22 6 We ter is already installed click on the program will go out and automatically find the amp 0 Weetex database button and the Cash Drawer Setup RO Writer Yersion Type T Set Defaults Upen Balance File Hame Target Balance O Windows CO DOS
15. ary rights including all rights title and interest in the Software Licensee agrees not to represent that the Licensor is affiliated with or approves of Licensee s application software in any way Licensee shall not use Licensor s name trademarks or any Licensor designation in association with Licensee s application software Termination This license is effective until terminated Licensee may terminate it at any time by destroying all copies of the Software covered by this Agreement and all support files generated by the Software It will also terminate if Licensee fails to comply with any term or condition of this Agreement Licensee agrees that upon such termination to destroy this Software including all copies functionally egquivalent derivatives and all POLL TONS and modifications thereof in any form Warranties Disclaimers 34 User Manual APPENDIX B THIS SOFTWARE IS PROVIDED AS 15 WITHOUT WARRANTY OF ANY KIND EITHER EXPRESSED OR IMPLIED INCLUDING BUT NOT LIMITED TO THE IMPLIED WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE THE ENTIRE RISK AS TO THE QUALITY AND PERFORMANCE OF THE SOFTWARE IS WITH YOU SHOULD THE SOFTWARE PROVE DEFECTIVE YOU NOT THE BACK OFFICE LLC ASSUME THE ENTIRE COST OF ALL NECESSARY SERVICING REPAIR OR CORRECTION The Back Office does not warrant that the functions contained in this Software will meet your requirements or that the operation of this Software will be uninterrup
16. de in the preparation of this document to assure its accuracy THE BACK OFFICE assumes no liability resulting from errors or omissions in this document or from the use of the information contained herein User Manual TABLE OF CONTENTS CONTENTS E T EE T O 3 l E 7 0 E E 3 T es gee ets ges E nest E E E E ee 3 What is Cash Drawer for QuickBooks sosenssensesenssenssessesersssrsssersscreserssserssersserssseresereseresseree 3 Whois The Back OMice Noa es aan cen cscsetoes bed d a r aas a ea a aE Ta e EEEn EENE ETS 3 What kind of support is offered with Cash Drawer ososooeeeeeeneeensesssssssssssereerereeesssssssssssseeees 3 How can I reach The Back Office LLC if I have Questions ee ecccccccccceesseesseeeeeeeeeeeeeees 3 CHAPTER 1 BASIC CASH DRAWER 1 4 How do I setup Cash Drawer E Oe AE 4 rca tases retest case Ee rE 5 Setup and 6 ash onai ViN CnN enina KENEN SANEM i 7 Sel p or Addtional AE aN EE NESNA 11 CHAPTER 2 ACCESSING CASH DRAWER sssesooosocesesssssecccssssssososocesessssseessssssssssssssessses 13 How do I open the Cash Drawer 8 13 Be 7 7 7 13 CHAPTER 3 DAILY TRANSACTION 14 How do I utilize Cash Drawer E ne peasa ea dyee he eaessaeseee en Sea 14 3 aE EE E lt PEE E PEE EEA E 9 17 ECE E AE E E E 18 1 E a ese eos E E
17. e Vendors tab Figure 4 12 E Account Assignment Diew QuickBooks F Update QuickBooks __ N Vendors Supplier ID Supplier Name QuickBooks Vendor EXD EXIDE EXIDE FST FIRES TONE FIRES TONE MID MIDAS MIDAS Pial Pil Pral Figure A 12 If you click on the View QuickBooks menu option Figure A 3 it will bring up your chart of accounts and you can drag and drop your vendors to match your vendors already set up in amp 0 Waiter Activity Account Cash Account Petty Cash Account Figure A 13 You have just successfully set up Cash Drawer for QuickBooks to automatically send your information from Cash Drawer to your QuickBooks Company with the click of a button 33 User Manual APPENDIX B APPENDIX B LICENSE AGREEMENT IMPORTANT Please read the following License Agreement thoroughly If you Accept the agreement click on the Accept button To cancel the installation click on the Decline HUET OM This is a legal agreement between Licensee and THE BACK OFFICE LLC THE BACK OPEL Reeds THE BACK OFFICE is willing to license this software to you only upon the condition that you accept all of the terms and conditions contained in the following license agreement Please read the terms and conditions carefully as continuing with the setup procedure will indicate your acceptance of all of the terms and conditions of the license agreement agreement 15 you do not agree to the terms and conditions THE BACK OFFICE
