QuickBooks

Note: If you have already selected your Accounting Package, continue to Step 2.

1. Click More , then Configuration , then select the Accounting tab. The General tab is open by default.
2. In the Select Accounting Package field, select QuickBooks.
3. Click Update.
4. RepairCenter will need to be restarted to make the change effective. Click the Accounting tab to trigger the restart message. Click Yes. RepairCenter restarts with QuickBooks configured as your accounting package.

1. Click More , then Configuration . Click the Accounting tab, and then select the QuickBooks subtab.
2. In the Version field, confirm the correct version is shown. If it is not correct, select the correct version from the drop-down arrow list. (If your version is newer than the ones listed, select the latest version shown.)
3. Company Database File: If this field is not already populated, click Change, then navigate to the directory that contains the database file. Highlight the file, and then click Open.
4. To test the connection between RepairCenter and QuickBooks, click Test Connection. Click OK when testing is completed.
5. Select any or all of the following options, as appropriate for your shop:

• Skip the QuickBooks journal entry pop-up question. This option prevents the automatic opening of a QuickBooks journal entry question dialog box.
• Send outstanding payables and journal entries. When closing a repair order, if all invoices and payments have not been transferred to QuickBooks, this option will automatically send all outstanding payables and journal entries. If this option is not selected and there are outstanding items, they will have to be transferred manually.
• Include sales representative name when sending account information. Selecting this option means that when you send account information to QuickBooks, the sales representative's name will be included.
• Only transfer summary invoice information. Choose this option to transfer only summary invoice information to QuickBooks. If this option is not selected, complete details for every repair line are transferred to QuickBooks.
• Timer Information for Performing Payroll: This feature is no longer available.

6. Click Update.
7. Still under the Accounting tab, click the General subtab.
8. When asked, "Would you like to start RepairCenter now?" click No.
9. Select any or all of the Invoicing Option check boxes, as desired.

• Show supplement lines on invoices. If this check box is not selected, supplement lines will not display on invoices.
• Don't archive outstanding receivables. If there are a number of payments that have not yet been received, you can select this options to keep them from being automatically archived.
• Do not show deleted lines on invoices. Selecting this check box suppresses deleted repair lines from showing on invoices.
• Show in/out dates on invoices. Select this check box if you want to display the in and out dates on the customer invoice.
• Enable Accounting Lock functionality. Select this option if you want to use the Accounting Lock function in the Work in Process tab.

10. Set up Payment Types and Credit Card Types, as described below.
11. Click Update.

Set up and maintain the types of payments and credit cards your shop accepts as payment:

Note: These instructions apply to both Payment Types and Credit Card Types.

• Click Add to add a new payment or credit card type. Enter the new type name, and then click OK. Click Update to save the changes.
• To Edit an existing type, highlight the line, then click Edit. Make the change, and then click OK. Click Update to save the changes.
• To Delete a type, highlight the line, and then click Delete. Click Yes to confirm. Click Update to save the changes.
• To Import an existing .csv file of payment or credit card types, click Import, navigate to the location of the file, and then click Open. Click Update to save the changes.
• To Export your list of payment or credit card types to a .csv file, click Export, navigate to the desired location, adjust or enter the file name, and then click Save.

Note: It is recommended that Quick Books users set up only Payment Types and delete all Credit Card Types. In “Un-Deposited Funds” or “Make Deposits” in QuickBooks, if Credit Card is selected as the Payment Type and Credit Card Types taken are set up individually, in the deposit window you will only see “Credit Card” when making deposits in QuickBooks. You need to see the Credit Card Type in the tab for batching deposits. Following is the list of Payment Types recommended for QuickBooks users. The same list will need to be created in QuickBooks under Lists > Customer & Vendor Profile Lists > Payment Method List. This list must match exactly.

• American Express

• Cash

• Check

• Debit Card

• Discover

• EFT – XYZ – Add an EFT- XYZ payment type for each Insurance company that pays by EFT. Example: EFT – Progressive, or EFT – State Farm.

• MasterCard

• Purchase Order – No payment amount will be entered. This will just track the PO number for future reference. This payment type should not be transferred to accounting, but the Set Transferred Flag option will be used to clear these items from the tab.

• Refund – The actual refund check will be processed in QuickBooks. This payment type should not be transferred to accounting, but the Set Transferred Flag option will be used to clear these items from the tab.

• Sales Adjustment – An invoice or credit memo should be processed in QuickBooks to clear accounts receivable balances. This payment type should not be transferred to accounting, but the Set Transferred Flag option will be used to clear these items from the tab.

• Trade - An invoice or credit memo should be processed in QuickBooks to clear accounts receivable balances. This payment type should not be transferred to accounting, but the Set Transferred Flag option will be used to clear these items from the tab.

• Visa

• Write Off

Set up your Profit Centers and Chart of Accounts.

If you have not already done so, proceed now to Profit Center Setup to set up your interface. For QuickBooks users it is imperative that the Item/Dept field in RepairCenter More > Configuration > Accounting > Profit Centers match exactly the Lists > Item List > Name field in QuickBooks.

Note: If you have posting issues for QuickBooks, contact Intuit Support at: http://quickbooks.intuit.com/product/training/quickbooks-training-solutions.jsp