GL Account Setup - Tender Over/Short Posting

Chris,

Which tender values are being sent to QB, and which tender values are left blank (i.e. Tender Rcvd, Opening, Closing, Over/Short, etc.)?

Thanks, Matt

I have Tender Recieved and Tender Over/Short setup, all other tender values are being left blank.

This seems to be the key, but I've tried various combinations with no luck.

-Chris

Chris,

When setting up QB for Tender Received, do the following:

1. Set credits and debits for drops and payouts. Have you done drops or payouts on the batch? All go to cash type accounts except for payout's debit, which is an expense type.
2. Tender Received should be a debit only to cash type.
3. Opening and Closing amounts should be blank.
4. Tender Over/Short is a credit only to cash type.

Do you use multiple cash currencies (ex. US & Canada at the same register)? You'll need to debit to a cash type account.

I hope this helps.

Good luck, Matt

Chris,

Also, what was your posting error message?

Thanks, Matt

Matt,

Actually, this is how it was set up before. I didn't mention the drops or payouts. Everything is directing toward a single cash account for both received and tender over/short. I didn't do any drops or payouts on the batch in question.

And, I'm only working with US currency, though my tender rounding error is set to the same cash account.

The error I'm getting is a batch not in balance. :-( What's strange is that the total for the batch is correct. I.e. the amount I'm over in one tender type is matched by the amount I'm short in the other tender type.

Do you know if the Register Analysis Report the best/only way to view what accounts RMS is posting to? I haven't been able to find another report that gives me all the info I think I need.

Chris,

If you get that error it may not be just the tenders that are an issue. How do you handle cost of goods, sales, and sales taxes? Do you have commissions? Do you do orders and/or layaways?

Thanks, Matt

Matt,

Most of my batches are posting just fine. I don't do layaways or comissions. I'm using work orders, but it's my understanding that these shouldn't affect anything because I don't take a deposit.

My Sales are posting to the "Sales:Total" account and COGS are all being posted to the "COGS: Total". I only collect one sales tax which is posting to Tax Collected: "XXXX". I'm not using the Sales:Total+Tax.

I do have departments set up, but am using them to keep track of product suppliers not to track COGS or Sales. Could this be an issue?

I am shipping using the Shift F1 function, but while the shipping fee collected doesn't seem to be represented under anything on the Register Analysis Report (i.e. it shows up as an over / short amount at the bottom of the report), this is posting just fine to my quickbooks ledger in other batches.

It seems suspicious that the only batches that aren't posting are the ones that have issues with tenders being over or short - yet the way I have it set up is what both my partner and accountant recommended.

Chris-

Change your accounting setup to Quickbooks file, then export to a file. You will be able to see exactly what it is trying to post to Quickbooks. Then you can determine exactly what needs to be fixed. This will also mark the batch as posted, so you won't have to worry about actually posting this batch - you can just hand enter the correct information. Then - just change your accounting setup back to Quickbooks direct.

Jared

Chris,

Jared is correct. Please temporarily switch to QuickBooks file and post a "failed batch" to a file to see what is wrong. If possible, please list here what you set up for the GL account table.

Regards,

Kevin Pham

Kevin,

Cogs:Total Customer Deposit:Made Customer Deposit:Redeemed Layaway: CLosed Layaway: paid Shipping Charge: Total Store Account: Paid On and Paid To Tender Dropped Tender Paid Out Tender Rounding Error: Total Tender Over/Short TEnder Received Tax Collected: State Tax

That's it...

Chris,

Please give more info, such as:

Debit Account Credit Account Tender Received 111 Tender Over/Short

I do not see Sales: Total in your list. It may cause the problem

Kevin

Kevin,

Revised with Quickbooks Accounts:

Cogs:Total - Debit: COGS - Credit: Inventory Asset Customer Deposit:Made - Credit: Customer Deposits Customer Deposit:Redeemed - Debit: Customer Deposits Layaway: CLosed - Debit: Layaways Layaway: paid - Credit: Layaways Sales: Total - Credit: Sales Shipping Charge: Total - Credit: Ship & Handling Fees Collected Store Account: Paid On - Debit: AR - RMS and Paid To - Credit: AR - RMS Tender Dropped - Credit & Debit - Cash Tender Paid Out - Debit: Miscellaneous Expenses - Credit: Cash Tender Rounding Error: Total - Debit: Cash Tender Over/Short - all Credit to Cash TEnder Received - All Debit - cash to Cash drawer, other tenders to Undeposited Funds Tax Collected: State Tax - Sales Tax Payables (not the default sales tax account).

-Chris

Chris,

Your GL configuration looks correct. I am going to contact you offline to see what is wrong.

~Kevin