18. e to recreate the malfunction error or problem General The Back Office shall have no responsibility for hardware or software which has been subject to improper use accident neglect or modification It is beyond the scope of support provided by The Back Office to train and or Support software not manufactured buy us including but not limited to Microsoft Windows Microsoft Internet Explorer and PCAnywhere Enhancements and Releases The Back Office may from time to time at its discretion issue Enhancements Releases and Database Updates to improve functionality and useful of the Software Licensee will receive via internet at no charge all Updates to the Software issued by The Back Office during the term of this agreement Such Updates will be distributed to the Licensee within 12 months after The Back Office has made it available to Licensee The Back Office will have no further obligation to provide support on those parts of the software updated by such update 36
19. ens See attached document for install setup screens 1 Cash Drawer Setup This a welcome screen Click Next to continue 2 License Agreement Click in the appropriate box if you agree to the terms of the agreement and then Next to continue 3 User Information Prompts you to enter your name and the company s name Click Next after entering this information 4 Installation Folder the folder the program will be stored in Click Next to continue 5 Shortcut Folder Shows where the shortcut to the program will be saved Click in the appropriate box if you want the shortcut to be available to all users or just the current user Click Next to continue 6 Ready to Install Click Install to begin the installation 7 Installing Cash Drawer The program will begin its installation A progress indicator will be displayed as the program installs 8 Installation Complete Installation is done click Finish to end Registering Cash Drawer In order to use Cash Drawer you must register it Registering the product allows you to keep users up to date for support and maintenance purposes To register open Cash Drawer and go to the Help menu at the top of the screen and choose Register Figure 1 1 To open the Cash Drawer program do one of the following a Double click on the Cash Drawer icon on your Windows desktop OR b Click on the start button in the lower left corner of the screen
20. ents Received Payment Type Customer LANPHIER WwENDIE FIEL PEAS AND AP CENI S VISA MASTER CAD DISCOWER E Femo AMERICAN ESPRES EINES CLUE MIDAS CRED CARD TYPE REFERENCE SOURCE DATE BERENS RO CUSTOMER Cuero Cash Cash Advance 11701704 0100519 ONC Cash Cash Paid Out 11701704 AA Pil 00 Cash Cash Paid Out 11701704 AA Pil 50 00 Cash Cash Sales 11 01 04 0045607 LANPHIER ENDIE 12 50 Cash Cash Sales 11701704 0045612 CONIME TOM 40 4 Cash Cash Sales 11701704 0045613 COULTER STACEY 12 50 Cash Cash Sales 11701704 0045617 GOODRUM JANICE 19 95 Cash Cash Sales 11701704 004561 GERBER JOHN 12 50 Cash Cash Sales 11701704 00000OS 4 DURAN 16 75 Check 4 Sales 11701704 0045602 JOHNSON SHARON 12 50 Check 473 Sales 11701704 0045611 CREEL DR 21 64 Figure 3 10 18 User Manual DAILY TRANSACTION PROCESSING Paid In Out To access the Paid In Out screen Figure 3 11 click on the Paid in out menu option at the top of the main screen in the Cash Drawer Cash Drawer for QuickBooks pPaid In Out Help Finalize Thru 11 2004 CASH AND CHECKS Select gt CASH CHECKS Finalized Figure 3 11 The paid in out screen will appear Figure 3 12 Choose Paid In or Paid Out and a supplier from the Paid To Rec d From window enter the amount the date a description the
