Editing Accounts for Export

Click the Edit Accts button in the toolbar. A dropdown list appears with each of the accounts or accounting information you need to configure.

Pay Types, Other Fees, and Suppliers are Configuration settings. These menu entries give you access to these Configuration settings.

Standard

Standard Accounts are accounts that R.O. Writer must have for normal operation.

You cannot delete any of these accounts or change the account types as they are all needed for proper operation. You can edit the name used in your accounting system to track these transactions. Make sure you do not use account names that conflict with other accounts used by your accounting program.

NOTE: It is strongly suggested you edit these accounts before the chart of accounts is imported into QuickBooks and not after. To verify, you can print all accounts by clicking the Print Accts button in the toolbar.

Payment Types

These are the payment methods that customers use to pay you for shop services. You need to configure payment types so that the system knows how to record and track credit card payments as well as other payments that are not cash, paper check, or charges to customer accounts.

For full details, see Payment Types.

Other Fees

This setting allows you to configure the taxes and fees. The first five are non-taxable fees and are usually liability accounts. The next four fees are usually counted as sales accounts and taxed at your parts sales tax rate. Use these to track add-on fees that are considered sales by your state; for example: F.E.T. taxes or miscellaneous supplies.

For full details, see Other Taxes and Fees.

Suppliers

These are the suppliers you can order parts from. Some suppliers have electronic interfaces that must be configured here.

For full details, see Suppliers.

General Accts

Select Expense Accounts to enter expense accounts used in Accounts Payable:

Select Shop Credit Card Accounts to enter credit cards you hold and use to pay your suppliers in Accounts Payable. DO NOT enter the same account names you entered as the Payment Types. One suggestion might be to call the account VISA4455 where 4455 are the last 4 digits of the credit card number.

When parts are purchased that will be sold on a repair order, the Accounts Payable invoice needs to be coded to the inventory account, which already exists under standard accounts. If you do not, inventory in QuickBooks goes to a negative number because when you sell the parts, we reduce inventory in QuickBooks by the total cost of those parts and increase parts costs (cost of goods sold) account.

Inventory

There are only two ways the Inventory account is affected in QuickBooks:

Nothing in the Inventory module - including PO Management, Post Parts Receipts, and Adjustments - are imported into QuickBooks. Therefore, whenever you buy parts sold on repair orders, you need to create an AP invoice for those parts and use the Inventory account. If you do all your Accounts Payables in QuickBooks, follow the same rule and be sure to increase the Inventory account.

If you use the adjustments tool in the Inventory module, these adjustments are tracked on the Lost Stock Report. Use this to make general journal entries in QuickBooks to adjust the Inventory account.

QuickBooks Import Example

Below is an example of some accounts imported into QuickBooks. Here you can see what types of accounts are required.

Account Name Account Type List

Checking Account

Bank

Standard

Accounts Receivable

Other Current Asset

Standard

American Express

Other Current Asset

Payment Types

Discover

Other Current Asset

Payment Types

Visa/MasterCard

Other Current Asset

Payment Types

Coupon

Other Current Asset

Payment Types

Inventory

Other Current Asset

Standard

Petty Cash

Other Current Asset

Standard

R.O. Writer Sales

Other Asset

Automatically Created

Accounts Payable

Other Current Liability

Standard

Supplier Name Accounts

Other Current Liability

Suppliers

Customer's Advanced Payments

Other Current Liability

Standard

FET Tax

Other Current Liability

Other Fees

Oil Recycling

Other Current Liability

Other Fees

Tire Tax

Other Current Liability

Other Fees

Sales Tax Payable

Other Current Liability

Standard

Visa3443

Other Current Liability

Shop Credit Card Accounts

Core Charges - Non-Taxable

Income

Standard

Core Charges - Taxable

Income

Standard

Credit Card Fees

Income

Standard

Finance Charges

Income

Standard

Labor Sales - Non-Taxable

Income

Standard

Labor Sales - Taxable

Income

Standard

Parts Sales - Non-Taxable

Income

Standard

Parts Sales - Taxable

Income

Standard

Sublet Sales - Non-Taxable

Income

Standard

Sublet Sales - Taxable

Income

Standard

Parts Costs

Cost of Goods Sold

Standard

Bad Debts

Expense

Standard

Cash Drawer Adjustments

Expense

Standard

Credit Card Processing Fees

Expense

Standard

Fleet Discount

Expense

Standard

Freight

Expense

Expense Accounts

Small Tools

Expense

Expense Accounts

Labor Discounts - Non-Taxable

Expense

Standard

Labor Discounts - Taxable

Expense

Standard

Parts Discounts - Non-Taxable

Expense

Standard

Parts Discounts - Taxable

Expense

Standard

Sublet Discounts - Non-Taxable

Expense

Standard

Sublet Discounts - Taxable

Expense

Standard

For information about what is posted to each account, see What is Imported from R.O. Writer.

For information on common errors, see Accounting Interface - Frequently Asked Questions.