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Integrate your QuickBooks with Kounta

 

Our new QuickBooks Accounting Integration allows you to configure your Kounta to automatically synchronise end of day takings, customer account sales and, even the management of Purchase Orders can now all be managed through this one integration between Kounta and QuickBooks.

 

Note - If you are still using our OLD integration and, you have Z Reports that have not been exported, you should complete this on the OLD integration before enabling this new and improved integration.
You will only be able to export a maximum of 30-days prior to the start date of your integration.

This guide will walk you through the steps of enabling this integration and, through the recommendations with our Accounting Partner, some suggestions around best practise account types to use in your QuickBooks. There are also steps to migrate across to the new integration if you are using our old QuickBooks Integration.

 

To enable the sync of Purchase orders to your accounting platform, then you can read our guide on Syncing Purchase orders to QuickBooks.

 

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What's in this guide?

 

Before you begin   

Enable the QuickBooks Integration

Setting up your Default Accounts

Configure Accounting for account sales

Setting up Tax Codes and Clearing Accounts

Setting up Product Specific Mapping

Synchronisation Settings

Integration Functionality

Migration Plan from Old Integration 

Frequently Asked Questions

 


Before you begin

 

Setting up your Kounta to integrate with your QuickBooks is easy - you will just need to have a few things ready to go;

 

  • A current and active Intuit QuickBooks subscription (Follow the link to create an Intuit account)

  • A Windows or Apple desktop (or Laptop) using the Google Chrome Browser is required to complete the setup and manage the integration (this is not supported on a mobile device like iPhone, iPad & Android at this stage)

 

Naturally, you will also need your Chart of Accounts set up in QuickBooks and, ideally a working knowledge of which accounts you will be using - your bookkeeper or accountant can help.

 

(The QuickBooks Support Team will be able to help with this if you require assistance, you can contact them at support@QuickBooks.com

 

 

Functionality

Our Accounting Integrations provide a range of functionality for Kounta customers across all of our plans. You can check your site's plan on the Kounta Account page in the back office.

 

End of Day/Reconciliation Reports ExportsKounta POS customers

Account Sale Exports and Account Sale PaymentsKounta POS customers

Purchase Order ExportsKounta Purchase customers

 

This guide will go through setting up the first two - we’ll talk about setting up purchase order exports in our guide on how to Sync Purchase Orders to QuickBooks.

  

More details on the accounting integration functionality below.

 


Enable the QuickBooks Integration

 

Note - If your Kounta business name has the symbol '&' we recommend changing this in your Site Information to a simple " and " as we have noticed some errors occurring when invoices are exported. 

 

1. From the Add-ons Page in Kounta back office, find the QuickBooks Integration

 

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2. Enable this add-on by clicking on the orange Enable QuickBooks button

 

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3. Now we need to click Connect to QuickBooks

 

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4. This will now launch the familiar QuickBooks login page - log in with your QuickBooks username & password.

When prompted you will need to confirm the integration between Kounta and QuickBooks

 

 

5. Your connection should now see a green tick

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Setting up your Default Accounts

 

Now we really are diving into the accounting side of things. 

Make sure you have your accounting/bookkeeper on hand, seat up and tray table stowed.

This is not our forté either, so the below suggestions and Best Practise recommendations are from our Accounting Partners.

 

Note - If you require further clarification on any of the Account Type terms or which accounts these should be mapped to in QuickBooks, the QuickBooks Support Team are best placed to assist support@QuickBooks.com.

 

Your Default Accounts are the accounts that Kounta will send your sales data to when there are no Advanced Account (Product Specific) Mapping details present.

 

1. To begin mapping your Default Accounts select the Manage tab.

 

2. Check the box next to For each taking and account sale in Kounta, create a Sale in QuickBooks

 

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You will now see all of the options to map your Kounta data to your specific Quickbooks Accounts. 

As mentioned above, this integration will give you recommended accounts for each account type based on the accounts you have listed in your chart of accounts. We have included a brief description of each field and account type below.

 


Create QuickBooks Invoices

 

3. Assign Sales to Class & Location

Location Tracking and Class Tracking lets you track your income and expenses. You can use either one of them individually or both of them together.

Class tracking specifies a different class for each detail line of a transaction
Location tracking allows you to assign a location to an entire transaction " - QuickBooks

Eg: Managing your Kounta sites separately under the same QuickBooks account.

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4. Invoice Number Prefix

This will allow you to place a prefix at the start of any invoices that arrive in QuickBooks from Kounta to assist in which invoices belong to which export type (this one specifically for Reconciliation Exports).

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5. Select whether you want your data to appear as either Draft or Approved Invoices;

Draft - Reports as a $0 draft invoice with the accounts written as a line item on the invoice which needed to be approved before any data was written to the accounts.

Many of our customers use this feature for;

- Assigning Class & Locations
- Fixing up reconciliation errors before the invoices are approved

Approved - If you check your numbers in Kounta first, then bypass the drafting step and write your data directly to your P&L and save yourself the time.

