Configuring the Accounting Interface

The first step is to edit the R.O. Writer accounts if needed. Then, click the Configuration toolbar button . The Cash Drawer/Accounting Configuration window opens.

The Accounting Interface is configured in the Cash Control/Accounting Interface section.

Cash Control/Accounting Interface

The settings in this section are specifically for QuickBooks and therefore remain inactive until QuickBooks for Windows is selected as the Accounting Package.

Accounting Package

The Accounting Package is the name of the accounting software you work with.

• Select QuickBooks for Windows if you use the Accounting Interface to export to QuickBooks.
  • The rest of the settings in this section activate.
• Select No Accounting Interface If you use the Accounting Interface only for reporting or do not use the Accounting Interface at all.
  • The settings in this section remain inactive.

Send .iif Files to the Central Office Server

This setting appears only if 1) you are licensed for Central Office, and 2) this is the Central Office store computer.

Check Send .iif Files... to send the .iif information to the database every time Reconcile is run. Then, the .iif information transmits to the Central Office server with every data transmission.

The .iif file can be exported in the Accounting Interface on the Central Office server computer.

Export File Directory

The Export File Directory is the folder where all .iff files created in the Accounting Interface are stored. This includes

• The accounts.iif file - The chart of accounts
• The ROW.iif and [LicenseNumber_DateTime].iif file - The files produced by the Reconcile process

Click the Browse button to navigate to the folder location. The folder can be

• C:\Program Files\Intuit\QuickBooks Pro
  • Or the default directory in QuickBooks for importing files (assuming that QuickBooks is loaded on the computer you are importing from).
• A folder you create
  • You can use a folder on the local computer such as C:\ROWriterData or a server mapped to the local computer such as R:\data\accounting.

NOTE: If you use Central Office, the .iif file is extracted from the database in the Accounting Interface on the Central Office server computer and saved to the Export File Directory location entered here.

Accounts Payable Parent Account

Enter the Accounts Payable Parent Account to be able to see your Accounts Payable total as well as the total for each supplier in QuickBooks. Individual supplier accounts will import as sub accounts under the Accounts Payable parent account.

In QuickBooks, you can click the collapse button to show only the Accounts Payable account total or click the expand button to see what is owed to each supplier.

If no Accounts Payable Parent Account is entered, Accounts Payable invoices import into QuickBooks as individual supplier accounts, which helps QuickBooks determine how much is owed to each supplier. However, this method can make it difficult to determine your total Accounts Payable liability.

NOTE: Do NOT use Inventory for the Accounts Payable Parent account. Inventory is an asset account, not a liability account like Accounts Payable. This would generate errors when importing into QuickBooks.

Class

In QuickBooks, classes give you a way to classify your transactions. The classes you create in QuickBooks appear in your class list. Some reports in QuickBooks can be selected by class.

The Class setting allows you to specify a class for R.O. Writer data imported into QuickBooks. This useful if you have a Central Office location where multiple stores import data into it. Each store can be set up to be a separate class, such as “Store1”.

To use classes in QuickBooks, complete these steps:

1. Open QuickBooks.
2. Click File menu > Preferences > Accounting Company Preferences.
3. Check Use Class Tracking.
4. Click Report for a quick report for a particular class.

NOTE: For regular reports, use the Filter button after selecting the report to select the class to print.