QuickBooks Enhanced Sync Guide
This QuickBooks Start Guide is designed to provide you with an understanding of how the connection between Furniture Wizard and QuickBooks works. It is recommended that you read over the entire Start Guide before starting any sync procedures so that you have a better understanding of what takes place. Consult your tax professional for guidance nothing in this manual should be construed as financial advice.
Synchronization Process Basics
The synchronization process will push the following items from Furniture Wizard into Quickbooks.
Customers
Invoices
Credit Memos (Returns) - Invoices with negative subtotals.
Payments
All payments appear in undeposited funds where bank deposits are made from.
Refund payments are not pushed to Quick-Books. Refunds must be handled through the Quickbooks interface.
Suppliers
This process pulls back the Quickbooks ID’s into Furniture Wizard. (hidden from user interface)
There are several processes this allows the automation of.
The sync process automates the accounts receivable process by pushing invoice deposits to a liability account instead of leaving the deposits in the accounts receivable.
When invoices are pushed in payments are automatically applied.
With this method you may have your QuickBooks file in multi-user mode.
Quickbooks and Furniture Wizard must be running on the same computer in order to take advantage of the Enhanced Sync features. If you are using remote desktop Quickbooks must be installed on the server running in the same user session.
Export Method
The first step is starting the process is to determine the method you will use. There are two ways of exporting invoices from Furniture Wizard into QuickBooks.
Export by Order Date.
All invoices will be sent.
Export by Complete Date.
ONLY invoices with a complete date will be sent.
There are 4 methods of setting the “complete date”
Do nothing: This option will not put a complete date on the “Update Complete Date” field; therefore, you must manually input a date under this field in order for the invoice to be exported. This choice is recommended for those who want complete control as to what invoices and when those invoices get exported. One thing to keep in mind when choosing this option is that FW “Completed Sales Reports” are run by this date, therefore when comparing this report with other reports, your total amounts may not be the same.
If Paid in Full: This option will automatically put a complete date when the invoice is completely paid in full regardless of whether the merchandise has been delivered or not.
Delivered: This option will automatically put a complete date when all items on an invoice are delivered whether or not payment was received in full.
If Paid and Delivered: This option will automatically put a complete date when the invoice is completely paid in full AND all items on the invoice are delivered. Only invoices that fit these criteria will be exported.
To set these preferences (Ctrl+F12) then Invoice preferences. Under Update Complete Date, choose from the list one of the four options mentioned above.
Start Date
The second step in planning is selecting a start date. Careful consideration needs to be given to the first day of export.
If using Invoice date as an export method everything forward will push over.
If using the complete date method
Invoices with order dates before your start date that are not completed will go over after they are completed.
Payments from those non complete orders pre dating your start date will also transfer over.
For a new start up this is most likely the first day of writing invoices. For conversions this will be the date used at the end of the financial period when you convert.
Careful consideration needs to be given to the option that you choose since Tax Liability needs to be considered with the exporting of these invoices. Consult your accountant for advice on what the best option for your particular situation will be. Invoices from a previous month need to have the date changed to date of export in order for that invoice to be exported or as explained above set the “Start Date” to a date back far enough to cover the date of those invoices. You must remember though that by doing this, payments from the previous periods will also be exported and if you have already accounted for those payments in QB, you will have double posted them. Once the invoice is in QuickBooks, you can change the date to the original date.
Furniture Wizard & QuickBooks File Configuration
A blank Quickbooks without customer, suppliers, and any transactions must be used when starting the SDK method. If you do not have an existing QB file, you may download a QB Sample file from our website which is set up with the Accounts and specific items needed for the synchronization. This file can then be edited with other Account Names needed to suite your needs. If you have an existing QB file the next section of this document has some steps on restarting a new company file from an existing file. This also is an opportunity to consult your tax professional if additional accounting changes need to be made.
Furniture Wizard
These account & items names need to be verified that the spelling is exactly the same as those in your QB file. From the main menu, double click on the Wizard’s hat, this will take you to the Setup & Registration screen, click on Preferences, click OK, and then click extended preferences, additional settings, and select Sync SDK as the QB Export method, then click Exit. Now click preferences, QuickBooks setup.
