AccuPOS Retail Setup Guide

QuickBooks 2005 or higher US and Canada

 

Part 1 QuickBooks Company Setup

 

In order to use AccuPOS Retail and have it update QuickBooks for inventory and accounting purposes, we ask that you setup your QuickBooks Company file first. If you are installing QuickBooks for the first time, please consult your QuickBooks Advisor or Intuit's customer support with questions pertaining to accounting issues. This manual and AccuPOS Retail support staff will only support issues that are required for AccuPOS Retail to operate properly.

 

 

1.      Sales tax items (QB US users only)

 

Using the QuickBooks item list, create the sales tax items that will be applied at the Point Of Sale to taxable items. If sales tax item is not an available type of item, you need to activate sales tax using preferences.

 

The QuickBooks tax item(s) will automatically transfer to AccuPOS Retail when the item list is imported. Then you will create a Sales Tax Code that will contain the sales tax item(s) you have created in QuickBooks.  To create sales tax items in QuickBooks:

 

1.      Click on Lists, Item List

 

2.      Go to Item, New

 

3.       From the type field select Sales Tax Item, and enter the Name, Description (will print on receipts), Rate and Agency. Remember, you need to create a sales tax item for every sales tax agency.

 

4.      Create another Sales Tax Item called POS Sales. This tax items is used when AccuPOS updates QuickBooks and should be a Zero (0.00%) rate.  The tax name must be exactly ‘POS Sales’ and is case sensitive. No tax agency description or rate is required.

 

 

2.       Create a CashSales Customer

 

All transactions processed at the Point Of Sale that have no customer assigned to will post as one summarized Sales Receipt to this CashSales customer in QuickBooks. Even if you are planning to track customers on every transaction at the Point Of Sale, you need to create this customer.

 

Using the Customer Job List create a new customer called CashSales this name goes in the Customer Name field in QuickBooks (it MUST be exactly CashSales. No space, C and S capitalized).  You do not need to provide any more information about this customer.

 

 

 

3.      Setup a  “Tender Summary ” account

 

The Tender Summary account enables AccuPOS Retail to split the tendering totals coming from the Point Of Sale at the end of the shift when QuickBooks is updated with the sales information.

 

1.      create an “Other Current Asset” account

2.       Select List, Chart of Accounts

3.       Select  account type “Other Current Assets”

4.       Type "Tender Summary" in the name field

 

 

 

 

At the end of each day this account should be used as an audit trail account. The account balance should remain $0.00. Every day after QuickBooks is updated by the Point Of Sale, you should check the balance of this account. If this account has a Zero balance that means that everything posted correctly. If this account is either positive or negative you must contact your Dealer or Attitude POSitive support team immediately.

 

Part 2 AccuPOS Retail Setup

 

4.      Install AccuPOS Retail

 

If you have a CD, place it in the CD drive and select to install AccuPOS Retail. If you downloaded from the web, double click on the file (accuposretail.exe) and it will walk you through the installation.

 

During the installation you will be prompted to select if you would like to install Management, Point Of Sale, or both. If you will be using AccuPOS Retail on a single computer choose to install both. If you have a network, choose to install only Management on the Back Office computer and only Point Of Sale on the front computers (the ones that will act as the cash registers). In either case you will start setup in management.

 

5.      Set database path

 

Single station setup – If you intend on using AccuPOS POS and Management on one computer, follow these steps.

1.      Using management click on System, Setup

2.      Click on Database Path

3.      Browse to C:\Program Files\Attitude POSitive

4.      Highlight AccuPOS and click Open

5.      Click OK

 

Multiple stations setup – If you intend on using AccuPOS on multiple computers (multi user serial number required) follow these steps.

1.      Create a folder called POS Data on the Server or the back office computer that would act as the server

2.      Share the POS Data folder and set the permission to allow network users full control

3.      Copy AccuPOS.mdb from C:\Program Files\Attitude POSitive\ to the POS Data folder.

6.      Using management click on System, Setup

7.      Click on Database Path

8.      Browse to the folder you shared (example \\Server\POS Data\)

9.      Highlight AccuPOS and click Open

4.      Click OK

 

AccuPOS Retail support staff does not support creating networks and sharing folders. Please consult with your network administrator for all network issues.

 

6.      Register AccuPOS Retail (skip if evaluating)

 

When you first install AccuPOS Retail, it will default to demo mode. It may be used for evaluation purposes only. Using a non-registered copy of AccuPOS Retail in a retail store is illegal. Attitude POSitive name and address will appear on all receipts; it will not print Bar Codes and will expire 15 days from the day it was first installed. You must have a serial number to be able to register AccuPOS Retail. Uninstalling and reinstalling AccuPOS Retail for the purpose of extending the evaluation period will not work.

 

To register your copy of AccuPOS Retail, follow these steps:

1.      From the Setup Menu in Management select Company Information

2.      Click on the Register button.

3.      Enter the company name and address the way you would like it to print on the receipt (P.O. Boxes are not allowed, you must use the store's physical address).

Enter the serial number that was provided when you purchased AccuPOS Retail (you will find it in the DVD case).

 

If the computer management is installed on has internet connection, click on Register On Line.

If you do not have internet connection click on Register by fax, print the form, sign it and fax it to (310) 475-5747.

