QuickBooks Online Integration Setup
Setting Up QuickBooks Online Exports With RTS
RTS now has integration with QuickBooks Online so you can export your deposit information into the service both manually and automatically.
The process of linking your QuickBooks Online account and setting up the allocations for your accounts on the RTS side will all be detailed in this article.
Preparing Your QuickBooks Online Accounts
Before starting the configuration process in RTS, make sure that you have your accounts all set up in QuickBooks Online so they are prepared for the process.
The image below shows an example of the QuickBooks Online Chart Of Accounts for transactions that were used for this article.
Connecting Your QuickBooks Online Account To RTS
To begin, we need to connect the QuickBooks Online Account to RTS.
To do so, navigate to Setup -> Communications -> Quick Books Online. A window will appear similar to the one in the image below.
Select the Connect button. This will open a web browser so you can log into your QuickBooks Online account.
Once you log in to the account, you should receive an Authorization Successful message.
You can close the browser once you see this message.
This window has some configurable options once the account has been linked.
- Deposit Account - This is the main account where the cash will go for this export.
- Deposit Class - This is an additional configurable setting related to QuickBooks accounting.
- Email - This is the email that will receive a notification if the Auto-Export fails. This is not a required field, but it is highly recommended.
- Split Lines By Subtotal - This will split the line items so that each line item will correspond to a subtotal.
- Enable Auto-Export on Deposit Close - This will run an automatic export to QuickBooks Online every time the Deposit is closed at your location
Example Image of Split Lines By Subtotal option not enabled:
Example Image of Split Lines By Subtotal option enabled:
Importing Accounts From QuickBooks Online
The next step will involve taking the accounts from QuickBooks Online and importing them into RTS.
To do so, navigate to Setup -> Accounting -> Accounts.
Select Import From QB. All of your accounts from QuickBooks should appear as selectable options in the new window that appears.
To add them, check the accounts you wish to add to RTS in the list and select Done when finished.
They should now show up in the Account List window. You can then select Close when complete.
Allocating Accounts To Subtotals/Items In RTS
For the next step, we need to match the Accounts from QuickBooks to the subtotals and items in RTS so the sales data can go to the correct accounts.
To do so, navigate to Setup -> Accounting -> Allocations.
A window like the one in the image below will appear.
In this window, we need to select the proper Subtotals/Items alongside the matching Accounts so the financial data knows where to be placed in QuickBooks.
First, select the Subtotal from the Subtotals/Items list on the left.
Then, select the matching Account in the Accounts list on the right.
After selecting one option from both lists, select Add.
The data should now be allocated and matched up to the proper account.
Once this process is complete, your Allocations should look something like this. You can then select Close to finish.
Running A Manual Export To QuickBooks Online
Now that we have QuickBooks Online connected to RTS and our Accounts allocated, we can try to run a manual export to QuickBooks Online to make sure everything is in working order.
To do so, we need to go to Actions -> Export -> Export To QuickBooks Online.
In this window, we need to check the box for the deposit(s) we want to send to QuickBooks Online.
If everything is allocated properly from our previous steps, then all of the Allocations in the list will appear green.
You can then select Deposit To Account to complete the export process!
If any of your Allocations appear in Red, that means that they are not properly set up in the Allocations process from the previous steps.
Go back to Setup -> Accounting -> Allocations, and double-check that the Subtotals/Items are properly matched to an Account.
Once you have resolved the Allocation, go back into the export process and check the day once again.
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