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 be automatically each night using the Paladin integration with QuickBooks or you can do it manually.
- Sign in to QuickBooks.
- 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
- Create these account numbers:
Other current asset
Sales tax payable
Other current liability
Sales or revenues
Cost of goods sold
Cost of goods sold
Note: To change an account number for an existing account, select Chart of Accounts, and then click Edit Account.
- Sign in to Paladin Point of Sale.
- On the File menu, click Setup.
- In the Paladin Configuration window, click the Accounting tab.
- For each accounting category, enter the corresponding QuickBooks account number or name.
- 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 Overview: Paladin Accounting (General Ledger) categories.
- A QuickBooks Accounts Payable type account can only be entered in to the Paladin Inventory Purchase Account category and cannot be also entered (duplicated) in another category.
- A QuickBooks Accounts Receivable type account can only be entered in the Paladin Accounts Receivable category and cannot be also 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.
- Multi-store only: If you plan to use the QuickBooks integration and have different companies set up in QuickBooks, you can specify the company for the store’s GL transfer during the integration setup process. If you are using class tracking in QuickBooks, you can specify the class for the GL transfer when you assign QuickBooks accounts on the Accounting tab.
- To learn more about the Paladin accounting categories and mapping, see Overview: Paladin Accounting (General Ledger) categories.
The following picture 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.
- 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.
- Click Close, and then click Yes.
- Restart Paladin.
- 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 this article: How to view and export a General Ledger Summary to your accounting software.
If you have questions or suggestions about this information, contact firstname.lastname@example.org.