21. eposited Funds A 0O Undeposited Funds A Checking Account Checking Account El Account Type Other Current Asset Accounts Receiable A 0 Accounts Recenvable AUY Employee Advances Employee Advances Inventory Inventory Account Type Other Asset Office Equipment Office Equipment Shop Equipment Shop Equipment Vehicle Vehicle Account Type Accounts Payable Accounts Payable Accounts Payable Figure 4 6 If you do not already have a chart of accounts set up in QuickBooks then you click the Update QuickBooks menu Figure A 9 to update the chart of accounts in QuickBooks Activity Account Cash Account Fetty Cash Account FigureA 9 You can map your expense accounts to QuickBooks by clicking on the Expense Accounts tab Figure A 10 E Account Assignment Zien QuickBooks F Update QuickBooks Expense Account Account Name Account Description INVENTORY INVENTORY INVENTORY FOS 6O00 505603 FOS 600 505603 FREIGHT FOS S00 50557 0 FOS S00 50557 0 VEHICLE MAINTEN AO Z00 505221 AOS Z00 505221 MISC SHOP EXP Figure A 10 32 User Manual APENDIX A If you click on the View QuickBooks menu option Figure A it will bring up your chart of accounts and you can drag and drop your expense accounts to match your expense accounts already set up in 6 Wrter Activity Account Cash Account Fetty Cash Account Figure 4 11 You can map your vendors to QuickBooks by clicking on th
22. er 2 Registering Cash Drawer 3 Set up and configuration of Cash Drawer 4 Set up of additional users Installing Cash Drawer Put the Cash Drawer CD in the proper drive the screen shown below will appear Click on Cash Drawer for QuickBooks Full Install Update to begin installing the program The Back Office Install CD Powered By The Back Office Accounting Link Professional Full InstallUpdate Accounting Link is an easy to use software program that allows users to integrate RO Whiter into their accounting system The Accounting Link acts as a bridge sending information trom the point of sale to the accounting system saving valuable time and eliminating errors Quick Reference Guide User Manual ash Drawer or Cash Drawer for QuickB ooksXFull Install Update Str 0337 count down their cash drawer at the end of eich business day anc optionally send information to QuickBooks with a click of a button Quick Installation Guide Quick Reference Guide User Manual OTHER Applications 4 Access 2000 Runtime Install if you do not already have Microsoft Access 2000 on your PC Note If MDAC Jet 4 0 and Visual Basic Runtime are not current the program will prompt you to install them Once this is done it will make you restart the setup 4 User Manual CASH DRAWER SETUP Next you will be prompted through several Cash Drawer install setup screens The following is a chronological list of those scre
23. in the Security Check screen that displays then the program starts Figure 2 1 Security Check UserID Password password Cancel Figure 2 1 e Select a user from the drop down list next to UserID e Type the correct password for that user in the text box labeled Password Note The default UserID is TBO and the default password is password The default UserID cannot be deleted but the administrative password can be changed as needed 13 User Manual DAILY TRANSACTION PROCESSING CHAPTER 3 Daily Transaction Processing Daily Processing Select the date you would like to process from the Finalize Thru menu in the upper left corner and click the Select button Selecting a day will gather information from amp O Writer regarding sales payments collected and any payables incurred transactions for the selected day s Figure 3 1 You can either choose a specific date or you can choose today or yesterday depending on what date you are doing your reconciling Finalize Thru 117172004 TODAY A 117572004 1176 2004 Figure 3 1 Viewing Interpreting and Editing Information e The Cash Drawer screen shows users a summary of payment activity Figure 3 2 e The Opening Balance column represents the amount of Cash Checks and Charge receipts that were in the drawer and undeposited at the beginning of the day e The Daily Activity column summarizes the amounts received from
