Setting Up the QuickBooks Desktop Export
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To setup RetailEdge to export to QuickBooks perform the following steps:
| 1. | Install RetailEdge on the computer where QuickBooks Pro or Premier is installed. |
| 2. | Set up QuickBooks to allow RetailEdge access to the QuickBooks data. |
•Open QuickBooks and choose Preferences from the Edit menu item.
•Choose Integrated Applications from the left hand side options and select the Company Preferences tab. Uncheck the box "Don't allow any applications to access this company file". (You will need to have administrator access in order to do this).
•Press the Ok button.
•You should check the RetailEdge Application Preferences and Properties in QuickBooks after allowing access and make sure that they are set correctly.
| 3. | Set Up RetailEdge Default Accounts in QuickBooks |
•Choose Settings|Locations from the Tools menu.
•Select your location from the Location List.
•Press the Modify button.
•Press the QuickBooks tab.
•Type in the names of the accounts in QuickBooks that you want RetailEdge data to map to. Each line on this form needs to match a corresponding account in QuickBooks.
| 4. | Set up QuickBooks categories to match the QuickBooks Category field defined for each RetailEdge department. The QuickBooks Category should be a QuickBooks sales account. This can be a top level income account or a subcategory (which is also an income account). If you use a top level income account, enter the sales account name into the Department's QuickBooks Category field (e.g. Sales). If you are using subcategory, then you need to enter a special value into the Department's QuickBooks Category. The value needs to be a combination of the top level income account and the subcategory. For example, if you had a top level account called "Sales" and a subcategory called "RetailEdge-MISC", then the correct value would be "Sales:RetailEdge-MISC". |
| 5. | Tell RetailEdge where to find the QuickBooks data file. In RetailEdge, choose Workstations from the Tools|Settings menu item. Modify the appropriate workstation. Press the Misc tab and enter or browse for the QuickBooks File Name. |
| 6. | Set up QuickBooks payment methods that match all the Payment Mediums in RetailEdge. In QuickBooks, choose Payment Method List from the Lists|Customer & Vendor Profile Lists menu item. For each RetailEdge payment method, add a QuickBooks payment method. The name needs to match the RetailEdge value exactly. |
| 7. | We recommend that you try running the data transfer on a sample QuickBooks file first so that if there is a problem with your setup, you do not transfer information into the incorrect QuickBooks accounts. RetailEdge comes installed with a sample QuickBooks file with accounts as mapped from the DemoData set. If you have questions about the setup you can check the QuickBooks sample file and DemoData set if you want to see how the two systems could be setup. The QuickBooks sample file can be found in the RetailEdge installation folder. |
Note: All Accounts must be setup in QuickBooks must be setup before the data transfer will work. Also, QuickBooks may issue a security alert, when a third-party application such as RetailEdge attempts to touch its data. This is normal and you should instruct QuickBooks to allow this operation.
More information about this topic can be found on the RetailEdge Knowledge base at the following link.