Technical Note: 20030107001

Accounting Interface with QuickBooks

(Maitre'D 2003)

Accounting Interface Overview

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.

Accounting Interface Software requirement

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 will be described in other sections.

Accounts Receivable Interface Overview

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.

IMPORTANT: When setting up a Receivable account in QuickBooks, do NOT make it a Receivable account type, but rather a Revenue.

Accounts Receivable Interface Software requirement

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.

Note: You do not need the Accounts Receivable module when using QuickBooks.

Accounts Payable Interface Overview

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.

IMPORTANT: When setting up a Payable account in QuickBooks, do NOT make it a Payable account type, but rather an Expense.

Accounts Payable Interface Software requirement

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.

Sequence of events to synchronize Maitre'D and QuickBooks

The following document will show you, step by step, in detail, how to set up the Accounting Interface modules.

ATTENTION: It is very important to follow the correct sequence of events for setting up the system in order to insure integrity of the information that will be exported. The accounts (and customers) must first be created in QuickBooks and only then imported into Maitre'D.

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 Employees (for Accounts Receivable interface only)
Import Daily Deposit Files of Maitre'D into QuickBooks

Setup accounts in QuickBooks

You need to configure QuickBooks to use "Account Numbers".

Edit / Preferences / Accounting

Select the option Use Account Numbers, and then click OK.

To setup the actual accounts, refer to your QuickBooks documentation.

Export Chart of Accounts from QuickBooks.

In QuickBooks, select the following menus:

File / Utilities / Export

Note: You need to export files one at a time.

Chart of Accounts:

To export the General Ledger accounts, select Chart of Accounts.

Then, copy the files to a path later programmed in Maitre'D

Example C:\QuickBooksMaitreD and name it Charte.IIF.

Import Chart of Accounts into Maitre'D.

The next time you access the Accounting Interface in Maitre'D,your accounts chart will be automatically imported into Maitre'D.

Setup customers in QuickBooks (for Receivable only)

Customer

Enter the name for this customer.

Company Name

Enter the name of the company in this section.

Contact

Enter the contacts name.

Phone

Enter the contacts phone number.

Addresses, Bill To

In this section, enter the address the billing will be sent to. Only the last 3 lines will be exported to Maitre'D

Customer Inactive

Enable this option to make this customer inactive, so it will not be transferred into Maitre'D.

Account

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).

Credit Limit

Enter the customers credit limit.

Export Customer List from QuickBooks

In QuickBooks, select the following menus:

File / Utilities / Export

Select Customer List:

Enabled

Note: You need to export files one at a time.

Then, copy the files to a path later programmed in Maitre'D.

Example C:\QuickBooksMaitreD, and name it Client.IIF

Import Clients into Maitre'D.

The next time you access Maitre'D's Accounting Module,the Clients will be imported into Maitre'D.

Accounting Interface / View / Options

This option allows to program the basic accounts of the accounting Interface. When selecting it, the following screen displays:

Accounting Interface

Select QuickBooks from the drop-down menu.

Path

When you perform a daily deposit, the system will create an export file. Enter the path where you wish to store this file

Example: C:\QuickBooksMaitreD.

Last Date

This shows the last day for which the daily deposit was done.

Note: Enter the previous day when setting the accounting interface for the first time. The deposit date must match the last date for Account Receivable information to be exported.

Deposit Number

This is the number of the last Daily Deposit sent to QuickBooks.

Note:Enter 0 when setting the accounting interface for the first time.

ATTENTION: After setting the Accounting Interface Options for the first time, exit and re-enter the Accounting Interface module, to insure all data exported from QuickBooks will be imported in Maitre'D.

Accounting Interface / View / Options / Main Accounts

Bank

Select from the drop-down menu, the main bank account. When doing a Daily Deposit, the deposited amount will be posted there.

Delivery Charge

Select from the drop-down menu, the account which delivery charge will be posted to.

Excluded Service

Select from the drop-down menu the account the excluded service will be posted to.

Accounts Payable

Select from the drop-down menu the first Accounts Payable account number.

ATTENTION: Make sure that the Account Payable field points to the same account as the one chosen in the Bank drop-down list, above, on the first line.

Accounting Interface / View / Options / Misc. accounts

Asset

Select from the drop-down menu the Asset account number.

Liability

Select from the drop-down menu the Liability account number.

Owner Capital

Select from the drop-down menu the Owner Capital account number.

Earning

Select from the drop-down menu the Earning account number.

Expense

Select from the drop-down menu the Expense account number.

Accounting Interface / Account / Income / General

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 menu, the following screen displays:

Delivery Fees

Select from the drop-down menu the account that you wish Maitre'D to use for Delivery Fees.

Service

Select from the drop-down menu the account that you wish Maitre'D to use for Service.

Accounting Interface / Account / Income / Taxes

Each tax needs its own account number. To configure a tax, highlight to select it, and click on MODIFY. Once done select from the drop-down menu the Account Number wanted.

Account Number

Select from the drop down menu the Account Number that represents the tax in QuickBooks.

Accounting Interface / Account / Income / Payment

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.