Account Name: Accounts Receivable
Category: Furniture —this is a generic name used for the line items in the invoice when exporting to QuickBooks.
Sales Tax Vendor: Enter here the name of the entity you pay Sales Tax to. Example: Missouri Department of Revenue
Select The order export method.
Order Date
Complete Date (Most Common)
QuickBooks File Configuration
QuickBooks File Conversion
Skip to QuickBooks Configuration in the next section if you have not used Quickbooks before.
If you have been using the IIF method or Quickbooks in a stand alone fashion you will need to start with a clean. There are some shortcuts to get your lists back into your new file if you are happy with the setup. Consult a tax professional with questions regarding specifics in your setup as the setup of your file may impact your financials.
Get your current QuickBooks file to a good stopping point then export the following lists.
Export Lists to IIF under File/Utilities/Export/Lists to IIF
Chart of Accounts
Vendor List
Open the IIF in excel and remove all vendors that are “suppliers” in Furniture Wizard. (They get pushed in on the initial sync)
Employee List (Optional)
Remove employees no longer with the company
Payment Terms List
Budget (optional)
Once you have your new file setup you will need to use the trial balance from your old file to create your new starting entries. If you are using the complete date method (most common) of export you will have various pending sales and deposits in Furniture Wizard that will need pushed into your new files. There are several steps to confirm these pending sales are accounted for correctly.
In Furniture Wizard run report # 236 Invoice Payments Report by Location.
Make sure to select a from date that is very old to make sure you capture all pending sales.
Make sure to select “Pending”
You can run this report by individual branch if you using separate bank accounts for each of your locations.
The step below deals with the common situation of using the IIF method. This report total will be needed to get your bank balance in line after the initial push since we will be pushing in deposits again that have been previously reconciled. A few calculations will need to be done on your trial balance with this number.
You will subtract the total of this report from the bank account the deposits were reconciled to.
You will add this number to your accounts receivable.
If you are using the IIF method you will normally have a negative Accounts receivable balance.
If you are doing some manual steps to arrive at your accounts receivable you may have to contact your accounting professional to get advice on how to make adjustments to your trial balance in order to handle the initial push of deposits.
If using using the complete date method and using “delivered” as the complete date trigger you may have invoices that are in your Accounts Receivable in Quickbooks that may need manual adjustments made.
We recommend running an open invoice report in your current file to determine what invoices need to be reentered into the new file.
QuickBooks Configuration
In the Chart of Accounts, make sure you have:
Accounts Receivable ( Accounts Receivable)
Undeposited Funds (Other Current Asset)
Sales* (Income Account)
Sales Discount* (Income Account)
Sales Tax Payable (Other Current Liability)
Delivery* (Income Account)
Customer Deposits* (Liability Account)
* These accounts names can be modified if you prefer. The numbers function can be used in QuickBooks as well to help organize your chart of accounts.
Item List, make sure you have:
Furniture
The account associated with this item should be your sales account setup in the previous step.
This items needs to match what you have called it in Furniture Wizard if you changed it.
This item should be set up as a non-inventory part.
Delivery
The account associated with this item should be your delivery account setup in the previous step.
This item needs spelled exactly this way.
Create this as a service part.
Taxability of this item is overridden from your Furniture Wizard setting.
Sales Discount
The account associated with this item should be your sales discount account setup in the previous step.
This item needs spelled exactly this way.
The item type should be a discount.
You can select if this item should be Tax or Nontax in QB. Most common setup is probably “Tax”. Check with your professional advisor with questions.
Customer Deposit
The account associated with this item should be your liability account setup in the previous step.
This item needs spelled exactly this way.
This item type should be service.
This item is used to automate the accounts receivable process as deposits on pending sales are made.
QB Sales Tax
The account associated with this item will be your sales tax payable account.
This is a required Sales tax item in QuickBooks it should be the item selected under Edit Menu - Preferences/Sales Tax/Company Preferences, most common sales tax item.
Sales Tax
The account associated with this item will be your sales tax payable account.
This is the item Furniture Wizard will associate your sales tax with.
In the vendor list, make sure that you have the name of the entity you pay the sales tax to set up.