 

NOTE: Make sure the company name and address entered is correct. This information will print on your receipts you will hand customers.

 

7.      Install the QuickBooks Adapter

 

Insert the AccuPOS CD, once the splash screen comes up select the ‘Install AccuPOS Adapter’ and follow the prompt.

 

8.      Setup the QuickBooks adapter

 

The QuickBooks Adapter is the program that enables AccuPOS to exchange information with QuickBooks. It should remain open at all times. Closing it will disable AccuPOS from communicating with QuickBooks.

The QuickBooks adapter must be installed on the same computer that the QuickBooks program is installed on. The QuickBooks database files do not necessarily need to be on the same computer.

.

 

1.      Open QuickBooks with the right company file

2.      Go to Start, Programs, AccuPOS Retail, and click on AccuPOS Adapter.

3.     

4.      Once the Adapter opens, click on Setup

5.      If using AccuPOS in multiple location, enter the store location name in the Site ID (example San Francisco). If using AccuPOS in a single location there is no need to enter a Site ID.

6.      Click on “Path to QB company” and select the company file AccuPOS will communicate with

7.      Click Update site

8.      You can repeat this step to map different AccuPOS locations to different QuickBooks company files. If all locations report to the same company file or if using AccuPOS in a single location just map to one company file

 

9.      Select the version of QuickBooks you are using US, Canada or UK.

10. Click Save when finished

11.   After clicking Save in the Adapter, QuickBooks will prompt you with this

 

12. Select: Yes, always; allow access even if QuickBooks is not running

13. Click Continue.

14. QuickBooks will prompt you again asking if you are sure, click on yes

 

Allowing Access once gives AccuPOS access to all company files that the Adapter is pointing to.

 

9.      Import inventory from QuickBooks

 

The item list must be created and imported from QuickBooks so they can be sold through the Point Of Sale. On help on how to create items in QuickBooks, refer to the QuickBooks help file and the ‘Setup item lists in QuickBooks’ provided with AccuPOS.

 

1.      From the File menu, select Import from Accounting

2.      Click OK

 

3.      The AccuPOS integrator will appear and wait for the Adapter to extract the item list from QuickBooks. Once the item list is extracted, the Integrator will insert the list to the AccuPOS database and disappear.

 

 

10. Setup Sales Tax Code (QB US users only)

 

  1. From the Setup menu select, Taxes, Tax Codes

 

  1. Click the drop down under Tax code and select, “POS TAX”.
  2. Select the tax items you created in QuickBooks for use by the Point Of Sale (example: State Tax) from the list of Available Taxing Authorities (the right hand column), and move them to Contains Taxing Authority (the left hand column). 

Remember: Taxing Authorities that will be used by AccuPOS should be in Containing Taxing Authority. Keep “POS Sales”, “Out of State” and any other tax that should not be used by the Point Of Sale on the right hand side in the Available Taxing Authorities.

  1. Click Update and Exit when done

 

11. Define Tender Summary account

 

  1. From the Setup menu select Company Information
  2. The Tender Summary Account should be set to "Undeposited Funds" by default, replace "Undeposited Funds" with "Tender Summary" (the same way you spelled it when you created it in QuickBooks) and click OK.

 

12.   Define GL Accounts for Tendering Codes

 

Tendering totals from the Point Of Sale will post to user defined GL accounts in QuickBooks. We recommend posting tender types that are alike to the same GL account, so they can be easily identified in QuickBooks for deposit purposes.

For example, Cash and Checks should post to Undeposited Funds, Visa and Master Card to a Visa Master Card account, American Express to AMEX account etc.

At the end of each day, the Cash and the Checks can be deposited using QuickBooks Make Deposits function, and a General Journal Entry can be made out of the other tendering GL Accounts, to the bank account in one lump sum. Doing so will enable to imitate the way the deposits are made in real life, and will make the reconciliation process easier. 

 

  1. From the Setup menu select Tendering Codes
  2. Using the pull down menu, select the tendering code. ("VI" for example)
  3. In the button example, you will see the tender name. (“VISA” for example)
  4. Assign the GL Account you want your Tender Type to export to

 

  1. Click Update to save the changes.
  2. Repeat these steps for all tender types you created GL Accounts for.  If you find a tender type that you will not be using, you may delete it.

 

13.  Test the integration

 

You are done setting the integration between AccuPOS and QuickBooks, but before you put AccuPOS to work it is strongly recommended that you test to make sure you have not missed a step.

 

  1. Backup QuickBooks
  2. Start AccuPOS Retail Point Of Sale
  3. Use the Point Of Sale Operation Guide to process a single transaction
  4. Total the sale and tender
  5. Close AccuPOS Retail Point Of Sale
  6. Use the QuickBooks end of day procedures guide to perform a Z end of day report
  7. Make sure the transaction posted to QuickBooks as a sales receipt
  8. Make sure the funds are in the GL account assigned
  9. Restore QuickBooks

 

You are done! You may now start using AccuPOS Retail Point Of Sale to process sales more efficiently and update your QuickBooks seamlessly.

 

Other recommended guides

 

QuickBooks end of day procedures guide

Point Of Sale Operation Guide

AccuPOS on screen keys setup guide