1. Home
  2. Point-Of-Sale Software
  3. Quickbooks Integration Problems..

Quickbooks Integration Problems..

First off, some background. My company has gone through many software changes over the 10+ years we've been in business. We started off with MS Access and Peachtree, then went to Quicksell2000/Peachtree, then Quicksell2000/Quickbooks, and finally RMS/Quickbooks. All the while, we've stuck to manually entering daily sales information into the accounting software for simplicity sake. Therefore, each software has a huge customer/vendor list with years of transaction history.

Now, A year ago, I tried to integrate, and was unsuccesful. RMS pulled the lists of customers/vendors from QB creating hundreds of duplicate entries. I thought maybe I could use the new entries and make the old ones inactive, but that would lose years of purchase history/account information. Also, I was afraid I would lose detail in the information QB records in the way RMS exports info.

So a few questions:

  1. Does RMS export info as Sales Receipts, Invoices, Payments etc. or a slew of general journal entries?
  2. If I add a new customer in RMS after the integration, will this customer be automatically added to QB?
  3. After integration, should I generate customer account statements out of QB or RMS?
  4. Is there any way, I can keep both databases intact and still integrate the programs. In other words, integrate without creating entirely new customers to replace the old ones?

Any tips/info would be greatly appreciated as year end is approaching, and if it is possible, I would like to integrate for next year.

Reply to
Jesse Walker
Loading thread data ...

Sales transactions are posted as Journal entries - I don't know if I'd call it 'a slew', there are usually about a dozen entries per batch, but that depends on you account mapping. With QB 2003 Pro (or later/higher versions) , US Version only, you have the option of posting closed Purchase orders. These post to QB as Bills waiting to be paid. Most of my customers have opted out of this, as it doesn't work very well if you receive a lot of partial shipments from your suppliers.

No, RMS can IMPORT objects from Quickbooks, but does not EXPORT Directly to QB.

RMS, but that's just my opinion.

It is possible to 'merge' multiple customer or supplier records without losing history, but it is not trivial and there are no tools to help you. Contact your reseller for help with this - note that not all resellers offer the same services, so you may have to shop around...

Reply to
Glenn Adams [MVP - Retail Mgmt]

Well, that does answer most of my questions, but I'm surprised you cannot update customer information at the POS and have it update in QB automatically.

Also, another question is raised... many of my customers are contractors/companies that utilise PO#s just as I do to track my accounts payable. Currently, I place their PO in a comment on the sales receipts, then enter the PO# in the correct field in QB. Are there any plugins that would allow RMS to accept/track customer POs? If not, I may be stuck with manual entry as QB does.

Reply to
Jesse

We use RMS and QB Pro and have not integrated--yet.

I am under the impression that the integration is not all that integrated. Basically, RMS will send the same info that's on the Z Report (total sales, amounts tendered, etc.) to G/L accounts in QB. That's about the extent of it. Perhaps my reseller isn't comfortable or has had bad experiences with more complete RMS/QB integration, but no mention of RMS PO to QB A/P integration has ever been mentioned.

If you want a truly integrated solution you should be looking at Great Plains, I think.

Tom

Reply to
Terrible Tom

Jesse,

Just use RMS to keep track of your AR. Setup a Tender Type called Store Account or Terms Account, whatever.

Create an Account Type called the same. Setup how you do your billing and if you charge a finance charge, put it in also.

Change your on account customers to the account type your just created. SO Manager | Database | Customers | Properties | Account Info tab. Add a credit limit

When you are ready to send a statement, SO Manager | Journal | Close Billing Cycle

Continue to use the Reference for the PO numbers.

Reply to
Jeff

BeanSmart website is not affiliated with any of the manufacturers or service providers discussed here. All logos and trade names are the property of their respective owners.