The Accounting Interface module option from the Maitre'D Desktop allows to import a Chart of Accounts created in QuickBooks, and create daily deposits files that can be exported to QuickBooks. Every P.O.S. divisions, discounts, taxes, media types and Inventory categories, are linked to accounts.
From POSERA, you need to purchase the Accounting Interface in order to interface with QuickBooks. Of course you will need QuickBooks as well.
Two other accounting interfaces are available: Accounts Payable and Accounts Receivable. The Accounts Payable interface works in conjunction with the Inventory Purchase module. These two later interfaces are described in other sections.
The Accounts Receivable Interface module from the Maitre'D Desktop allows to close a customer check in a customer receivable account. The Accounts Receivable Interface option allows to link these charges to Accounts Receivable in QuickBooks.
From POSERA, you need to purchase the Accounts Receivable Interface and the Accounting Interface in order to interface with QuickBooks. Of course you will need QuickBooks as well.
The Purchase option of the Inventory module from the Maitre'D Desktop allows to enter the invoices of items received from your suppliers. The Accounts Payable Interface option allows to link these invoices to Accounts Payable in QuickBooks.
From POSERA, you need to purchase the Inventory Management, Accounts Payable Interface and the Accounting Interface in order to interface with QuickBooks. Of course you will need QuickBooks as well.
The following document will show you, step by step, in detail, how to set up the Accounting Interface modules.
Setup Accounts in QuickBooks
Export Chart of Accounts from QuickBooks towards Maitre'D
Setup Customers in QuickBooks (for Accounts Receivable interface only)
Export Customer List from QuickBooks towards Maitre'D (for Accounts Receivable interface only)
Set protocol and path in Maitre'D
Link General Ledgers Accounts to Maitre'D
Main Accounts
Miscellaneous Accounts
Income Accounts
Expenses Accounts (for Accounts Payable interface only)
Link Accounts Payable to Maitre'D suppliers for Accounts Payable interface only)
Set Receivable in Server Control (for Accounts Receivable interface only)
Set Receivable in Employee (for Accounts Receivable interface only)
Import Daily Deposit Files of Maitre'D into QuickBooks
Select the option Use Account Numbers, and then click OK.
To setup the actual accounts, refer to your QuickBooks documentation.
Accounting Interface:
Select QuickBooks (QBXML)
Company File:
Select the path for your QuickBooks company data
You will then press to Test collect information in your Maitre'D back-office
A message will pop up saying that the first time you connect to QuickBooks, you will need to grant Maitre'D permissions click Continue
A message should pop up saying that QuickBooks interface is working properly, press OK
To be able to manage applications that interact with QuickBooks you will need to grant Maitre'D access to these files (make sure to reply YES to allow this application to read and modify the company file)
Click on continue and the access confirmation will show up
If you replied NO by mistake, go in QuickBooks / Edit / Preferences and select integrated application, where you will grant Maitre'D access.
Accounting Interface / File / Import
The next step is to import the chart of account inside Maitre'D.
This shows the last day for which the daily deposit was done.
This is the number of the last Daily Deposit sent to QuickBooks.
Select from the drop-down menu, the main bank account. When doing a Daily Deposit, the deposited amount will be posted there.
Select from the drop-down menu, the account which delivery charge will be posted to.
Select from the drop-down menu the account the excluded service will be posted to.
Select from the drop-down menu the first Accounts Payable account number.
Select from the drop-down menu the Asset account number.
Select from the drop-down menu the Liability account number.
Select from the drop-down menu the Owner Capital account number.
Select from the drop-down menu the Earning account number.
Select from the drop-down menu the Expense account number.
This option allows to set the incomes. For each P.O.S. Revenue Center, you have to link an account to every taxes, payments, divisions and promotions use. When you select this option, for each revenue center, the following screen displays:
Select from the drop-down menu the account that you wish Maitre'D to use for Delivery Fees.
Select from the drop-down menu the account that you wish Maitre'D to use for Service.
Each tax needs its own account number. To configure a tax, highlight to
select it, and click on MODIFY. Once done, select the Account Number from
the drop-down menu.
Select from the drop down menu the Account Number that represents the tax in QuickBooks.
Each payment used needs an account number. To configure a Payment account,
highlight to select it and click on MODIFY. Once done, select the Account
from the drop-down menu.
Select from the drop down menu, the Account Number that will represent the media type in QuickBooks.
For each Division - Mode, select an account number. To configure a Division,
highlight to select it, and click on MODIFY. Once done, select the account
from the drop down menu.
Select from the drop down menu, the Account Number that will represent the division in QuickBooks.
For each Promotion, select an account number. To configure a Promotion,
highlight to select it, and click on MODIFY. Once done, select the account
from the drop down menu.
Select from the drop down menu, the Account Number that will represent the division in QuickBooks.
