QuickBooks Exports

QuickBooks Exports

The QuickBooks Export Accounting, QuickBooks Export Purchases, and QuickBooks P&L Import activities in PAR OPS are designed to streamline the flow of financial data between PAR OPS and QuickBooks. The activities provide an electronic interface with QuickBooks® Online, offering a simple and transparent method to transfer accounting data. This direct integration eliminates the need for manual data entry, improving accuracy and saving time when inputting valuable business metrics.

System Requirements

PAR OPS

  • Our direct data integration requires an upgrade to your PAR OPS subscription.
  • This feature is accessed through the Web Portal version of PAR OPS using any web browser:  https://dc01.rmdatacentral.com/portal1243  These steps cannot be completed from the downloaded or desktop version of PAR OPS.
  • Log into PAR OPS using your Multi-Store login.

QuickBooks

Initial Setup

Classes and Locations

If your QuickBooks account has multiple locations, you must be set up to either Track Classes or Track Locations to identify the PAR OPS location to the correct QuickBooks location. These settings can be configured in QuickBooks Online by going to Settings > Account Settings > Advanced

Classes

  • The name of each class in QuickBooks must match the PAR OPS location name exactly. Existing classes can be renamed or sub-classes can be created to accomplish this.
  • To edit classes in QuickBooks Online, go to Settings > All Lists > Classes

Locations

  • The name of each location in QuickBooks must match the PAR OPS location name exactly. Existing locations can be renamed or sub-locations can be created to accomplish this
  • To edit locations in QuickBooks Online, go to Settings > All Lists > Locations

Initial Setup

Accounts

  • The name of each account in QuickBooks must match the PAR OPS account names that are included in the export exactly. Existing accounts can be renamed or sub-accounts can be created to accomplish this.
  • To edit accounts in QuickBooks Online, go to Settings > All Lists > Chart of Accounts
  • View the accounts that need to be aligned in Quickbooks by running the Review Accounting Exports report and selecting the GL Export Format that best fits your business needs. The Account Name column is what must match between PAR OPS and QuickBooks (in the red box below)

Exporting Data

Accounting (General Ledger / Sales Entries)

  1. Go to  https://dc01.rmdatacentral.com/portal1243
  2. Log into PAR OPS with your Multi Unit login
  3. Open the QuickBooks Export Activity (Check with your ADMIN to have a QuickBooks To Do setup)
  4. Open the Export Accounting (GL / Sales) activity
  5. Set the activity parameters (in the tuner at the top right)
    1. Export Type: Select the format you would like to use for your export

**These are created by your ADMIN in Formats > General Ledger**

    1. Date From: The first date that will be included in your export
    2. Date Through: The last date that will be included in your export
    3. Stores: Select the locations you would like included in this export
  2. Click EXPORT in the top right corner of the screen

If PAR OPS redirects you to Intuit login screen, enter your Email or user ID and Password for QuickBooks and click Sign In (this will probably be different from your PAR OPSlogin and is what you use to access your QuickBooks online account.)

  1. The data was successfully exported if PAR OPS returns to your To Do steps with no pop-up messages.

Exporting Data

Purchases

  1. Go to  https://dc01.rmdatacentral.com/portal1243

  2. Log into PAR OPS with your Multi Store login

  3. Open the QuickBooks Activity (Check with your ADMIN to have a QuickBooks To Do setup)

  4. Open the Export Purchases activity

  5. Set the activity parameters (in the tuner at the top right):

    1. Document Date Type: Select the date that the invoices will be recorded as in QuickBooks:
      1. Accounting Date– the date in the Accounting Date field of the invoice in PAR OPS
      2. Document Date - the date in the Document Date field of the invoice in PAR OPS
      3. Approval Date - the date this invoice was Approved in PAR OPS
    2. Date From: The first date that will show invoices as available to export
    3. Date Through: The last date that will show invoices as available to export
    4. Stores: Select the locations you would like to view and export invoices for or leave as Selected All to include all stores that your login has access to
    5. Show Exported: Off / Not selected (to only show invoices that have not been exported yet)

  6. Go to the COMPLETE tab to select the approved invoices that can be exported to QuickBooks

  7. Put a check in the box next to each invoice to export them to QuickBooks (a) or put a check in the box next to Store Name (b) to select all visible invoices:

  8. Click EXPORT at the top right (c) to export these invoices to QuickBooks

  9. The data was successfully exported if PAR OPS returns to your To Do steps with no pop-up messages.

What is included in Incomplete invoices?

This section will show any invoices that have been entered at the store but have not been approved. Invoices can be approved here by checking each invoice’s box and clicking APPROVE in the top right corner. After the invoices have been approved, they will move to the Complete section and will be available to export to QuickBooks.

What is included in Locked invoices?

This section will show any invoices that have been locked in PAR OPSbut have not been exported to QuickBooks. Invoices can exported from this section by checking each invoice’s box and clicking EXPORT in the top right corner.

What are the explanations for each export messages?

QuickBooks configuration required

Please add the following accounts or sub-accounts in QuickBooks to complete your export: PAR OPS Account Name

  • The name of each account in QuickBooks must match the PAR OPS account names that are included in the export exactly. Existing accounts can be renamed or sub-accounts can be created to accomplish this.
  • To edit accounts in QuickBooks Online, go to Settings > All Lists > Chart of Accounts

Please add the following vendors in QuickBooks to complete your export: PAR OPS Vendor Name

  • The name of each vendor in QuickBooks must match the PAR OPS vendor names that are included in the export exactly. Existing vendors can be renamed or new vendors can be created to accomplish this.
  • To edit vendors in QuickBooks Online, go to Expenses > Vendors in the left hand panel

QuickBooks prohibits using account(s) of ‘Accounts Payable’ type on a Bill Or Vendor Credit: PAR OPS Account Name

  • The account type is not allowed to be Accounts payable (A/P) – it must be another type (like Cost of Goods Sold)
  • To edit accounts in QuickBooks Online, go to Settings > All Lists > Chart of Accounts
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Due to configuration options available with PAR OPS®, any reports or activities shown in the Knowledgebase may appear or be named differently in your database. The processes outlined are recommendations which may be implemented differently for your company.
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