Connecting to Accounting

Make accounting easier by avoiding double entry.

Using this guide you will be able to connect to one of the 3 accounting packages we support. Quickbooks Windows desktop (10 or higher), Quickbooks Online and Xero.

Quickbooks Desktop

Connect Quickbooks – Desktop version

 

This is a guide of how to connect and sync Quickbooks Desktop (Windows only) via the Quickbooks web connector application.

Setting up the Quickbooks web connector

Make sure you have the Quickbooks web connector. Newer versions have this application included with Quickbooks. It would be worth it to check here first regardless of your version. 

You can enable the application by going to:
File > Enable web services
If you have an older version  please use this link to install the free application
Contact shopVOX support to enable your version of Quickbooks within our settings. You can use the chat feature within the application to do so.

In shopVOX go to:

  1. Store Name > Account Settings link
  2. At the bottom check enable Quickbooks
  3. Enter a password to be used in the Quickbooks web connector
  4. Confirm the date of the recent sync to be the current date or a time frame of your choice
  5. Download the QWC file


In Quickbooks Web Connector go to:

  1. File > Add application
  2. Navigate to the downloaded QWC file saved from shopVOX and add.
  3. Accept the application and it will show as an accepted web program within the program
  4. In the time field enter a sync time of 1 to 5 minutes.
  5. In the password field enter the password entered in shopVOX.

It should now be connected to sync with shopVOX.

Tax setup and COAs


There are many items that need to be paired with the 2 applications in order for the sync to function. Those items are:

  • Sales taxes (shopVOX only supports sales tax items. It does not support groups.)
  • Chart of accounts
  • Employees
  • Term codes
  • Payment methods

Sales Taxes

In Quickbooks go to:

  1. Item menu > item list
  2. Sort by type
  3. Find all valid sales tax items
  4. Edit your most common tax item
  5. Copy the “sales tax item” name

In shopVOX go to:

  1. Settings menu > Account settings > Sales taxes
  2. Either edit an existing or click “add new” on the top right
  3. Paste the Quickbooks sales tax item name into the the name field within shopVOX
  4. In Quickbooks:
    Copy the tax rate
  5. In shopVOX:
    Paste the tax rate
  6. In Quickbooks:
    Copy the description
  7. In shopVOX:
    Paste the description
  8. In Quickbooks:
    Copy the name of the Tax Agency (vendor). If you do not have one you must have something in that field.
  9. In shopVOX:
    Paste the  Tax Agency into the “Department” field.
  10. Save

Repeat these same steps for all sales tax items needed. They must match verbatim in all areas. Name, Rate, Description and Tax Agency (department) Add Exempt, Non-profit and Out of state as sales tax items if needed.

Chart of accounts

It is necessary to map a few chart of accounts from shopVOX to Quickbooks. In order for them to be mapped you must create them in shopVOX and match them to Quickbooks.

In Quickbooks:

  1. Click Edit Menu > Preferences
  2. Click on the “Company” tab on the right hand side of the screen
  3. On the left highlight “accounting” and make sure “use account numbers” is checked
  4. On the left side highlight “payments” and make sure “use undeposited funds” is checked

Identify these chart of accounts:

  1. Click Company menu > Chart of accounts
  • Accounts receivable (must be the Quickbooks default accounts receivable item)
  • Undeposited Funds
  • Sales tax payable
  • Incomes (You can have many such as sales, banners, vehicle wraps etc.)
  • Cost of materials (You can have many as well)

Make sure they all have a GL number assigned to them. If not you will need to add one by editing the item and adding a number in the top right corner of the edit window

In shopVOX:

  1. Click Settings menu > Account settings > chart of accounts
  2. “Add new” from the top right of the screen
  3. Select the type such as “income”
  4. Enter the number to match the COA number in Quickbooks
  5. Enter the name as it reads in Quickbooks.
  6. Enter the description as it is in Quickbooks
  7. Click the “Create COA” button
  8. Repeat this for all COAs that need to be mapped to Quickbooks

Create the COA mapping

You will need to add the mappings desired within shopVOX.
In shopVOX:

  1. Click the settings menu > Account settings > COA Mapping link
  2. Add a new COA mapping from the top right of the menu
  3. Select shopVOX’s name that you want to map such as Inhouse sales
  4. Select the COA it should be mapped to that you created in the previous step
  5. Click ‘Create COA mapping”

You should do this for each COA that you’d like to map. You must have at minimum:

  • Accounts receivable
  • Income (minimum of one)
  • Sales Tax Payable
  • Undeposited Funds
  • Cost of goods

Mapping users

You will need to also map the potential users in shopVOX that are setup as sales representative. In Quickbooks this will be done by adding employees.