This option allows to configure the Expenses. For each Inventory location, you have to link an account. When selecting this option, the following screen displays:
If charging delivery fees in your Delivery configuration, select from the drop-down menu the appropriate account.
From the drop-down menu, select the account that the miscellaneous charges will be posted to.
For each Category, select an account number. To configure a Category, highlight
to select it, and click on MODIFY. Once done, select the account from
the drop down menu.
Select from the drop down menu, the Account Number that will represent the category in QuickBooks.
Once configured the income accounts and linked them to the corresponding taxes, payments, divisions and promotions in the P.O.S. Revenue Center, you can use this feature to copy the information to additional Revenue Centers (Menus).
Select the menu where you linked the accounts.
Select
the revenue center where you wish to copy the information.
Click the Copy button once the selections have been made.
Click the To All Menus button to copy the selection to all target revenue
centers.
HOWEVER you do need to link your Payable to Maitre'D suppliers in the Inventory Management module, as described in the following section.
The Suppliers option allows to enter information on all of your suppliers. You can Add, Modify or Remove supplier Information.
Enter a code for the supplier.
Enter the name of your supplier.
Enter the phone number of your supplier.
Enter the complete address of your supplier.
Enter the name of the person to contact for purchases.
You can enter in this field your customer number for this supplier.
Here
you need to set the Server Control module to know that the Account Receivable
module is managed from Maitre'D.
From Server Control / View / Options, select the Receivable TAB, the following
screen displays:
Select ACCOUNTING from the drop down menu because you have the Account Receivable interface from Maitre'D.
Enable this option to print the actual balance of the customer, this information will print on the receipt only
You
have to give access the Receivable media type to each Employee configuration
for every employee allowed to close a guest check as a receivable
From P.O.S. Control / Employee / Configuration, select one of the configurations
that you want to give access to the Receivable media type. From the media
type menu, select the RECEIVABLE media Type. This media type is a reserved
media type that you will find as the 49th record of the media
type database. You must use this record for receivable
Select the file to export during the daily deposit
These options determine which portion of the information to export during the Daily Deposit operation.
While doing a Daily Deposit, Maitre'D creates a file that can be imported in QuickBooks. It also generates the Daily Deposit Report, displaying in an accounting format, all P.O.S. divisions, discounts, taxes and media types. A Daily Deposit must be performed daily. When selecting this option, Maitre'D shows you the sales information to be deposited the next day on a Daily Deposit sheet, as shown bellow.
Enter the Deposit amount. The Transactions field suggests the amount that was calculated by Maitre'D according to your sales. If the Deposit amount does not match the Transactions amount, you will need to justify the difference.
This displays the daily deposit number.
This displays the accounting date for the file created.
This displays the amount that the Deposit amount needs to match.
This
displays the difference between the Transaction field and the Deposit
amount field.
The ADD button allows to add new entries to balance the Transaction and
the Deposit Amount fields. When selecting the ADD button, there is a blank
entry asking to enter the basic information.
Select from the drop-down menu, the account that you wish for this entry.
Enter any remark for this transaction.
Enter the amount for this entry. If this amount affects the Credit column you must enter a negative amount (ex. $23.35-)
Displays
the current balance according to every entry of the Daily Deposit. This
field needs to be at $0.00 to be able to close the Daily deposit.
This button allows to modify information on the Daily Deposit entries.
Select the entry that you wish to modify, and click on the MODIFY
button. The Daily Deposit entry will display, allowing changes to any
field of that entry.
This button deletes Daily Deposit entry from the current Daily Deposit
sheet. Select the entry you wish to delete, and click on the DELETE
button.
When the Balance on that sheet equal $0.00, you are able to close the Daily
Deposit by clicking the OK button. An export file is created and
the Maitre'D's Daily Deposit report is generated.
Once the Daily Deposit has been performed in Maitre'D, within QuickBooks, select the following menus:
You will see the deposit made by Maitre'D.
Enter the name for this customer.
Enter the name of the company in this section.
Enter the contacts name.
Enter the contacts phone number.
In this section, enter the address the billing will be sent to. Only the last 3 lines will be exported to Maitre'D
Enable this option to make this customer inactive, so it will not be transferred into Maitre'D.
Enter the customers account number. There can be a maximum of eight (8) numerical characters only. This number will be used in Maitre'D, as a clients code (BTREE).
Enter the customers' credit limit.
Setup the Customer Item List for the receivable
Create the item with the name of your revenue center ex.: DINING
Records a partial payment you received at the time of the sale. It reduces the amount owed on an invoice.
Select Customer, and you will see the list of customer imported in Maitre'D
Once the Daily Deposit has been performed in Maitre'D, within QuickBooks, select the following menus:
Once the Daily Deposit has been performed in Maitre'D, within QuickBooks, select the following menus:
