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Integration - QuickBooks

Michael C -

Please note that this accounting integration is currently under maintenance and not currently available. The new and improved replacement integration will be available very soon. Please contact support@kounta.com for further information.

What it Does

Connect your Kounta with QuickBooks Online and export your daily sales and reconciliation totals to keep your accounts up to date.

The integration will create a single Invoice that combines the various income, payments and adjustments to represent a single period of trade corresponding to a 'Finalised Takings Report' in Kounta

Each exported Takings will balance out to $0 outstanding and will update the necessary credits and debits to each of the accounts configured below


Enabling the QuickBooks Add On

  1. Tap Sites or mySite




  2. Select a Site (mySite, go to step 3)




  3. Tap on Add-Ons




  4. Select QuickBooks




  5. Tap on the + Symbol




  6. Tap Enable




Connecting a QuickBooks Account

  1. Select QuickBooks




  2. Tap Configuration




  3. Tap Connect to QuickBooks




  4. Login to the QuickBooks




  5. Authorise Kounta to access your QuickBooks data. Ensure that you have selected the correct QuickBooks Account for the Kounta Site to export to. 




  6. Once authorised, you will be redirected back to Kounta.


  7. The QuickBooks Account will now be connected to Kounta. You can remove the connection by selecting the trashcan icon under Action.





Configuring your Account Codes

The next step is to map your Default Accounts from Kounta to your QuickBook Chart of Accounts.

Familiarise yourself with your Chart of Accounts in QuickBooks or speaking to your Accountant then follow the steps below.

  1. Go to Sites

  2. Select the relevant Site

  3. Go to Add Ons

  4. Select QuickBooks

  5. Tap Configuration

  6. Select the relevant account codes from the drop down lists to map up to QuickBooks.

- Default Sales Income Accounts 
Where we declare all of your recorded sales (individual income accounts can be setup on each item via Products - Edit - Accounting or via Import)

- Default Clearing Account 
Where we declared all of your counted money (individual clearing accounts can be setup for each Payment Type via Company - Payment Types)

- Cash In Account
Where we declare any additional non-income monies being added to your counted amounts

- Cash Out Account 
Where we declare any expense/reduction in monies from your counted amounts 

- Balance Account 
Where we declare any variance between your recorded sales and counted monies

- Sales Expense Account 
Where we declare the Cost of Goods sold for the Products sold on the takings record.

- Prepayments Account when you process payments against an account or lay-by order we currently account for this as a 'pre-payment' to balance the additional amounts that will show in your Clearing Accounts. Once the order is fully paid, we convert the prepayments to income for that sale.
This is typically setup as a Current Liability, note we write this as a credit ie $10 cash payment would add +$10 to your Prepayments Account and -$10 to your Cash clearing account.

- Tips Account 
Where we declare any Tips applied to transactions. You will also be given the option to withdraw Tips as cash that will generate a cash out record for amount of tips received. 



Configuring Tax Types For QuickBooks

When connecting Kounta with QuickBooks you will need to ensure you tax codes correlate with the codes used in your QuickBooks account.

You will need to configure the tax codes via the QuickBooks Tax Types tab within the QuickBooks configuration area.

This can be found via:

  1. Select QuickBooks




  2. Tap Configuration




  3. Select QuickBooks Tax Types





Exporting to QuickBooks

Once setup tap the Export to QuickBooks tab to see a list of exportable Takings Reports. If there are no Takings Reports showing you may need to Finalise Takings first.




Press on the  to export the report to QuickBooks or  to ignore the Takings Record.

The Takings records are written to QuickBooks as a Draft Invoice

 

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