The web back office · 13 articles

SeroPOS back office help: QuickBooks

Connect QuickBooks Desktop or QuickBooks Online to send your SeroPOS sales, payments, customers and items to your books. A setup wizard maps taxes, accounts and payment methods, and a sync health screen shows what has been sent.

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Read the QuickBooks dashboard in SeroPOSClick QuickBooks in the back office sidebar to open the QuickBooks dashboard (/quickbooks/dashboard). It has two cards, QuickBooks Desktop and QuickBooks Online, each with a Connected or Not connected badge and counts of records queued, completed and failed. The Desktop card shows when the Web Connector last checked in and has a Set up or Manage button. The Online card has Connect to QuickBooks or Disconnect, and once connected the page adds sync health, tax mapping and account mapping.Connect QuickBooks Online to SeroPOSConnect QuickBooks Online from the QuickBooks dashboard: click Connect to QuickBooks on the QuickBooks Online card, sign in to your Intuit account, choose the company and approve the connection. Back in SeroPOS, run the first-time setup wizard and map your taxes and accounts. From then on SeroPOS pushes customers, items, invoices, credit memos, payments and expenses to QuickBooks Online every 5 minutes.Run the QuickBooks setup wizard in SeroPOSBefore SeroPOS syncs anything to QuickBooks, it runs a first-time setup wizard, and sync stays paused until it's done. Choose QuickBooks has my data, QuickBooks is new / empty, or Both have data. When both have data, SeroPOS matches items by SKU then name and customers by name then unique email, and you review the matches before approving. Set a cutover date: anything dated before it never syncs.Map tax rates to QuickBooks Online in SeroPOSBefore invoices go to QuickBooks Online, tell SeroPOS which QuickBooks tax code each of your tax rates should use. On the QuickBooks dashboard, with Online connected, the Taxes section lists every SeroPOS tax with a QuickBooks tax code dropdown beside it. Pick the matching code, such as GST, HST or GST/PST, and click Save tax mapping. If the list is empty, add your sales taxes in QuickBooks first.Map accounts and items to QuickBooks Online in SeroPOSTell SeroPOS where your sales, costs and charges belong in QuickBooks Online. On the QuickBooks dashboard, the Accounts & charge items section has a dropdown for each core account: income, cost of goods sold, inventory asset, the deposit-to account and discounts. Core accounts are needed before products can sync. Below them, map a service item for each charge you use, such as tips or shipping, then map your expense categories to accounts.Choose how sales and refunds reach QuickBooksChoose how sales and refunds arrive in QuickBooks in the Invoices & refunds setting, on the QuickBooks dashboard and on the Desktop Invoices & refunds tab. You can send One invoice per sale, or, on QuickBooks Desktop, one invoice per trading day Grouped by product or Grouped by category. For refunds, choose Refund to the customer right away or Keep it as a credit note on the customer's account. Pick before your first invoice sync.Connect QuickBooks Desktop with the Web ConnectorSeroPOS talks to QuickBooks Desktop through the QuickBooks Web Connector on the PC that runs QuickBooks. On QuickBooks › QuickBooks Desktop, click Create QuickBooks Desktop connection and copy the password shown once. Download the .qwc file, open it on the QuickBooks PC to add SeroPOS to the Web Connector, enter the password, and tick the row so it syncs every minute. The Connection tab badge then shows when your PC last checked in.Map accounts and items for QuickBooks DesktopOn QuickBooks › QuickBooks Desktop › Accounts & items, SeroPOS reads your real QuickBooks catalogue and maps to it. Click Fetch from QuickBooks and let Web Connector run once, then click Use suggestions to fill the fields SeroPOS recognises. Map your income, cost of goods sold, inventory, discount, tip and other accounts and items. Anything missing can be created for you with Create in QuickBooks, or all at once with Create everything in QuickBooks.Set up sales tax for QuickBooks DesktopSet up sales tax for QuickBooks Desktop on QuickBooks › QuickBooks Desktop › Taxes. The safest way is Build my tax structure in QuickBooks: set your taxes up in SeroPOS, enter your tax agency, and click Build in QuickBooks. SeroPOS creates the sales tax items, any groups a combined rate needs and the codes, and maps them to itself. If QuickBooks already has your taxes, click Map tax codes automatically to match by the rate each code charges, never by name.Map payment methods for QuickBooks DesktopMap how money comes in on QuickBooks › QuickBooks Desktop › Payments. Every tender your business has taken is listed under Payment sources: Visa, Mastercard, Amex and Interac debit from the card terminal, plus cash, cheque and custom methods such as E-Transfer from the till. For each one, pick the QuickBooks payment method and the deposit-to account. Left blank, payments go to Undeposited Funds.Send your SeroPOS data to QuickBooks DesktopQuickBooks › QuickBooks Desktop › Send data is a numbered list of steps, run top to bottom because later steps refer to earlier ones by name: Products, Customers, Invoices, Suppliers, Purchases and Expenses. Each step shows how many records are already in QuickBooks. The buttons queue records, and the Web Connector on the QuickBooks PC collects them on its next run. Records dated before your cutover date never sync.Check QuickBooks Desktop sync health in SeroPOSQuickBooks › QuickBooks Desktop › Health shows what's queued, what's in QuickBooks and what needs attention, with each rejected record's exact reason. What is holding the sync up groups failures by cause, a pre-flight check compares your mappings with what QuickBooks actually contains, and Retry failed sends them again once you've fixed the cause. Inventory reconciliation reads stock counts from QuickBooks, shows where they differ from SeroPOS, and Correct QuickBooks brings QuickBooks into line.Import your books from QuickBooks DesktopMove your existing books out of QuickBooks Desktop with Import from QuickBooks, reached from the strip on the QuickBooks dashboard. A separate, read-only Web Connector application reads your chart of accounts, customers, suppliers, items, stock and balances over the Web Connector, with no export file. You check the figures against QuickBooks' own reports, commit the import into your books, compare trial balances, and can undo it if nothing has traded against it since.