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When you set your data to appear as a Draft in QuickBooks, you will also need to assign Clearing Accounts for your payment types - like you would for assigning clearing accounts for approved invoices or account sales below

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6. All of the below accounts will need to be mapped even if you are not using them (ie Gift Cards) in order to 'complete' the integration setup. 

 

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Configure Accounting for account sales

 

Invoice Number Prefix

This will allow you to place a prefix at the start of any invoices that arrive in QuickBooks from Kounta to assist in which invoices belong to which export type (this one specifically for Account Sales).

 

Deposit Sales into Account

Kounta Account Type Description QuickBooks Recommended Account Type QuickBooks Tax Code

Deposit Sales into Account

This is the default income account where Kounta will export all of your finalised sales from Account Sales.

Income,

Revenue,

Sales

Based on Sales type

 

 

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Setting up Tax Codes and Clearing Accounts 

 

Once the Default Accounts have been mapped you will need to then select the QuickBooks Tax Type mapping for your Kounta tax codes - you can find out more about adding and managing your taxes in your Kounta Account here.

 

The Integration will give you the recommended tax codes from your QuickBooks Accounting Program for these tax types. If you don't see the option here but you use this Tax Type in Kounta, you will need to create the corresponding tax code in QuickBooks. 

 

 


Setting up Clearing Accounts for Kounta Payments

 

You will now have the option of selecting your QuickBooks Clearing Accounts for any payments that have been made in Kounta (These are all of your payment methods eg: Cash, EFTPOS, Albert, Mint Payments & Tyro)

 

You will now come to an option that looks like the screenshot below. This will give you 2 options, to set the payments from Kounta to QuickBooks and the payments from QuickBooks to Kounta.

 

Payments from Kounta to QuickBooks

This account represents the default account for all of your payment types in Kounta, if you select ONLY this option, all of your payment methods used in Kounta will be sent to this account.

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Advanced Options for Clearing Accounts

 

If you select the 'Advanced Options' shown in the screenshot above, that will drop down a listing of all of your Kounta Payment Methods along with options to map those payment methods to specific accounts in QuickBooks.

 

Eg: Cash goes to a Cash Clearing account, while your Integrated EFTPOS payment types (in the below scenario we have Albert, Mint Payments and, Tyro) could go to an EFTPOS Clearing account.

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Don't Forget - Once the above mapping has been completed, click 'SAVE' to save the account mapping. 

 

 

 


Setting up Product Level (Product Specific) Mapping

 

Once you have completed the above and you have clicked SAVE, you will then be presented with an option box that looks like the one below.

 

This will now give you the option to select specific Income Accounts at a product level, this will tell Kounta to look at these settings first when we export to QuickBooks before using the Default Income Account. 

 

1. Click on the link Click here to configure individual Accounts for each of the Products.

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This will now present you with a new page with two columns of drop-down boxes, you will now be able to select the following options for each product.


Selling Account - This will be the account that represents all of the Income (Sales) from that product.

Buying Account - This will be the account that represents all of the Cost (Purchase Cost) associated with that product.

Once you have configured the mapping for all of your products, just simply click 'SAVE'. Kounta will then utilise those settings on the next Reconciliation Export. 

 

Pro Tip - If you leave these boxes blank, the default account (set up earlier) will apply for the product. 

 

 


Synchronisation Settings

 

The Integration will be able to perform a sync of your data between Kounta at automatic intervals.

 

You will be able to see these options by clicking on the Sync tab in the Integration. 

 

Synchronisation Settings

Account Timezone - This will allow you to configure your sites timezone (just to make sure the times & dates match). If this is wrong by default, you may also want to confirm you have set yourself up in the correct time zone from the Site Information settings.

Integration Start Date - What date do you want to start synchronising data to QuickBooks from? You can backdate this date by 30 days max.

 

Synchronisation

Automatic synchronisation is currently - Turn on or off the sync here

Next automatic sync in - These are set to 60-minute intervals., however, you can click the Sync Now button to manually trigger a synchronisation now (this can be helpful if you are waiting on an Account Sale to come through).

 

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Integration Functionality

 

The functionality that the Integration is able to provide will differ depending on whether you are already using the functionality in Kounta or if they are being performed in QuickBooks.

 

Kounta

Reconciliation Exports

- All of your Reconciliation Exports will be exported directly to the accounts specified in the Integration setup each day after you have completed your Takings.

- You are able to export to your Default Accounts or select Payment and Product specific accounts.

 

Account Sales

- An Account Sale is able to be created in Kounta, and we will then push an Account Sale Invoice into QuickBooks. The Invoice will be created in the 'Awaiting Payments' section in QuickBooks.

- You are able to make payments to Account Sale which will then sync those payments from Kounta and apply those payments to that Invoice in QuickBooks.

- You are able to finalise an Account Sale in Kounta and those finalised payments will sync through to QuickBooks and finalise the Invoice in QuickBooks.

- If you add a contact to an Account Sale in Kounta, the Integration will create that contact in QuickBooks as part of the Invoice sync. 