MAKE SURE THAT THESE ACCOUNT AND ITEM NAMES ARE SPELLED EXACTLY THE SAME IN FURNITURE WIZARD and QUICKBOOKS SETUP.
Additional settings to check.
Determine if you will be using classes. Turn on or off.
Make sure the payment methods are cleared.
Furniture Wizard will push the payment methods over based on your payment preferences.
This can be found in Lists / Customer & Vendor Profile Lists / Payment Method List.
Make sure the Supplier payment terms in Furniture Wizard match the Vendor Payment terms in Quickbooks.
This can be found in the supplier area of Furniture Wizard.
This can be found in Quickbooks under. Lists / Customer & Vendor Profile Lists / Terms List. Add as necessary to match Furniture Wizard.
IT IS HIGHLY RECOMMENDED THAT BEFORE YOU BEGIN AN EXPORT, YOU BACKUP YOUR DATA. ALSO MAKE A COPY OF THE QUICKBOOKS FILE YOU HAVE PREPARED.
Initial Sync
From the main menu of Furniture Wizard click the Additional Features Tab then click QuickBooks Export. This will bring you to the QB Export Manager. Here you will enter a Start Date only the very first time that you do an export, (Do not change the date on any of the following exports). This start date should be the date that you designate as being the first date to export data from Furniture Wizard. Any data from that date forward to present will be exported. If you have more than one branch and you wish to export all branches to one QuickBooks file, leave the Branch field blank. You would only select a branch if you were using different QuickBooks file to keep track of the different branches.
On the first export you will be asked to point to the QB file you would like to sync with. Make sure the location and name of this file is permanent as changing the location later takes a few more steps.
Click on “Push Data to QuickBooks”. A window will open and ask you to select the QuickBooks file. Once you select the file the window will close.
Now Open the QuickBooks file you are going to Sync with and again click the “Push Data to QuickBooks”. A message box pops up the first time you sync asking if there are deposits predating your start date that you wish to push into QuickBooks. THIS IS VERY IMPORTANT if you have been using Furniture Wizard in the IIF or standalone mode you will need this step to get pending invoice deposits pushed over. See the section above regarding converting a QuickBooks file for more details.
Once you make your selection the sync process will start. If your Furniture Wizard file has many customers the initial sync may take some time. It is best to run it when you have time as it will lock the Furniture Wizard terminal you are at until it completes.
If during the course of the sync there are errors you will need to make a note of them. There may be data related adjustments that need made to complete the sync if errors occur. Many simple data related errors can be corrected and then the push can be done again and it will pick up where it left off. If there are unforeseen setup or data problems this is a good reason to have backed up your Furniture Wizard data and the QuickBooks file you will sync with.
Verifying Synchronization by Order Date
FURNITURE WIZARD QUICKBOOKS
Daily Sales Analysis Report (#231) Sales Account
(All Sales)
Sales Tax Report Extended by Order Date Sales Tax Payable Account (#388)
Daily Payments Report (#37) Undeposited Funds Account
Daily Sales Analysis Report (#231) Cost of Goods Sold
(All Sales)-Cost Total
To verify that your sync was done successfully, from Furniture Wizard, print the Above mentioned reports for a given date range.
Total Undeposited Funds should be equal to Exported Payments. If these totals do not match, you must compare the reports to find the missing items.
Total Liability Account for customer deposits in QuickBooks should equal your Open Balance Report from Furniture Wizard. If this total does not equal, obtain a Credit Memo Report from Furniture Wizard to see if any of the invoices listed on this report need to be adjusted in QuickBooks (issue a refund or apply a credit).
Alternate method to verify your totals sales exported from Furniture Wizard into QuickBooks would be to run the following reports:
Daily Sales Analysis Report-Report #231-Run this report for a specific date range for ALL invoices and compare your totals on this report with the totals found in QuickBooks for those accounts. Cost of Goods Sold total can be obtained from this report also for the COGS journal entry.
Sales Tax Report Extended by Order Date-Report #388-This report will provide you with a list of invoices by date written with a breakdown of totals in Sales, Sales Tax, and Delivery. If you pay sales tax on written sales, this will be the report to use. It is very important that you balance these two reports to make sure that you are paying the correct amount in sales tax.
