You can get to this part of the system by clicking on the gear-shaped button on the right side of our blue Admin Toolbar, click Settings, then click POS Settings > QB Connect.
Importing Accounts for QuickBooks Connector
The next thing you need to do is get to where you can Import your QB Accounts. Now that you have the connector set up, with Quickbooks itself open and running, go to Settings > POS Settings > QB Connect, and click to open the QB Connect Settings. Click on Quickbooks, then in the tabs below that, click Import.
This step will import your account information from QB to the Accounts tab in our system settings, so you won't have to manually enter each, and to ensure they are spelled exactly the same.
You will want to check all boxes except Class List, just as pictured above. You don't need that one, unless you have multiple store Locations set up in our system (that can manage inventory separately). If you have multiple Locations in the Rain system, check the box. Click the Set to Import Lists button. Click Save to ready our system to do the import.
Open and navigate to the Quickbooks Web Connector program and click the Update Selected button.
This is a step you only need to do once, and will save you time in configuring your Accounts.
NOTE: The Class List setting does not refer to classes that you teach. Class List refers to the ability to associate transactions to a class list grouping within QuickBooks.
Multi-Location Class List Setup (OPTIONAL)
Please skip this section if you only have a single Location in the Rain system.
How do I know how many Locations I have? If you are unsure of your Location setup, you can verify your settings by clicking on the gear-shaped button on the far right of our blue Admin Toolbar, then click on Settings. Your list of Locations is under your Company Name. If you have more than one, you need to follow the instructions in this section; if not, skip down to the section titled Configure Your Accounts.
1. Make sure QB is ready for multi-location by configuring Classes.
If you have two separate physical stores (or more) that have separate product databases and Location IDs in the Rain system, you'll need to make sure your Quickbooks has the Classes set up before you Import your Accounts.
In Quickbooks, go to Edit > Preferences, then in the column on the left, click on Accounting and in the window that pops up, click on the Company Preferences tab. The Class settings are below Accounts. Make sure the box to Use Class Tracking for Transactions is checked. Click OK.
Next, we need to make sure you have a Class set in Quickbooks that will coincide with transactions for each of your Locations. Click on Lists in the menu at the top, and then go to Class List. If you already have your Classes set up, you'll see a line-item for each (#1 below).
If you need to create Classes for additional Locations, go to the bottom of the screen and click the Class button (#2 above) and click New in the pop-up list. In the next step, you will set up these Classes along with your other Accounts from QB in the Rain settings. Then, when you run your daily updates, each transaction will list the proper Class in that column, as pictured below.
Map Your QB Accounts Into Rain
In the Rain system, go to the Account Mapping tab (Settings > POS Settings > QB Connect > QB Connect Settings > Quickbooks > Account Mapping).
Each of the drop-lists for the Accounts field will have populated with the corresponding Accounts from your QB from what you did previously in the Import tab. For each area, your drop-list should have an item like the ones shown below (according to the setup instructions in Step Three of this setup series). Click here if you need to reference your original setup of those accounts.
For Bank Deposit Accounts, you don't need to put anything in there if in the Accounts section above, you use Undeposited Funds for all your Sales Receipts (revenues) as a holding account. That is the most simple way to set up and utilize this integration, but if you want different payment types to automatically be mapped over to specific bank accounts you've set up in QB, Sales Receipts in the section above will need to be mapped to a different Holding Account. If they all go to the same place, there is no need to specify bank accounts, just leave your Sales Receipts mapping as Undeposited Funds.
You have the ability to specify different bank accounts you deposit to for different payment types. Use the account names that coincide with what you set up in your Quickbooks. You can have each set to a different account, or any number of them set to the same accounts, you just need at least one or more set to a different account. Here is an example:
For QB Classes, as noted above, you only need this if you have multiple Locations (with separate product databases) set up in our system. Again, these are not about classes you teach, but they are Classes in QB that you set up to tie to transactions from a specific Location. Set each one appropriately, if needed.
Once you're finished, click Save at the bottom to finalize your Account Mapping settings.
Coming Up Next: Configure your QB Connector Settings in Rain.