24. ited Furnds A 0 Undeposited Funds A Undeposited Furnds RO W Undeposited Funds A 0a Undeposited Furnds A 0w Undeposited Funds A Checking Account Fetty Cash Undeposited Funds A 0 Undeposited Funds A 0 Undeposited Funds A 0 Undeposited Funds A 0 Undeposited Funds A 0w Unideposited Funds A 0 Unideposited Funds A 0 Undeposited Funds A 0 Undeposited Funds A 0w Urideposited Funds A 0 Cash Account Fetty Cash Account Credit Card 1 Credit Card 2 Credit Card 3 Credit Card 4 Credit Card 5 Credit Card 6 Credit Card 7 Credit Card 8 Credit Card 9 Undeposited Funds Accounts Receiable A 0w Inventory Accounts Payable Accounts Recewable A 0w Inventor Accounts Payable Accounts Receivable Inventor Accounts Payable Figure A 6 If you click on the View QuickBooks menu Figure A 7 it will bring your current QuickBooks chart of accounts into view Click the 5 ssh Lst button to pull over your chart of accounts from QuickBooks Figure A 8 Here you will be able to assign you chart of accounts by dragging and dropping your current accounts from QuickBooks into the Cash Drawer Activity List Cash Account Fetty Cash Account Figure A 7 31 User Manual APENDIX A QuickBooks Chart Of Accounts Aa Alcon 0 POL seveciiesr Refresh List Account 1 Account Name Account Description Account Type Checking or Savings Petty Cash Petty Cash Und
25. nalize To finalize select the icon You will be reminded that once finalized information can t be changed for the selected day s Figure 3 19 22 User Manual DAILY TRANSACTION PROCESSING Confirm Finalize Once Finalized information can not be changed Do you want to continue bo Finalize Mo Figure 3 19 If you are using Cash Drawer for QuickBooks and you set up the QuickBooks configuration in the setup menu the system will ask you if you wish to send your data to QuickBooks software Figure 3 20 Choose Yes and the information will be transferred from Cash Drawer to QuickBooks Do you want to send your data to QuickBooks Software Yes flo Figure 3 20 Cash Drawer will then ask you if you wish to review a detailed journal before sending your data to QuickBooks Figure 3 21 This is optional but 11 you choose to do so then click Yes REVIEW DETAIL Would vou like bo review detailed journal before sending your data to QuickBooks Software Mo Figure 3 21 If you choose Yes the system will allow you to review the journal by line item to find any mistakes that may have been made When you close the reports the system will ask you if you wish to send your data to QuickBooks software Figure 3 20 above If you choose No the system will build your deposit and allow you to print a preprinted deposit slip right from your computer It also allows you to review and p
26. nditions Licensee further agrees that this is the complete and exclusive statement of the agreement between us which supercedes any proposal or prior agreement oral or written and any other communications between us relating to the subject matter of this agreement TALS Agreement will be governed by the laws Or the Towa USA If you Accept the agreement click on the Accept button To cancel the installation click on the Decline button 35 User Manual APPENDIX C APPENDIX C SUPPORT AGREEMENT The Back Office shall provide support and updates for the above referenced Software subject to the following conditions Remote Support The Back Office agrees to make available to Licensee telephone and or electronic support during The Back Office s normal business hours 8 00am to 5 00pm Central time Monday through Friday excluding holidays Licensee must have Internet connection and a working copy of PCAnywhere or other acceptable remote desktop sharing software for use in diagnosing problems Fees Licensee agrees to pay The Back Office an annual fee for support in accordance with the charges referenced above All fees are payable in advance at the time of signature of this agreement Malfunction Correction The Back Office will provide a reasonable resolution or fix to Software malfunctions errors or problems ina timely manner The Licensee must provide adequate information and documentation to enable The Back Offic