In shopVOX:

  1. Got to settings menu > Account settings > users
  2. You will need the first and last name

In Quickbooks:

  1. Go to employee center
  2. Either add or edit an existing employee
  3. Make sure the First name field matches the first name in shopVOX and the same for the last name

Mapping payment methods

You will need to also map the payment method/type

In shopVOX:

  1. Got to settings menu > POS Settings > payment method
  2. Either add new or edit an existing payment
  3. All payment types need to be in Quickbooks

In Quickbooks:

  1. Go to list menu > other lists > payment type
  2. Edit or add payment types to match shopVOX in both name and description

Repeat for each separate payment method desired.

Mapping payment terms

You will need to also map the payment method/type

In shopVOX:

  1. Got to settings menu > POS settings > Term codes
  2. Either add new or edit an existing payment term.
  3. All payment terms need to be in Quickbooks.
  4. Note the number of days needed to age. (i.e Net 30 should have a standard type and 30 days entered)

In Quickbooks:

  1. Go to list menu > other lists > terms
  2. Edit or add term types to match shopVOX in both name, aging and description

Repeat for each separate payment method desired.

Quickbooks Online

Connect to Quickbooks Online

This is a guide of how to connect your Quickbooks Online account to your shopVOX account.

 Making the connection

Connecting the two applications is actually quite simple.

1. The first step is to contact us and let us know which version you’d like to use. You can use the chat feature within the application to do so.

2. In shopVOX go to:

Store Name > Account Settings link
At the bottom check enable Quickbooks

3. At the bottom click the “Enable Quickbooks Online” button. A window will pop up where you can then enter you Quickbooks online user name and password. It will ask you to authorize and then make a connection.

4. Click return to shopVOX. That’s it. They are now able to talk to one another.

Hold on though! You still have a few connections to make before it will actually be able to send information over.

Tax setup and COAs

There are many items that need to be paired with the 2 applications in order for the sync to function. Those items are:

  • Sales taxes (shopVOX only supports sales tax items. It does not support groups.)
  • Chart of accounts
  • Employees
  • Term codes
  • Payment methods

Sales Taxes

In Quickbooks go to: 

Click on “Sales taxes” on the right hand menu and either edit or add a tax:

1. Highlight and copy the “Tax Name” in Quickbooks

In shopVOX go to:
Settings > POS Settings > Sales taxes
Either edit an existing or click “add new” on the top right

2. Paste the Quickbooks sales tax item name into the the name field within shopVOX

3. Do the same for Tax agency and the rate.

4. Save

Repeat these same steps for all sales tax items needed. They must match verbatim in all areas. Name, Rate, Description (if applicable) and Tax Agency. Add Exempt, Non-profit and Out of state as sales tax items if needed.

Chart of accounts

It is necessary to map a few chart of accounts from shopVOX to Quickbooks. In order for them to be mapped you must create them in shopVOX and match them to Quickbooks.

In Quickbooks: 
Click the company menu near the top right of the screen to reveal the settings area.

  1. Under the settings group click “Company Settings” and highlight advanced.
  2. Edit the “Chart of Accounts” and enable “Account numbers.” (Note: If it’s already enabled..this is just double checking.)
  3. Save

At the top right of the screen click the “Assign Account Numbers” button.

You will need to either assign a chart of account numbers here or identify existing numbers. Chart of accounts you create must match in Number, Name, Type & Description. (Note: You can edit this list directly and is the quickest way to identify, assign numbers and rename the COA. It will not allow you to edit the description here, which must match to shopVOX as well.)

Identify the following chart of accounts and make edits & additions if needed. Your chart of account numbers can be of any number. Please consult your accountant if you are unsure of what numbers you should use. Ours are suggestions.

  • Accounts receivable (must be the Quickbooks default accounts receivable item)
  • Undeposited Funds
  • Sales tax payable
  • Incomes (You can have many such as sales, banners, vehicle wraps etc.)
  • Cost of materials (You can have many as well)

Save your changes.

