quickbooks integration

Accounting information is posted as a Batch, not by transaction, so finding the transaction that includes the offending value is not a simple exercise. Also, it may not be a single transaction.

The first thing to do is look at the log file created when you post the batch. It will give you some information about what happened. The most common error is something to the effect of "batch is out of balance" which means the total debits do not equal the total credits.

If your logs show that your batch is out of balance, it means that your accounts are not mapped properly - that's the only thing it can mean. Have your accountant or bookeeper review the mappings - I've always found that the person who creates the QuickBooks accounts will know exactly what values need to be posted and find problems very quickly.

If they don't see the issue, make a backup of your database. Go into SO Administrator, File/Configuration and change the Accounting type to "RMS XML", then go into manager and try posting your batch again. You will be asked for a filename to save the export to. Save it, then open the resulting file in notepad. This will give you a list of all of the debits and credits and the accounts they are being posted to. Add the Debits, Add the credits, find the difference between Debits and Credits. Now go look for a transaction that has a value matching the difference. If you're lucky, you'll find something like a rarely used tender type, or an item from a new department...

If you swift to the "RMS XML" integration type I described, you will be able to open the file on Notepad or printout - this file will include the QuickBooks Recount Names that RMS is posting Values to.

Don't quite understand what you're asking... With Quickbooks 2003 integration, you should be Importing the accounts from Quickbooks before you assign them in RMS.

RMS Internally doesn't have GL Accounts - it has values that can be mapped to GL Accounts. There is a knowledge base article on Customer Source that links to a spreadsheet containing the list of those Values. There's no feature within RMS that lets you print the list directly though...

I am having a very similar issue with RMS and Quickbooks. I looked at your information about debugging and it makes perfect sense. Using the RMS xml export, I did find the export out of balance, but the data (amount out of balance) didn't help me determine where to find the problem. Our RMS vendor says to ignore the RMS manual and help index regarding mapping the fields in the GL Assignment utiltiy. My vendor tells me only to map one GL account for each RMS value, either debit or credit, but not both.

Is this good advice? Why does it contradict the manual? What happens when a TRX is reversed?

Sorry, but I am brand new to RMS.

"Glenn Adams [MVP - Retail Mgmt]" wrote:

It depends on the value - most should only be either a debit or a credit, but some need to be both. That's not to say that your vendor is wrong - many of the values that CAN be mapped go unused in every implementation, so it may be that you are not using any of the values that would typically map as both debits and credits.

There's a Knowledge Base article on Customer Source (not sure if that's what you're referring to as the help index) that I've always found very helpful.

The best advice is to have your accountant help you with the mapping. Every set of accounts is different (yes they are similar, but they are rarely identical), so it's impossible to provide a document that says "Map Value X to Accout Y". The Knowledge Base document does a good job of expalining how to map the accounts, but you need someone who understands YOUR Accounts to interpret it correctly.

Hope that helps.

Glenn:

This is helpful, I will take a look at the Knowledgebase article. But I should have been more specific, the vendor thinks I should only use one account for the Depts:COGS fields.

Unfortunately, our accountant says he doesn't support RMS. Maybe I need a new accountant.

Thanks

"Glenn Adams [MVP - Retail Mgmt]" wrote:

Tim and Lisa,

I've attached a report that prints the GL Account mappings. Click on the link to the KB that Glenn is talking about.

Here's a troubleshooting guide also. Copy the report into the \Program Files\Microsoft Retail...\Store Operations\Reports folder. Then open SO Manager | Reports | Custom | and click on the General Ledger Account List. This will show how you currently have the mappings set.

To see and download the files, you must be using a newsgroup reader like Outlook Express or there are others. For Outlook Express, click on the link below. Click on "Open with newsreader" under the MS Retail Management System section on the right. It will configure Outlook Express for you and will bring you back to this newsgroup in Outlook Express.

The accountant doesn't need to know anything about RMS. Just print off the report that Jeff provided, and then print off the Excel file from the KB Article # 862481. Give both of them to the Accountant, and he will know what to do. If he doesn't, then it's time to get a new accountant :)

There are only two "special" things that the accountant and the bookkeeper will need to know. I've had to explain this many times to different customers, so I'm finally writing it all down (that way I can just print it next time):

1) Read KB Article # 874823. My explanation of it is this: For financial accounting purposes you need to know how much money you have owing on Vouchers. This is normally tracked with an "Other Current Liability" account. Unfortunately, the current version of RMS includes voucher sales together with regular sales. (Yes, this does *not* make sense; please help us convince Microsoft to fix it.) To work around this, you cannot use the COGS:Total and Sales:Total accounts; instead you must use the COGS:Department XXX and Sales:Department XXX accounts (yes this is can be a nuisance if you have dozens of departments). All of your Items of the type "Voucher" must be assigned to their own department (e.g. "Vouchers and Gift Certificates".) For both "COGS:Department Vouchers and Gift Certificates" and "Sales: Department Vouchers and Gift Certificates" the GL account numbers should be assigned to the Other Current Liability accounts that is used for tracking the value of outstanding gift certificates and vouchers. You must also remember to update the GL Account Assignments any time you add a new department.

2) If you are outside of the United States, then you are using an International version of QuickBooks (this includes the Canadian version), and so direct integration with QuickBooks will not be available. You must export your accounting information via "QuickBooks File", as opposed to "QuickBooks" (from Store Operations Manager, File -> Configuration -> Accounting tab). This means you will have a two step process of exporting from RMS to an .IIF file and then importing the .IIF file to QuickBooks, as opposed to the one step process offered by direct integration. This also means then you will not be able to export Purchase Order information to an Accounts Payable, which causes two changes in the bookkeeping procedures: a) You do not use QuickBooks for Purchase Orders; instead you use RMS for Purchase Orders. Remember that RMS is keeping tracking of your inventory items, not QuickBooks. QuickBooks will only know the total amounts. b) When you receive the invoice from the supplier for a Purchase Order, you must manually verify that all items on that invoice have been received. Once this is done, you must create an Accounts Payable entry for the total amount of the invoice.

Note: I have not yet done an implementation of QuickBooks with HeadQuarters, which is supposed to allow purchase order information to be exported via QuickBooks File. Maybe someone can verify exactly how this works? My assumption is that it creates a GL entry for each purchase order total.

I am having the same problem. TO help sort and find out where the problem is it will be extremely helpful and essential to have a report the print detail sales sort by batch. I am looking all over for it; can you point me to a report like that? Thanks.

"Lisa" wrote:

I can't see the tinyurl links above. Do I HAVE to pay and subscribe to something, just to get my RMS to do what is supposed to do?

Thanks,

Brett

"Jeff" wrote:

Brett,

You must purchase the Maintenance Plan from Microsoft to have access to CustomerSource. Cost is 18% of the MSRP per year.

Contact your reseller to purchase or click here to read more about it;