27. oj 0 00 Checks On Hold Finge peers 0 00 0 00 0 00 gt 0 00 0 00 gt Sales Detail Figure 1 15 The Users screen will appear Figure 1 16 and you can begin adding additional users e Enter a User ID three characters Description and Password for the additional user e If you want the user to have Admin rights click on the box next to Admin at the bottom of the screen Users with Admin rights will have access to the configuration and setup screens while users without Admin rights will only have access to the Cash Drawer Sales Summary and Transaction Log screens e If you want the user to have exporting right click on the box next to Export at the bottom of the screen Users with Export rights will have access to export information from Cash Drawer to QuickBooks 11 User Manual CASH DRAWER SETUP SELECT User TR Administrator Figure 1 16 12 User Manual ACCESSING CASH DRAWER CHAPTER 2 Accessing CASH DRAWER Opening Cash Drawer To open Cash Drawer do one of the following ye rk a Click on the 8h Drawer icon on your Windows desktop OR b Click on the start button in the lower left corner of the screen Programs d l l Click on the option in the Start menu Click on the I TOffice option in the Programs menu Click on the Cash Drawer option in the TBOffice menu Logging into Cash Drawer To open Cash Drawer you must enter a UserID and password
28. ounts collected in credit cards e Allow EaitDepasit _ Allows users to edit the amount of credit card charges deposited for the day To enable any of these options click the box next to the specified option Credit Cards Auto Complete Drawer Auto Complete Deposit Allow Edit Drawer Allow Edit Deposit Figure 1 9 6 Accounting Link This setup step is optional and will be set up by THE BACK OFFICE Technical support is available to assist users with this step and can be reached at 1 866 964 9699 Users can configure Cash Drawer to interface with Accounting Link Figure 1 10 This can make keeping track of adjustments and petty cash in their accounting system easier 10 User Manual CASH DRAWER SETUP The Location ID and Export Path boxes help you map information from the Cash Drawer to the Accounting Link Click the el button under Export Path to browse to the TBOffice TBOLink Data folder Accounting Link Location ID Upload Export Path Figure 1 10 7 See APPENDIX C for set up of the QuickBooks section Set up of Additional Users The Cash Drawer allows for the setup of additional users and passwords e From the Cash Drawer Main Screen select Configuration then select Maintain Users Figure 1 15 Cash Drawer for OuickBooks Siz x Heports 11 Opening Daily Drawer Over Deposit Deposit Ticket AND CHECKS Balance Activity Total Short Total Sales Summary 0 00 0 00 o
29. r will prompt users to count bills and coins by type and quantity Figure 3 3 Admin users can make this procedure mandatory by enabling the Force Cash Count option in the Setup menu Currency Hundreds Fifties Twenties Tens Fives Ones Coin s Halves Dimes Pennies Total Cash Figure 3 3 15 DAILY TRANSACTION PROCESSING User Manual By clicking the E icon next to the check s amount in the Drawer Total column the Cash Drawer will allow you to see all the checks entered for that day and make any adjustments needed Figure 3 5 AMOUNT Figure 3 5 CUSTOMER RIN BACK BOB GUTIERREZ BETTY GUTIERREZ BETTY CREEL DR LOPPER JOHN COBB LESTER JOHNSON SHARON 0045616 0045615 0045614 0045611 0045605 0045603 0045602 Check Listing SOURCE TOTAL 165 67 11701704 11701704 11701704 11701704 11701704 11701704 11701704 Sales Sales Sales S ales 5 ales 5 ales Sales Je CHCA OO DRE ales REO Jef eee fe edi fe fear By double clicking on a specific line item you can make adjustments to the check amount Figure 3 6 Check 7889 Date 11740172004 Clear AMOUNT 16 Check Listing Customer KINBACK BOB FBP FOP REAR DOLLAR G ANO ELEVEN LENIS CUSTOMER KINBACK BOBE GUTIERREZ BETTY GUTIERREZ BETTY CREEL DR COPPER JOHN COBB LESTER JOHNSON SHARON 0045616 0045615 0045614 0045611 0045605 0045603 0045602 Mena SOURCE
30. rint reports After Finalizing you can still view that day s data but you won t be allowed to edit it To view select the day s from the Finalized and that days data can be viewed in the Cash Drawer Sales Summary and or Transaction Log screens Figure 3 22 23 User Manual DAILY TRANSACTION PROCESSING Cash Drawer for QuickBooks 1 Oo x File Configuration Help Finalize Thru Cash Drawer 5 Reports 11 2 2004 Opening Daily Drawer Over Deposit Deposit Ticket CASH AND CHECKS Balance Activity Total Short Total Sales Summary select CASH 100 00 152 67 252 67 gt 0 00 15267 2 Checks On Hold CHECKIS 0 00 165 67 2 0 00 E Sales Detail i m 11 01 04 CREDIT CARDS Fayments Detail Other Fee Detail YISA MASTER CAD 0 00 299 08 299 08 0 00 299 0 Charge Detail DISCOVER 0 00 119 14 1131 0 00 TES e AMERICAN EXPRES 0 00 242 07 242 0 0 00 242 0 DINERS CLUB 0 00 0 00 0 00 MIDAS CRED CARD 0 00 0 00 0 00 pein ELECTRONIC 0 00 0 00 0 00 HOLD Finalize TOTALS Managers Remarks TBO Version 2 1 1 GC Program Files BOffice CashD rawer D ata 5 2004 4 05 03 PM 1171172004 4 50 56 PM Figure 3 22 Printing Reports from the Cash Drawer The Cash Drawer allows users to print up to seven different reports regarding the day s transactions The Reports option is located on the right side of the screen Figure 3 23 Reports mw Deposit Ticket iw Sales Summary Check