To edit the chart of account and descriptions :

  1. Click on your company settings menu > “Chart of Accounts” link.
  2. Highlight the chart of account and then click edit from the menu on the right.

In shopVOX:

  1. Click POS Settings > Settings menu > chart of accounts
  2.   “Add new” from the top right of the screen
  3.   Select the type such as “income”
  4.   Enter the number to match the COA number in Quickbooks
  5.   Enter the name as it reads in Quickbooks.
  6.   Enter the description as it is in Quickbooks
  7.   Click the “Create COA” button

Repeat this for all COAs that need to be mapped to Quickbooks 

Create the COA mapping

You will need to add the mappings desired within shopVOX.

  1. In shopVOX: Click the settings menu > COA Mapping link
  2. Add a new COA mapping from the top right of the menu
  3. Select shopVOX’s name that you want to map such as Inhouse sales
  4. Select the COA it should be mapped to that you created in the previous step
  5. Click ‘Create COA mapping”

You should do this for each COA that you’d like to map. You mush have at minimum:
Accounts receivable
Income (minimum of one)
Sales Tax Payable
Undeposited Funds
Cost of goods

Mapping users

You will need to also map your users in shopVOX to Quickbooks. In Quickbooks this will be done by adding employees.

In shopVOX: 
Got to Settings > Account setttings > users
You will need the first and last name. (Note: A last name is required if you are going to map to Quickbooks online.)

In Quickbooks: 

  1. Go to the employee link on the left and then click the “Add employee” button on the right. (At this time if  you haven’t already you can skip the payroll options offered by Quickbooks. This is not required to make the connection for shopVOX.)
  2. Make sure the users first and last name match to the appropriate fields in Quickbooks.

Make sure the First name field matches the first name in shopVOX and the same for the last name

Mapping payment methods

You will need to also map the payment methods and the type

In shopVOX: 

  1. Got to settings menu > POS settings > payment methods
  2. Either add new or edit an existing payment
  3. All payment types need to be in Quickbooks

In Quickbooks: 

  1. Go to your company settings > click the link for “All lists”
  2. Click Payment methods
  3. Edit or add new.
  4. Match the information from shopVOX to Quickbooks or vice versa
  5. Add all payment methods needed.

Mapping payment terms

You will need to also map the payment terms.

In shopVOX: 

  1. Got to settings menu > POS settings > Term codes
  2. Either add new or edit an existing payment term.
  3. All payment terms need to be in Quickbooks.
  4. Note the number of days needed to age. (i.e Net 30 should have a standard type and 30 days entered)

In Quickbooks: 

  1. Go to your company settings > click the link for “All lists”
  2. Click the “Terms” link
  3. Edit or add new.
  4. Match the information from shopVOX to Quickbooks or vice versa
  5. Add all payment terms needed.

Xero

Xero – to shopVOX setup

This is a guide on how to connect XERO with shopVOX

In shopVOX:

  1. Click on your Business name >>  Account Settings >> Settings.
  2. Click on “Connect to XERO” button as shown in screenshot.3. You will be redirected to Login screen of XERO, if you are already logged in then you will see Authorize Application screen.

4. After logging into your Xero Account, you will see Authorise Application screen, select Organisation and click on Authorise button and you will be taken to shopVOX account

 

Chart of Accounts and Sales Tax:

5. Open a new tab in your browser and go to www.xero.com and login into your Xero Account

6. Go to Settings >> Chart of Accounts

7. Compare all Chat of Accounts code in XERO with Chart of Accounts code(Account number) in shopVOX, make sure both systems have identical COA codes on respective Chart of Accounts.  For example, if Account Receivable code is 1200 in Xero then Account Receivable code in shopVOX must be 1200.

8. In order to view the Chart of Accounts list in shopVOX, click on your Business name >> POS Settings >> Chart of Accounts. You will be able to edit/add COA and can change account type.

9. Undeposited funds COA need to be mapped with Bank type in Xero. If there is no Bank account, click on- Add Bank Account and choose Bank Account.

Sales Taxes:

10. Taxes listed in shopVOX must be included in Xero Account.

Sales Taxes in shopVOX: Click on your Business name >> POS Settings >> Sales Taxes

Tax Rates in Xero: Settings >> General Settings > Tax Rates

11. In order to post Transactions into Xero, click on your business name ( in shopVOX ) >> Account Settings >> Sync Invoices and Payments.