Account Number

Select from the drop down menu, the Account Number that will represent the media type in QuickBooks.

Accounting Interface / Account / Income / Divisions - Modes

For each Division - Mode page, 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.

Account Number

Select from the drop down menu, the Account Number that will represent the division in QuickBooks.

Accounting Interface / Account / Income / Promotion

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.

Account Number

Select from the drop down menu, the Account Number that will represent the division in QuickBooks.

Expenses (for Payable only)

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:

Accounting Interface / Expenses / General

Delivery Fees

If charging delivery fees in your Delivery configuration, select from the drop-down menu the appropriate account.

Misc

From the drop-down menu, select the account that the miscellaneous charges will be posted to.

Accounting Interface / Expenses / Category

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.

Account Number

Select from the drop down menu, the Account Number that will represent the category in QuickBooks.

Copy Income Accounts

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).

Source Menu

Select the menu where you linked the accounts.

Target Menu

Select the menu 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 menus.

Account Chart

ATTENTION: To add, modify or remove Accounts parameters, if your restaurant is interfaced to QuickBooks or any other accounts payable software package, DO NOT USE the Account Chart option in Accounting Interface / Account.
That legacy feature is only used in restaurant that handle account payable by printing reports in Maitre'D and inputting numbers manually in a physical General Ledger, or still manually in another application.
If you ARE interfaced electronically, to keep the integrity of your information, any changes to your accounts parameters HAVE to be done in QuickBooks, and only then, be exported to Maitre'D, as explained earlier in this document.

Payable Account Chart (for Payable only)

ATTENTION: The Accounting Interface / Account / Payable Account Chart option allows ONLY restaurants that are NOT interfaced to QuickBooks or any other accounts payable software package to add, modify or remove Accounts payable.
DO NOT USE THIS OPTION, to keep the integrity of your information. Any changes to your accounts payable have to be done in QuickBooks, and only then, be exported to Maitre'D as explained in the Accounts Payable documentation.

HOWEVER you do need to link your Payable to Maitre'D suppliers in the Inventory Management module, as described in the following section.

Inventory Management / File / Suppliers

The Suppliers option allows to enter information on all of your suppliers. You can Add, Modify or Remove supplier Information.

Code:

Enter a code for the supplier.

Name:

Enter the name of your supplier.

Phone:

Enter the phone number of your supplier.

Address #1, Address #2, Address #3:

Enter the complete address of your supplier.

Reference:

Enter the name of the person to contact for purchases.

Customer Number:

You can enter in this field your customer number for this supplier.

Payable Account:

ATTENTION: Select the Account Payable for this supplier.

Server Control / View / Options / Receivable

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 page, the following screen displays:

Protocol:

Select ACCOUNTING from the drop down menu because you have the Account Receivable interface from Maitre'D.

Print Balance:

Enable this option to print the actual balance of the customer, this information will print on the receipt only

P.O.S. Control / Employee / Configuration / Media Type

Receivable:

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. This media type is a reserved media type that you will find as the 49^th record of the media type database. You must use this record for receivable

Accounting Interface / File / Customers

ATTENTION: This function allows ONLY restaurants that are NOT interfaced to QuickBooks or any other accounts receivable software package to add, modify or remove customers.
DO NOT USE THIS FUNCTION, to keep the integrity of your information. Any changes to your customers have to be done in QuickBooks, and only then, be exported to Maitre'D as explained in the Accounts Receivable documentation. Note: This function is only available with the Accounts Receivable license.

Daily Deposit

Generating the Daily Deposit.

While doing a Daily Deposit, Maitre'D creates a file that can be imported 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.

Deposit amount

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.

Deposit Number

This displays the daily deposit number.

Date

This displays the accounting date for the file created.

Transactions

This displays the amount that the Deposit amount needs to match.

Balance

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.

Account number

Select from the drop-down menu, the account that you wish for this entry.

Remark

Enter any remark for this transaction.

Amount

Enter the amount for this entry. If this amount affects the Credit column you must enter a negative amount (ex. $23.35-)

Balance

Displays the current balance according 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.

Note: The OK button, that accepts the Daily deposit transaction, is available only when the Balance field shows zero as a balance.

Import General Ledgers Daily Deposit into QuickBooks

Once the Daily Deposit was performed in MaitreD,within QuickBooks, select the following menus:

File / Utilities / Import

Select the path programmed in Maitre'D's Accounting Interface. The General ledger Daily Deposit file is named PostDDD.iif, where DDD is the day of the deposit.

Import Daily Accounts Receivable into QuickBooks (for Receivable only)

Once the Daily Deposit was performed in Maitre'D, within QuickBooks, select the following menus:

File / Utilities / Import

Select the path programmed in Maitre'D's Accounting Interface.
The Daily Accounts Receivable file is named RecvDDD.iif, where DDD is the day of the deposit.

Import Daily Accounts Payable into QuickBooks
(for Payable only)

Once the Daily Deposit was performed in Maitre'D,within QuickBooks, select the following menus:

File / Utilities / Import

Select the path programmed in Maitre'D's Accounting Interface. The Daily Accounts Payable file is named PostPddd.iif, where ddd is the day of the deposit.