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Posting to QuickBooks can be performed to a QuickBooks installation off-site from the TransActPOS installation. The store's posting file(s) for instance may be placed in a DropBox account folder at the store making them available to the QuickBooks computer running TA2QB application. Then the TA2QB application posts the file(s) to QuickBooks.
The GL release of postings from TransActPOS to QuickBooks now has two formats for the postings, summarized by account for a date or summarized by ZNumber + account for a date.
The postings also have the ability to support QuickBooks "Unfunded Deposits" account feature. The postings are identifier as a group by their Entry No. in QuickBooks which is generated by TA2QB at the time of postings identified at TAPOSyymmdd (where: yy= year; mm=month; dd=day) i.e. "TAPOS170412"
TransActPOS Setup for Releasing to QuickBooks
Navigate to System> Company Setup> GL Accounts Page 1 Select from the GL Release pulldown one of the following:
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"QuickBooks Auto w/ZNumber" - Summarizes the postings by ZNumber for the date
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"QuickBooks Automatic" - Summarizes by account for the date
Both of these settings create a single posting file for each date. The file naming allows for identifying the file's source for the store and the date of the postings contained within the file.
Creation of a common folder either on the QuickBooks computer if on the secure side of a PCI compliant network or using a DropBox account folder that is privately maintained is required. The GL Release from TAPOS is directed to this folder. The QuickBooks computer needs access to the same folder where the TA2QB application runs.
TA2QB Application Setup
Follow the steps below:
1. Connect to the computer with QuickBooks.
2. Upload the TA2QB_File_Package.zip file and unzip
3. Run QBFC130Installer.exe
4. Create the folder TA2QB on the local drive.
5. Copy all files excluding QBFC130Installer.exe to the TA2QB folder.
6. Create a desktop shortcut to the application TA2QB.exe starting in the TA2QB folder.
7. Change the name of the shortcut to TA2QB.
8. Create a folder that both TransActPOS and TA2QB can access. (DropBox may be used in some cases)
9. Run the new TA2QB shortcut.
10. The TA2QB application will prompt for the TransActPOS Postings Folder, select the folder created in step 8 and select OK.
11. Next TA2QB will prompt for the QuickBooks Company File Selection. (example file location: C:\USERS\PUBLIC\DOCUMENTS\INTUIT\QUICKBOOKS\COMPANY FILES\your company.QBW)
12. TA2QB can be closed at this time, if no release has been done within TransActPOS.
13. QuickBooks notes:
a. Required use of account numbers for TransActPOS to post entries. (QuickBooks> Edit> Preferences> Accounting> checkbox Use account numbers must be checked. Requires the administrator or an External Accountant)
b. Accounts Receivable must be setup as a current asset not the Accounts Receivable QuickBooks account type. QB requires customer and item information that is retained within TransActPOS.)
c. Sales Tax account must be setup as a current liability in QuickBooks.
d. Unfunded Deposit Accounts are supported by TransActPOS and are described below.
How to Post to Unfunded Deposit Account
Identifying the posting to the unfunded deposits account by cash type allows the posting to be posted to a single GL account and also identify the cash type of that amount. For instance the account that amounts are posted is the same for each cash type but the desire is to have the amount not summarize by account but summarize by cash type for the account.
The breaking down of postings from different cash types to a single account with a memo note indicating the cash type is capable from TransActPOS. This is done by including the note value as part of the GL account number. First, define the GL account in TAPOS and in the account number field enter the number and then a colon (:) plus the descriptor. For example to post the cash and VISA to the same GL account of 1000 create two GL accounts in TAPOS. The first one should be 1000:CASH for the cash portion enter the description to indicate its cash type. The second account would be 1000:VISA for the VISA cash portion. When the TA2QB application sees the : it understands that the posting is made to the 1000 account and a memo note for CASH + the ZNumber is included.
TA2QB Posting Process
The posting of GL Releases from TAPOS follow the step below.
1. Release the General Ledger from within TransActPOS> System> GL Release
a. Select the Last Date to Release (All postings prior through this date will be released for posting to QuickBooks.)
b. Select the checkbox to print the release.
c. Click the Release button
d. Answer YES to the release confirmation form that appears, if the printout looks correct.
2. Start the TA2QB application.
3. Select the Select File button to select the file for the day to release. Each file is named to described the date that it represents. Files don't have to selected in order as they post to the date specified within the file. BUT release them in date order any way! It will make your file easier if there is an incorrect posting or account number. The file is erased after successfully being posted.
4. Note: The Report and Post By Date + ZNumber creates the posting with the Znumber referenced to the individual postings.
5. It is required that you either Display or Print the posting.
6. Once satisfied with the posting click the Release button.
a. If any GL accounts do not match between TrasnActPOS and QuickBooks they will be reported at this time.
b. If the file does not post it is not erased from the listing of files.
7. Confirm that the postings posted correctly within QuickBooks.