- You are able to perform discounts/adjustments onto Account Sale and these will automatically adjust the line items of those products when the invoice is created in QuickBooks. 

 

Purchase Order Invoices

- All of your Purchase orders will be exported to the accounts specified in the Integration setup once the order has been marked as received in Kounta back office.

- You default accounts and product-specific mapping work for Purchase Orders too.


 

QuickBooks

Reconciliation Exports

- All of your Reconciliation Exports will be exported directly to the accounts specified in the Integration setup each day after you have completed your Takings.

 

Account Sales

- QuickBooks does not have the ability to sync payments from Essentials to third-party programs, so payments can only be made in Kounta.

- QuickBooks is not able to create invoices which will then create an Account Sale in Kounta, the Account Sale invoices are only able to be created in Kounta

- QuickBooks is not able to make amendments to invoices as these changes will not sync back to Kounta and will cause the invoice to be over/underpaid. 

 

Purchase Order Invoices

- Once a Purchase order has been received in Kounta, it will create this as a Purchase Invoice in QuickBooks - ready for your Accounts team to pay - nice and easy.

Note - If you want to know how to sync Kounta purchase data with QuickBooks, you should read our guide on how to Sync Purchase Orders to QuickBooks. 

 


Migration Plan from Old Integration to New Integration

 

Our new Integration has been completely re-written from the ground up, that means the way that we send and receive information along with the ways that we communicate with orders both in Kounta and in QuickBooks is different.

 

Because of this, there needs to be a migration plan for customers using the Old Integration and moving to the New Integration, as we are not able to communicate with Account Sales created using the Old Integration we have come up with the below steps to ensure a smooth transition.

 

1. Disable the Old Integration

You will need to disable the Old Integration, this will ensure that no information is sent through to QuickBooks while you are finalising the remaining Account Sales.

 

2. Create a Manual Payment to close Account Sales

You may need to create a Manual Payment Type (eg: QuickBooks Offline), this will allow you to close off these Account Sales in Kounta, for more information on how to create payment types - we have a guide ready for you.

 

3. Go to the POS

You will need to log in to your Kounta POS and we will now need to close off ALL Account Sales that have been created, these will need to be closed off with the Manual Payment button (this will allow you to close those orders in Kounta and not be included in your normal payment clearing amounts)

 

4. Any Invoice created BEFORE the Integration start date will need to be managed in QuickBooks

As we are not able to communicate with pre-existing Account Sales you will not be able to apply payments to those Account Sales and have them sync those payments to QuickBooks. You will either need to manage those Account Sales entirely in QuickBooks or create new Account Sales once you re-enable the Integration.

 

 

 


Frequently Asked Questions

 

How do I also sync my purchase data with QuickBooks?

If you are already using Kounta Purchase, syncing purchase data with Quickbooks is a breeze. Check out our guide on how to Sync Purchase Orders to Quickbooks.

 

Do I have to pay anything extra for the QuickBooks integration?

No. Certain add-ons are only available on certain plans - for example, Account Sales are only available in the Manage Plan, however, if you decide to integrate your Kounta with QuickBooks, you’ll have to subscribe to their services as well as ours.

 

Which account should I link to?

This is a bit of a choose your own adventure - we recommend you bring your bookkeeper or Accountant along for the journey too. With the help of our Integration Partner, we have made some suggestions for the types of accounts to use and you can see them below in the Setting up your default accounts section below.

  

Where does my data go in QuickBooks?

Now, this depends on which accounts you have selected in the Default Accounts section below. We have also written a guide on Where does my data export? which goes into a little more detail just in case.

 

I'm not in Australia or New Zealand - can I still Integrate my Kounta to QuickBooks?

Honestly, this will depend on where exactly you are. First, you should check that you are in a Kounta supported region. Then, you can reach out to our 24-Hour Support Team to confirm that your integration will work.

Should there be rounding differences in the data exported to my QuickBooks?

There is currently a known limitation with the QuickBooks system, where we sometimes run into calculation errors when dealing with tax codes. Kounta handles up to 4 decimal places whereas QuickBooks handles 2 decimal places.  This means when the invoice is calculated on some occasions there may be rounding variances that will need to be balanced out. 

You can view the Kounta calculated data by going to the Integration Configuration in Kounta and selecting the Data tab.

How does Kounta Sync my Customers to QuiBooks?

For Account Sales, we match the Kounta Customer Name field to the QuickBooks field DisplayName as a unique identifier.

 


What's my next step?

 

If you already use Kounta Purchase, you can sync your purchase data with your accounting package so that every purchase you make creates an invoice on your accounting package.

 

Finalising your takings with Integrated EFTPOS in the mix is now super easy - our walkthrough on finalising your end of day takings will show you the steps.

 

Have you already got your Integrated EFTPOS connected to your Kounta POS yet? Our guide on Taking EFTPOS Payments with Kounta POS will put you on the right path.

 

We also spoke a lot about Account Sales in this guide? Not sure how they work? Or, want to learn more? Our guide on Account Sales from Kounta POS will answer your questions. 

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