31. s On Hold Sales Detail Payments Collected DATE RO PARTS LABOR SUBLET OTHERS TOTAL Sales Total Sales 2 190 46 f Other Fees f Charges 7 Accounts Payable Payments Detail Other Fee Detail Charge Detail Payables Detail E Print 1675 12 50 12 50 4 47 1 Bd 2141 50 12 50 11944 242 07 199 08 21 4 0 7 1 24 0 00 0 00 1 46 1 65 12 17 0 00 5 569 15 10 4 12 1 65 4412 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 0 00 12 50 12 50 5 00 0 00 51 56 12 50 44 50 44 00 145 00 0 00 36 36 12 50 15 51 0 00 0 00 r 99 19 99 147 47 0 00 63 95 182 97 49 96 19 99 49 99 0 00 oo00005 0045602 0045603 0045604 0045605 0045606 0045607 0045606 0045609 0045610 0045611 0045612 004561 3 134 4 110104 1101 04 11 0104 44 01 04 1101 04 1101 04 11 01 04 11401704 11 01 04 110104 4 Managers Remarks TBO Version 2 1 1 1171172004 44 31 GC Program Files BOffice CashD rawer D ata 5 2004 4 05 03 PM Figure 3 18 Finalizing Daily Activity Once you have looked over the Summary and Transaction Log screens and or made any adjustments you are ready to finalize the day If you have configured the Cash Drawer to interface with the Accounting Link any amounts adjusted in the Cash Drawer will show up as adjusting journal entries in the Accounting Link Se eee Fi
32. s On Hold iw Sales Detail mw Payments Detail w Other Fee Detail iw Charge Detail mw Payables Detail Figure 3 23 24 User Manual DAILY TRANSACTION PROCESSING e Deposit Ticket This report allows users to print a deposit slip representing all the funds that were selected for deposit for the day Users can even get QuickBooks pre printed deposit slip forms that match up to this report thus eliminating the need to manually write out a deposit slip e Sales Summary This report will display all the information from the Sales Summary Tab in a printer friendly format e Checks on Hold This report will display all the checks that were placed on hold while processing the specific day s activity e Sales Detail This report prepares a list of all the individual sales for the day It displays customer names R O numbers and the sales totals for each customer e Payments Detail This report displays information for all payments collected for the day Different payment sources are grouped together and information about the source R O number customer and amounts received are also displayed e Other Fee Detail This report displays other fees such as tire disposal and other fee types that were added to an R O Writer ticket e Charge Detail This report displays all charges that were charged on account by customer e Payables Detail The payables detail report displays information about accounts payable transactions for the
33. s Solutions Marketplace Allow this application to access Social Security Numbers customer credit card information and other personal data what does this mean Figure A 2 28 User Manual APENDIX A 9 A Confirm to Proceed box will pop up and ask you if you are sure you want to allow this access say Yes here In Cash Drawer say Ok to Connection was SUCCESSFUL This will test to be sure that you are pointing to the correct QuickBooks Company In QuickBooks login as Admin in single user mode Go to edit preferences click on Integrated Applications on the left hand side Next you will want to click on the Company Preferences tab Figure A 3 Select Accounting Link and click Properties to the right Preferences 4sk a help question Ask l My Preferences Company Preferences 0 You can manage all applications that interact with this QuickBooks company File Accounting Cancel 6 Notify the user before running any application whose certificate has expired Checking Default Applications that have previously requested access to this company File PA Allow Access icati Also See Desktop General Help Connection VIEW Remove Service Finance Charge Ta To learn more about applications khak integrate with QuickBooks go to the QuickBooks Solutions Marketplace Integrated pplications Figure A 3 In Properties the fir
