These instructions are for customer who use QuickBooks accounting software and who receive one Journal Entry per location each accounting period.
Background: Logic Forte collects sales information from the Point of Sale (POS) at each of your locations. We can use this information to deliver Journal Entries for each of your locations to your accounting system (e.g. QuickBooks Desktop, QuickBooks Enterprise, or QuickBooks Online, etc). We can automatically deliver a daily Journal Entry for each location, or we can deliver a single Journal Entry for each location each accounting period (e.g. Calendar Month, 4/4/5 Period, etc).
Mapping to QuickBooks: Each location can be mapped to a separate QuickBooks Company and/or QuickBooks Class. Each account and paid out can be mapped to specific QuickBooks accounts. Configure your mappings on the Accounting Export page (see Step 2 below).
Logic Forte Accounting Export Page
Delivering Journal Entries to QuickBooks
1. Sign In to Logic Forte (visit https://logicforte.com/, click Sign In)
2. Go to the "Accounting Exports" page (click "Accounting Exports" in the "Accounting" menu)
3. Update Search settings (display all locations and correct period)
- Click the "Search" button
- Increase "Show Stores" to display all of your locations on a single page, instead of the default 10 locations per page. This allows you to select all locations when you Preview, Approve, or Deliver your Journal Entries.
- Adjust "Year" and "Period" if necessary. Accounting Export page should automatically display correct period.
4. Review Stores
- "Days" status should show "OK" for each location (meaning all days have been received) unless a location was closed during the accounting period (e.g. Thanksgiving, Christmas). Click on the status for more information. If not "OK", check your Logic Forte dashboard or contact us for a status update.
- "Balance" status should show "OK" for each location (meaning each day received from the POS was balanced). Click on the status for more information. If not "OK", check your Logic Forte dashboard or contact us if you would like to have us review the issue. If you approve an unbalanced location, Logic Forte will automatically balance your Journal Entry by adding an adjusting entry.
5. Preview Stores - You can download a Preview Spreadsheet that includes a "Summary" worksheet containing the Journal Entries we will send to QuickBooks for the selected locations and a "Detail" worksheet containing all of the data we use to calculate each line in the Journal Entry (e.g. individual Net Sales, individual Deposits, etc).
- Click the checkbox next to "Download" to select all locations
- Click the "Preview" button below store list to download a Preview Spreadsheet for the selected locations
6. Approve Stores - Finalize your Journal Entries for each location. Logic Forte will not make any further changes to Journal Entries once they are approved.
- Click the checkbox next to "Approve" to select all locations
- Click the checkbox next to any location you are not ready to approve (e.g. Days not OK or Balance not OK)
- Click the "Approve" button below store list
- After you approve a location, the Approve status will change from "Ready" to "Approved"
- After you approve a location, the Download status will change from "Approve" to "Ready"
NOTE: Logic Forte will approve your Accounting Exports for the first few months so we can review your exports and communicate any issues we are seeing. This will help you recognize and understand how to handle any export issues that might arise (e.g. missing days, unbalanced journal entries). You can request access to approve exports yourself after you are comfortable with the Accounting Export page. If the "Download" status shows "Approve", contact us and we will review/approve your Journal Entries.
7. Deliver Stores to QB - This will release Journal Entries for each location. Journal Entries will be downloaded to QB the next time your QuickBooks Web Connector checks for updates.
- Click the checkbox next to "Download" to select all locations
- Click the checkbox next to any location you are not ready to deliver to QB
- Click the "Deliver" button below store list
- After you deliver a location, the Download status will change from "Ready" to "Downloaded"
WARNING: If you deliver Journal Entries to QB multiple times, you may receive duplicate Journal Entries in QB.
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