Please Note: You need to be using the Windows Desktop version of Quickbooks for the Intuit Quickbooks Connector to be able to work. For more information, click here.
Step One: Setting Sales Taxes
First, we will set up your installed Windows version of QuickBooks to work with the Connector and our Point of Sale. Start by opening QuickBooks.
1) In the top menu, click Edit, and at the bottom of the drop-list, click Preferences.
2) In the column of options on the left, click Sales Tax and then click the tab for Company Preferences.
3) Make sure that Do you charge sales tax? is marked as Yes.
NOTE: If you don't actually charge sales tax in your area, you still need to do this. You can choose to turn it off later, after you have finished this initial setup.
4) Click the Add Sales Tax Item button and create the first of two new taxes:
Type: Sales Tax Item
Name: Sales Tax
Tax Rate: Leave Blank (this will be calculated in our Point of Sale)
Tax Agency: Either choose an existing tax agency (e.g. Utah State Tax Commission) in your system or add one by clicking Add New.
Repeat the process but this time name the sales tax Sales Tax POS:
Click the Add Sales Tax Item button and create the following new tax:
Type: Sales Tax Item
Name: Sales Tax POS
Tax Agency: Use the same one as you did with the first Sales Tax.
After creating a new tax, an Updating Sales Tax popup will appear. Click OK in the Preferences window. The system will reset and close the window.
NOTE: Why do you need these two tax rates? The short answer is, in QB you can't have the same tax within a sales receipt and ON the sales receipt, or it won't do the taxes properly. So you set up these two, and your taxes will come through properly from the Rain system.
Sales Tax Follow Up
Last, we have to make sure that QB is using the appropriate new tax rates in the right areas.
Go back to Edit, and choose Preferences (see first screen image, above).
Choose Sales Tax and the tab Company Preferences.
Make sure that that the new Sales Tax POS is NOT showing in the 'Your Most Common Sales Tax Item' drop-list. Any other sales tax is fine.
You can now mark Do you charge sales tax? to No (if that is appropriate for your area; if you DO charge sales tax, leave it as Yes) and click OK to save the changes. Sales tax will actually be charged in the POS, so you do not need it on here in QuickBooks.
Coming Up Next: Set up your Default Customer settings for your Receipts.