34. s Summary Shop Supplies oon Sales Advances Paid IntQut Receivable Totals Tax Withheld 164 67 100 00 Other Fees Discounts Checks 165 67 0 00 1 Print AR Payments Credit 560 79 100 00 Credit Charges Total 590 63 200 00 Advance Pay Paid Inout Total Sales and Other RO Summary Repair Orders Sale Per RO Taxy 103 92 Sale Per RO wv Tax 109 02 Managers Remarks TBO Version 2 1 1 GC Program Files BOffice CashD rawer D ata 5 2004 4 05 03 PM 1171172004 4 47 12 PM Figure 3 16 Transaction Log Screen The Transaction Log Figure 3 17 screen can be accessed by clicking the Transaction Log tab on the top of the screen Cash Drawer for QuickBooks File Configuration Paid In Out Help Select Log Payments T amp amp Sales Uther Fees Charges Ac Finalize Thru 11 2004 Select gt Figure 3 17 21 User Manual DAILY TRANSACTION PROCESSING The Transaction Log screen Figure 3 18 shows users individual transactions in 5 different categories Sales Payments Collected Other Fees Charges and Accounts Payable This screen allows users to see in greater detail how totals in the Cash Drawer and Sales Summary screens were calculated Cash Drawer for QuickBooks Fil Configuration P Paid In Out Help Select Log of Sales Finalize Thru 11 1 2004 Select Finalized Reports Deposit Ticket Sales Summary Check
35. s is full version of CashDrawer 1208 24 PM 11 8 2004 Figure 1 2 Enter all of the Company and Contact information in the appropriate fields and then select the Accept option in the lower left corner of the screen You can click on the View button to view the full license agreement Fill in the Accepted by name and date Make sure that you use a valid email address that you can check from the computer you are installing the program on Verify that you are connected to the Internet and click the Register icon to send the registration information to THE BACK OFFICE The Status screen will display the progress of the registration Once you have completed these steps a verification email will be sent from THE BACK OFFICE to the email address that was entered in the Registration screen This email verifies that you have attempted to register the product Once the order has been confirmed with the reseller you will receive email notification with instructions on how to unlock the product User Manual CASH DRAWER SETUP Set up and configuration of Cash Drawer The following steps involve setting up your store information and configuring the product To begin select the Configuration menu at the top of the screen Figure 1 3 Select Setup from the list Cash Drawer for QuickBooks Le pei ee Help Sales Summary TransactionLog Opening Daily Drawer Overs Deposit Deposit Ticket Balance Activity Tot
36. st box should be checked Figure A 4 11 it is not checked check it now Check the box Allow this application to login automatically the Login as box will fill in with Admin Click OK to save your properties This will take you back to the Preference screen click OK to save your preferences Switch back to Multi user mode in QuickBooks 29 User Manual APENDIX A Access Rights Details Gllow this application to access this company file allowing access Security Mumbers customer credit BEE 7 and other personal data what does this mean Search For information about this application at the QuickBooks Solutions Marketplace Figure A 4 Finally you will want to enter your QuickBooks class and your Sales Tax Vendor Figure A 5 QuickBooks W Enable Edit 4ccounts Figure A 5 Edit Accounts When you click on the L button the Account List F igure A 6 will come up Here you can either click on View QuickBooks if you already have a chart of accounts or click on Update QuickBooks to have QuickBooks updated to include all accounts in the account list 30 User Manual APENDIX A Account Assignment Es Zien QuickBooks 1 Update QuickBooks Expense Accounts Account Description Activity Account Account Hame Checking Account Petty Lash Undeposited Funds A 0 Undeposited Funds A0 Undeposited Funds A Undeposited Funds A 0a Undepos
