Cash Drawer/Accounting

Configuration menu > Cash Drawer/Accounting

If the Accounting Interface is being used, these options must be set up before using R.O. Writer.

These options may also be configured in the Accounting Interface module by clicking the Configuration button.

This Terminal Has a Cash Drawer

This should be checked if you have an electronic cash drawer attached to your computer that interfaces with R.O. Writer.

• We recommend the following cash drawer from MMF, POS model number: MMF 226-125161872-04. For more information, please visit www.mmfcashdrawer.com.

• Configure the cash drawer’s interface software as documented and where appropriate, assign it the device name "ROWriter".

This Terminal is Allowed to Close Tickets

You are able to assign terminal privileges as to whether or not you will allow it the ability to close tickets.

Accounting Package

This should say "QuickBooks for Windows". If you are only using the Accounting Interface to the report and are not importing into QuickBooks, you can select No Accounting Interface.

Cash Drawer Comm Port

This option is used only if you have an electronic cash drawer attached to your machine that interfaces with R.O. Writer. Select the serial port number the cash drawer is plugged into.

The Cash Drawer Comm Port should be set to "OPOS". The Test button would open the cash drawer if the correct port is chosen and there is communication with the drawer.

Last Cash Drawer Balance & Amount to Leave in Drawer

These are cash drawer defaults; however, they can be edited when doing the daily reconcile and import to QuickBooks. This is the amount to leave in your cash drawer which is the same as petty cash in QuickBooks.

Export File Directory

This can be C:\program files\intuit\QuickBooks Pro depending on what directory QuickBooks shows as default directory for importing files assuming QuickBooks has been loaded on the computer you are importing from. You can also create your own folder to save these files in such as R:\data\accounting which would be a mapped drive on the server.

Accounts Payable Parent Account

R.O. Writer Accounts Payable Invoices import into QuickBooks under individual supplier accounts rather than Accounts Payable. This is helpful in determining in QuickBooks how much is owed to each supplier. However, this method can makes it difficult to determine your total Accounts Payable liability.

You can set up the Accounts Payable account as the parent account and R.O. Writer Accounts Payable Invoices will import to individual supplier accounts as sub accounts under the Accounts Payable or other specified account. This is helpful with QuickBooks reports where you just want an Accounts Payable total. You will then be able to click the collapse button to only show the Accounts Payable account and the total or expand to see what is owed to each supplier.

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 importing.

Class

In QuickBooks, classes give you a way to classify your transactions. The classes you create appear on your class list and some reports in Quick Books can be selected by Class. This feature allows you to specify a Class for R.O. Writer data imported into QuickBooks. This especially 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 set up to use classes in QuickBooks, complete these steps:

1. Click File > Preferences > Accounting Company Preferences.
2. Click the box for Use Class Tracking.
3. 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.

Use Date Range for Reconcile

Check this box to allow entry of a date range when reconciling. Selecting this option is generally not recommended if you are importing into QuickBooks because it cannot track what has already been posted and it is easy to duplicate information. Select it if you are careful never to use the same date range twice and not to skip days in between.

• When you use the date range option, records do not get marked as posted and only the date of the transaction is used.
• When you don't use the date range option, the Accounting Interface does not post by date.

After transactions have been posted to QuickBooks, they are flagged as posted in the system. The reconcile procedure includes ALL transactions - regardless of date - that have not yet been posted to QuickBooks. When you answer YES the reconcile report is correct, they are marked as posted and cannot be posted again.

Force Cash Count

Check this box to force the user to count and enter the correct currency amounts during the reconcile rather than just enter the total amount.