Daily Payments Report- Report # 37-This report will provide you with total of daily payments. These payments should be those found under Undeposited Funds in QuickBooks. The total on this report minus any Credits or Refunds should equal your Undeposited Funds total in QuickBooks. When running this report, keep in mind that any credits applied from a previous invoice will show up on this report. That is why it is recommended that you name this type of payment a Credit or Refund so that you can tell it apart from a real payment made with cash or a credit card.
TIP: To bring up a report by report number, click on the Reports menu, double click on the left side of the exit door, this will open Search for Report by Number box, type in report number and click OK.
Verifying Synchronization by Complete Date
FURNITURE WIZARD QUICKBOOKS
Completed Sales Analysis (#204) Sales Account
Sales Tax Report Extended by Complete date (#383) Sales Tax Payable Account
Daily Payments Report (#37) Undeposited Funds Account
Completed Sales Analysis (#204) Cost of Goods Sold
To verify that your sync was done successfully, from Furniture Wizard, print the Above mentioned reports for a given date range.
Another way to verify that the sync was done successfully in this method is to run the following reports from Furniture Wizard and compare this total to the General Ledger report from QuickBooks.
Completed Sales Analysis-Report #260-This report will provide you with a list of invoices that were completed for the date range of your transfer. From this report you will be able to verify that all invoices that have a complete date. Keep in mind that if the status is Delivered but there is no complete date on the invoice, then these invoices did not get exported into QuickBooks, therefore you must verify what the real status should be. Invoices on this report should be invoices found in your Sales account in QuickBooks, which means that your Invoice Total minus Discount Total on this report should equal you Sales Total in QuickBooks.
Sales Tax Report Extended by Complete Date-Report #383-This report will provide you with a list of invoices Completed for the period with a breakdown of totals in Sales, Sales Tax and Delivery. These totals should equal totals found in QuickBooks for those accounts mentioned before. It is very important that you balance these two reports to make sure that you are paying the correct amount in sales tax.
Daily Payments Report- Report # 37-This report will provide you with total of daily payments. These payments should be those found under Undeposited Funds in QuickBooks. The total on this report minus any Credits or Refunds should equal your Undeposited Funds total in QuickBooks. When running this report, keep in mind that any credits applied from a previous invoice will show up on this report. That is why it is recommended that you name this type of payment a Credit or Refund so that you can tell it apart from a real payment made with cash or a credit card.
End of Month Balancing
The same reports used to verify that the export was done successfully can be used to verify end of the month totals. Make sure you are using the date range from beginning to end of month for the period.
Since inventory value is tracked in Furniture Wizard, it is recommended that you print an Inventory Value Report, Inventory Value Summary or Inventory Value Summary by Location Report at the end of the each month so that you can have this information on hand and adjust your inventory value in QuickBooks at the end of the month. This report gives you information as of the date of the report and you cannot go back in time (such as wanting information for June 30 when today is July 5th), therefore, it is important to run this report at the end of the month.
Inventory and Cost of Goods Sold
Inventory Cost of Goods DOES NOT transfer automatically from Furniture Wizard into QuickBooks. A Journal Entry in QuickBooks is necessary to reconcile Inventory on hand. The Inventory figure reflected on the Balance Sheet should reflect the amount stated on the Inventory Value Report from Furniture Wizard.
The Inventory adjustment consists of the total of Items Purchased and Received into Inventory Less Items Sold and Removed from Inventory. If the total is a negative number, Inventory will be reduced (credit) and cost of goods will increase (debit). If the total is a positive number, Inventory will be increased (debit) and cost of goods will decrease (credit).
For customer’s exporting all invoices into QuickBooks, the Cost of Goods Sold total can be obtained from the Daily Sales Analysis Report (All Sales) (Report No. 231). For customer’s exporting invoices into QuickBooks by Complete Date, the Cost of Goods Sold total can be obtained from the Completed Sales Analysis Report (Report No. 204). After making your adjusting entry, verify that your Inventory Asset account in QuickBooks has the same total as The Inventory Value on Hand Report from Furniture Wizard. It is recommended that you consult with your accountant before you make this adjustment to make sure you are doing it correctly.