37. ted or error free Remedies Limitations Licensee s sole and exclusive remedy against Licensor shall be at Licensor s sole discretion a the replacement of any diskette not meeting The Back Office s Limited Warranty and which is returned to The Back ices Or Ds if The Back Office is unable to deliver a replacement diskette which is free of defects in materials or workmanship you may terminate this Agreement by returning this Software and your money will be refunded IN NO EVENT WILL THE BACK OFFICE LLC BE LIABLE TO YOU FOR ANY DAMAGES INCLUDING ANY LOST PROFITS LOST SALES INJURY 70 PERSON OR PROPERTY OR ANY OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OR INABILITY TO USE THIS SOFTWARE EVEN IF THE BACK OFFICE LLC OR ITS AUTHORIZED REPRESENTATIVE S HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR FOR ANY CLAIM BY ANY OTHER PARTY IN NO EVENT SHALL LICENSOR S LIABILITY EXCEED AMOUNTS PAID TO LICENSOR BY LICENSEE UNDER THE TERMS OF THE AGREEMENT General Licensee may not sublicense assign or otherwise transfer this License or Software except as expressly provided in this Agreement Any attempt to otherwise sublicense assign or transfer any of the rights duties or obligations hereunder is expressly prohibited and will terminate PRLS Agreement By continuing the setup procedure Licensee acknowledges that Licensee has read this agreement understands it and agrees to be bound by its terms and co
38. telephone and or electronic support for THE BACK OFFICE products as well as product updates 27 User Manual APENDIX A APPENDIX A CASH DRAWER FOR QUICKBOOKS SETUP Setting up the QuickBooks feature Users can configure Cash Drawer for QuickBooks to send your information to QuickBooks with the click of a button In the Cash Drawer set up menu go to the QuickBooks section Figure A QuickBooks Enable 06 Direct Test Class E dit Accounts Sales Tax Vendor Figure A 1 You will need to direct Cash Drawer to send information to your QuickBooks Company You can do this by clicking on the 2 icon next to the Direct field Once you browse and select your QuickBooks Company you will need to then open your QuickBooks Company in QuickBooks and then click on the ies button You will be prompted by QuickBooks to allow access to it s data Figure A 2 choose Yes Always QuickBooks Application with No Certificate An application without a certificate is requesting access to the Following QuickBooks company File Your Shop Info here Access may include reading or writing data as well as enhancing the QuickBooks user interface The Application Calls Itself Accounting Link 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 gt gt QuickBook
39. unt for your Paid In Outs Supplier List Account List Supplier ID Account 123456789 Name Description perz EXP E SUPPLER ID SUPPLIER ACCOUNT DESCRIPTION EIDE 505200 505221 MISC SHOP EF FIRESTONE VEHICLE MAINTE MIDAS FREIGHT Pl INVENTORY Zane cick en ihe tem i ihe Je eee fie e ipe MER Self cise Figure 3 13 Figure 3 14 Sales Summary Screen The Sales Summary screen can be accessed by clicking the Sales Summary tab in the main screen of the Cash Drawer Figure 3 15 Cash Drawer for QuickBooks File Configuration 2 Paid In Out Help C rawr Sales Summary 1 Transaction 1 COST Sales Summary Finalize Thru 1171 2004 Figure 3 15 20 User Manual DAILY TRANSACTION PROCESSING The Sales Summary screen Figure 3 16 allows users to see information regarding Sales COGS Profit A R A P and other activity as reported by amp 0 z etez for the day s selected Cash Drawer for QuickBooks Siz File Configuration Help Finalize Thru CashDrawer Sales Summary 9 Repin Sales Summary 117172004 l SALES COST GROSS PROFIT Deposit Ticket c elect Mon Tas Taxable Discount Total Stock Mon Stack Total Frofit Margin sales Summary Sales Detail Payments Detail Other Fee Detail Total 85530 1238 06 1500 207836 sase2 ooo 58582 148254 71 33 rarae nea Payables Detail Finalized Other Charges Payment
Download Pdf Manuals
Related Search