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Set Up Accounting Links and Features

Complete the following procedure to establish links between the Accounting Module and associated QuickBooks accounts and locations.

1. Navigate to the Accounting Setup screen.

   1. Complete the following procedure before continuing:

      1. Close the Data Center Application and make sure all users are logged out of the accounting (i.e., QuickBooks) application.

      2. Log in to the accounting (i.e., QuickBooks) application with Administrator rights.

   2. Log In to the Data Center Application to display the Data Center Ribbon Menu.

   3. 

      Select Accounting > Accounting Setup from the main menu to display the Accounting Setup screen.

      Note: If the system displays an error message window during initial setup, it may be ignored. Click the Close button to close the window. If the window appears during a subsequent procedure, check the QuickBooks program to make sure it is open and there are no other users.
      
      

   

2. Click the green Refresh button to display the Application with No Certificate window.

   

3. Click the button in front of the Yes, always; allow access even if QuickBooks is not running option to select it.

4. Click the Continue button to display the Confirm to Proceed window.

   

5. Click the Yes button to display the Access Confirmation window.

   

6. Click the Done button to close the window and display a confirmation window on the Accounting Setup screen.

   

7. Click the Yes button to populate the Accounting Path field on the Accounting Setup screen.

   

8. For each account type (Work Order Deposits, Layaway, Cash Deposits, etc.) in the Liability Accounts, Asset Accounts, and Invoice Accounts sections, select the corresponding QuickBooks account from the associated drop-down field.

   Note: If no accounts are available in the drop-down, no valid accounts could be located in the QuickBooks program.

9. Complete the following procedures to establish links between the module and associated QuickBooks accounts:

   Link Inventory Accounts to Departments	Click the Inventory Accounts button to display the Inventory Accounts window. Complete these procedures as needed to link QuickBooks Inventory accounts to Departments: Link an account to a Department: Locate the Department’s drop-down field in the GL Account column. Select the corresponding QuickBooks account (or the blank option to clear the field). Link an account to multiple departments: Check the checkboxes in front of all desired Departments to select them (or click the Select All button to select all Departments). Select the corresponding QuickBooks account (or the blank option) from the Set to selected account drop-down field. Click the Set button. Link an account to unassigned inventory (for items not currently assigned to a department): Locate the Unassigned Inventory drop-down field. Select the corresponding QuickBooks account (or the blank option to clear the field). Note: When an unassigned item is assigned to a Department, it will automatically track to the account linked to that Department. Click the Submit button to save changes and display a confirmation window. Click the OK button to close the window.
   Link Cost of Goods Sold (COGS) Accounts to Departments	Click the Cogs Accounts button to display the COGS Accounts window. Complete these procedures as needed to link QuickBooks Cost of Goods Sold accounts to Departments: Link an account to a Department: Locate the Department’s drop-down field in the GL Account column. Select the corresponding QuickBooks account (or the blank option to clear the field). Link an account to multiple departments: Check the checkboxes in front of all desired Departments to select them (or click the Select All button to select all Departments). Select the corresponding QuickBooks account (or the blank option) from the Set to selected account drop-down field. Click the Set button. Link an account to unassigned cost of goods sold (for items not currently assigned to a department): Locate the Unassigned Cost of Goods Sold drop-down field. Select the corresponding QuickBooks account (or the blank option to clear the field). Note: When an unassigned item is assigned to a Department, it will automatically track to the account linked to that Department. Click the Submit button to save changes and display a confirmation window. Click the OK button to close the window.
   Link Sales Accounts to Departments	Click the Sales Accounts button to display the Sales Accounts window. Complete these procedures as needed to link QuickBooks Sales accounts to Departments: Link an account to a Department: Locate the Department’s drop-down field in the GL Account column. Select the corresponding QuickBooks account (or the blank option to clear the field). Link an account to multiple departments: Check the checkboxes in front of all desired Departments to select them (or click the Select All button to select all Departments). Select the corresponding QuickBooks account (or the blank option) from the Set to selected account drop-down field. Click the Set button. Link an account to unassigned sales (for items not currently assigned to a department): Locate the Unassigned Sales drop-down field. Select the corresponding QuickBooks account (or the blank option to clear the field). Note: When an unassigned item is assigned to a Department, it will automatically track to the account linked to that Department. Click the Submit button to save changes and display a confirmation window. Click the OK button to close the window.
   Link Vendor Accounts to Vendors	Click the Vendor List button to display the Vendor Accounts window. Complete this procedure for each Vendor in the AXIS Vendor column: Locate the Vendor’s drop-down field in the QB Vendor column. Select the corresponding QuickBooks vendor (or the blank option to clear the field). Note: If no vendors are available in the drop-down, no valid vendors could be located in the QuickBooks program. Click the Submit button to save changes and display a confirmation window. Click the OK button to close the window.
   Link Tax Accounts to Tax Types	Click the Sales Tax Accounts button to display the Tax Accounts window. Complete this procedure for each Tax Type in the Tax Type column: Locate the Tax Type’s drop-down field in the QB Tax Account column. Select the corresponding QuickBooks tax account (or the blank option to clear the field). Locate the Tax Type’s drop-down field in the Tax Vendor column. Select the corresponding QuickBooks tax vendor (or the blank option to clear the field). Click the Submit button to save changes and display a confirmation window. Click the OK button to close the window.
   Link a QB Account to the Paid Out Account	Select the appropriate QuickBooks account from the Paid Out account’s drop-down field.
   Link a QB Account to the Adjustment Account	Select the appropriate QuickBooks account from the Adjustment Account drop-down field.
   Link a QB Account to the House Account	Select the appropriate QuickBooks account from the House Account drop-down field.

10. Click the Submit button to save changes and display an exit confirmation window.

11. Click the Yes button to save changes and close the Accounting Setup screen.

    Note: If a Department, Vendor, or Tax Type is added to the AXIS RMS following this initial setup, repeat the relevant portions of this procedure as needed to account for the new additions and any other changes.