Creating A Journal Entry To Adjust Inventory
From the Banking menu, choose Make Journal Entry
Modify the date as required.
Fill in the entry number.
In the Account column, select Inventory. Enter your adjustment as a Debit to Increase the Inventory Value or Credit to Decrease.
Enter a memo about the amount. The memo appears on reports that include the general journal entry.
In the Account column, select Cost of Goods. Enter your adjustment as a Debit to Increase the Cost of Goods Credit to Decrease. Note: The transaction must reach a zero balance (the total in the Debit column equals the total in the Credit column).
Tips & Tricks
Common Situations
Duplicate customers in Furniture Wizard that have pushed to Quick-Books
You can merge the customers via the merge function to correct the duplicate.
You can use the “merge” function in furniture Wizard to move the history from one customer into another.
In Quick-Books you will go the customer that you want to be changed and change the name to match exactly the Furniture Wizard customer you are keeping. Quick-Books will ask you to confirm you want to merge the customer records.
It is very important that you are very careful and make sure you merge customer in the correct fashion or errors will result. Also, you can not merge customer while orders are “Pending” if using the complete date export method.
Customize the Sales Tax report
The automation of the accounts receivable with customer deposits has a side effect on the sales tax reports. The “Customer Deposit” item needs to be excluded from the report, but can only be done by using a filter and then memorizing the report for future use. Instructions are found below on how to do this.
Go to the sales tax report.
Click to Customize.
Select “Filters”
Under Items select everything EXCEPT “Customer Deposit”. Click Ok several time to exit the customization.
Save Customized Reports
To save custom reports one must first go to Reports and create a custom group. In the sample file a group is created called “your name”. In the screen shot below is an example of saving the “Custom Sales Tax Report”.
When on a report click “Memorize”
The adjust the report name if you want. (optional)
Click to save in report group
Select a group from the list. You can add a group in the memorized report area if you have not already it is easy to reference if you use your name.
Click Ok to exit the memorization screen.
How to handle returns & exchanges
In order to keep good track of sales returns transferring from FW into QB, the correct steps need to be followed taking into consideration what happened to the original invoice. Below you will find several scenarios of different transactions and how to handle them.
An invoice was transferred to QB and then a customer returns an item or all the items on the invoice.
An invoices needs created in FW for the return the items will be entered with a negative quantity.
A negative payment called Credit or Refund, (you may create a “How Paid” transaction called Credit or Refund in the payments window so that you do not confuse this amount with a real cash or credit card payment) in the amount of the invoice needs to be applied to that invoice in FW.
When this return invoice is transferred to QB, the negative subtotal creates the credit memo.
If the customer is going to receive cash or check refund, then a check needs to be manually created and applied to A/R with the customers name under job. To do this, in QB go to Customers Menu/Refunds and Credits. Go to the credit memo for that customer; click the Check Refund icon on the top bar. This will create a check to print for the customer.
If money is going to be refunded, in QuickBooks, from the credit memo window, click on the Check Refund icon and that will create the refund check to print (or manually write), which will deduct this amount from your checking account. Skip this step if money is going to be kept for future purchase. Customer record will have a credit balance.
An invoice was transferred to QB and the customer is exchanging original purchase for something else.
A new invoices needs created in FW for the exchange the returned items will be entered with a negative quantity the new items will be entered with positive quantity.
If the exchange leaves the new invoice with a negative subtotal a credit memo will be created in QB when the new invoice is pushed over.
If the exchange leaves the invoice with a balance due. Happy day the customer owes you more money.
An invoice has not been transferred to QB then changes can be made to it, when doing this, keep in mind that any payments previously applied to this invoice might have already been transferred to QB.
If customer is completely canceling the invoice, you should enter a negative payment in Furniture Wizard to record the refund. This negative payment will not be transferred to QuickBooks. You will need to delete the deposit invoice in QB to show the customers credit balance. The refund can then be process by creating a refund check in QuickBooks.
If customer is cancelling a few items there are two options.
If the invoice still have an open balance no changes are required in QB.
If the invoice has a negative balance due and you will be refunding money you will need to enter the negative payment like you would in 1b above.