Use these instructions to map your QuickBooks general ledger accounts to Paladin accounting categories so you can transfer Paladin accounting data to your QuickBooks general ledger accounts. This can occur automatically each night using the process documented in How to set up the QuickBooks desktop integration, or you can do it manually. 

Note: QuickBooks Online Integration’s PO data set sends line item data instead of purchase order totals; it doesn’t just create a single lump total, you can see every individual item received on the PO, the qty’s, and individual totals.

Note:  Paladin QuickBooks desktop integration is not supported for multi-stores.

  1. Sign in to QuickBooks.
  2. Click Lists, and then click Chart of Accounts.
    Note: If you do not have account numbers yet, on the Edit menu, click Preferences, click Accounting, click Company Preferences, and then select the following check boxes:

    • Use Account Numbers
    • Require Accounts

  3. Create these account numbers:

    Account

    Number

    QuickBooks type

    Cash accounts

    10000-10999

    Bank 

    Accounts receivable

    11000-11999

    Accounts receivable

    Inventory asset

    15000-15999

    Other current asset

    Accounts payable

    20000-20999

    Accounts payable

    Sales tax payable

    21000-21999

    Other current liability 

    Sales or revenues

    40000-49999

    Income

    Cost of goods sold

    50000-59999

    Cost of goods sold

    Expense accounts

    60000-60999

    Expenses

    Note: To change an account number for an existing account, select Chart of Accounts, and then click Edit Account.

  4. In Paladin, from the main menu, select File > Setup.
  5. Select the Accounting tab.
  6. For each accounting category, enter the corresponding QuickBooks account number or name.  

    IMPORTANT:

    • You must enter a QuickBooks account for every category on the Accounting tab, except the Coupons Issued categories, which only apply if you use Rich Rewards. For descriptions of the Paladin accounting categories, see Paladin General Ledger categories in the  General Ledger (GL) Summary.
    • A QuickBooks Accounts Payable type account can only be entered in to the Paladin Inventory Purchase Account category and cannot be entered (duplicated) in another category.
    • A QuickBooks Accounts Receivable type account can only be entered in the Paladin Accounts Receivable category and cannot be entered (duplicated) in another category.
    • QuickBooks desktop integration only (not QuickBooks Online): If you have QuickBooks accounts with types of Accounts Payable and Accounts Receivable, only one of these accounts can be entered on the Accounting tab and receive general ledger data. The other category can map to an alternative QuickBooks account type, such as Other Current Asset or Other Current Liability. 

      Example: If you have two QuickBooks accounts:

      • Account 11000 with type of Accounts Receivable
      • Account 20000 with type Accounts Payable
        Then either 11000 can be entered in the Accounts Receivable OR 20000 can be entered into the Inventory Purchase Account category, but not both. 
        For the category that you did not assign, you can either change the corresponding QuickBooks account to another type (not Accounts Receivable  or Accounts Payable). Or you can assign an alternate QuickBooks account. Remember that both the Accounts Receivable and Inventory Purchase Account categories must be assigned to a QuickBooks account. 
    • To learn more about the Paladin accounting categories and mapping, see Paladin General Ledger categories in the General Ledger (GL) Summary.

      The following shows the the Accounting tab with all required categories highlighted in yellow. If you use Rich Rewards, you can also use the categories highlighted in blue to track Rich Rewards coupons issued by your store. 

      accounting tab categories

  7. Set any optional settings:
    Setting  Description
    GL Export Account Name (under Asset Accounts)

    QuickBooks requires that an account designated as Accounts Receivable be linked to an QuickBooks customer account. This is the name used for the QuickBooks customer account and will be created automatically on the first upload.

    You can keep the default (PALADIN_CHARGE) or enter a custom name.

     GL Export Account Name (under Liability Accounts)  

    QuickBooks requires that an account designated with the type Accounts Payable be linked to a QuickBooks vendor account. This is the name used for the QuickBooks vendor account and will be created automatically if it does not exist on the first upload.

    You can keep the default (PALADIN) or enter a custom name.

    Department Format  This setting does not apply to QuickBooks GL data exports.
     
  8. Click Save, and then click Close.
  9. Exit and restart Paladin.
  10. Next steps: 
    • If you are setting up the accounting integration with QuickBooks, notify Paladin Support that you are ready to finish the setup process.
    • If you manually export to QuickBooks, see How to set up Paladin to export QuickBooks.

If you have questions or suggestions about this information, contact support@paladinpos.com.

*Content is subject to change. For the most recent version, visit the Help Portal.
Printed on: 6/24/22