2010 user conference

2010 User ConferenceApril 23rd – 25th, Philadelphia, PA

2010 User Conference

QuickBooks Integration/Overview

Roxanne Brown, CQAProfessional Business Solutions 4U, LLC

www.qb4yahoostores.com

[email protected]


Stone Edge Order Manager & QuickBooks Overview

Why do you need 2 programs?

What information remains in QuickBooks?

What does SEOM track?


Do You Really Need Two Programs?Yes

No one program can do everything – however two programs as powerful as SEOM & QuickBooks compliment each other very well

SEOM will now handle everything related to your products & customers

QuickBooks will manage the overall financial side of your business – Your overhead type processes, such as Payroll, A/P, etc.

Let each program do what it does best; your business will benefit.

Do you really want everyone to have access to your financial data?


What is Exported to QuickBooks?

Sales are exported as General Journal Entries

Deposits are exported as Deposit Entries eitherSummary - By Type, By DayIndividually

Receiving is exported as General Journal Entries

Invoicing will be exported as billing entries – allowing you to use Accounts Payable within QuickBooks to pay your bills easily.


Sales (As a Journal Entry)

Sales are exported as a General Journal Entry per day.

The entry can be summarized by Day & Account, or one long journal entry with each line item (not recommended long-term).

Included in the export of Sales data will be Product Sales, Sales Tax, Shipping Income, Discounts & Coupons, Returns & Allowances, Surcharges/Other Charges, Inventory, Received & Dropped, & Cost of Goods Sold.

You can use more then one Sales Account – provided you are using Inventory Categories in SEOM.

NOTE: Sales data for UNAPPROVED orders are NOT exported until they are approved!


Deposit Data

Deposit data can be exported in Summary or Detail

Summary Deposits are recorded in QuickBooks by Day, by Type

DetailDeposits are recorded in QuickBooks individually

Note: If you download your banking data, you will NOT want to utilize this feature. Instead, de-select this as an option and code your downloaded deposits to the Accounts Receivable – SEOM account.


Receiving Data

If using this feature in SEOM, Purchase Orders would be generated and received against in SEOM, NOT in QuickBooks. If you created a PO in SEOM, when you receive product, receive it against the Purchase Orders in SEOM.

The next time you export to QuickBooks, you will see a Journal Entry that increases an account called “Received and Dropped Not Paid.” This is an Other Current Liability account within QuickBooks and is specific to using SEOM.

Example: Inventory product was received; the Inventory Asset account will be increased (because you now have possession of the product) and Received and Dropped not Paid will be increased (because you have a liability to pay for it).


Vendor Invoices

When you receive invoices (bills) from your suppliers, enter them into SEOM against your open Purchase Orders – Not QBs. Each invoice can cover all, part, of one or more PO’s and will be imported into QBs in the form of a Bill so you can manage your Accounts Payable easily. This works for both inventory and drop-ship orders.

You can account for additional charges, discounts, or price changes within SEOM when you enter the vendor invoice, this information will be included in the export to QuickBooks.

At this time, Vendor Credits are managed in QuickBooks.

NOTE: Any additional charges incurred after the PO is locked down in SEOM must be accounted for within QuickBooks.


Sales Tax

Sales Tax collected is included in the Sales export Journal Entry.

Sales Tax collected will appear in the Sales Tax Liability – SEOM account in QB’s and can be cross-checked with the Sales Tax Payable report from SEOM, along with the Accounting Summary – NEW report pulled for the particular timeframe. You can also generate a ‘Quick Report’ from QuickBooks for the same timeframe.

A check is written from QuickBooks and coded to the same liability account.


What Should be Considered

Before Integration?


Before your ‘Go Live’ Date …

Your QuickBooks data file should be free of data corruption – It may make sense to start a New file

Basic computer maintenance is a must to ensure the stability of QuickBooks and SEOM

Special Accounts will be needed for StoneEdge to work properly

QuickBooks will now be used differently for customers & inventory/products

It is important to learn the correct procedures for day-to-day operations; otherwise your accounting data will be a mess.


Before your ‘Go Live’ Date …

Use 15-20 minutes of your Express Set-up with SEOM to explain your business model so they can configure the System Parameters properly.

Tip: Use a checklist and be ready for your appointment.

Consider which Export Settings to QB’s will be right for your business – Sales, Deposits, Receiving, & Invoicing all have some flexibility.

Would importing data from QB’s or your Cart help, or hurt?

Have a Plan! Don’t Rush going ‘Live’ and be sure to ask questions and read the Forum. Make a COPY of the SEOM database and your QuickBooks data file for testing. Experiment with different settings, learn the basics of using SEOM properly, and train your employees consistently.

Consider using some of the various resources* that are available; it can save a lot of time and money!


Now That You Have a

Plan – What’s Next?


Create New Accounts in QuickBooks

Sales Tax – SEOM – Type is Other Current Liability

Received & Dropped Not Paid – Type is Other Current Liability

Accounts Receivable - SEOM – Type is Other Current Asset

Inventory Asset - SEOM – Type is Other Current Asset

Misc. Order Debit - SEOM – Type is Other Current Asset

Misc. Order Credit - SEOM - Type is Other Current Asset

Rounding - SEOM – Type is Expense Account

Coupons & Discounts - SEOM – Type can be Income OR Expense

Returns & Allowances - SEOM – Type is Income (acts as Contra)


Create New Accounts in QuickBooks

Bank Accounts for Payment Items as Needed Tip: Consider using holding accounts

SEOM Clearing – Type is Bank Account – While this is not needed, it is highly recommended. Transactions that do not have a specific payment type will be posted here, making it easy to track and re-code.

Gift Certificates Liability - SEOM* – Type is Other Current Liability

Note: If using Inventory Categories, create the appropriate Sales (Income) accounts.


Inventory

Verify each SKU has a Primary Supplier & Cost

Is FIFO Initialized?

Verify Inventory QOH is correct – Now is the perfect time to do a physical count

Consider using Inventory Categories

Decide if Purchasing and Invoicing will be performed in SEOM or QuickBooks – This can be phased in when proper procedures can be established.


QuickBooks Accounting ExportDecide what data will be exported based on your setup

Select your Starting Date

Preview, Preview, Preview before you import. Back-up, Back-up, Back-up …. Did I say Back-up Review a few days worth of data before you import the entire year

If your Accounts in QuickBooks changes – You MUST re-sync the two databases

NOTE: If you receive Error Messages – Do NOT Ignore Them!!! Write them down, take a screenshot, make notes, and follow through. They must be fixed before the data will export.


QuickBooks/SEOM Accounting Tips

A/R will typically fluctuate up/down because of timing issues – this is normal, however you must track and verify.

Inventory Adjustments are NOT exported to QuickBooks at this time; this is something that will require a manual adjustment in QB’s.

If a Vendor name in SEOM does not match the name entered into QuickBooks, a ‘new’ vendor will be created upon import. Simply merge the vendor records in QuickBooks.

Consider not Summarizing the Sales Data journal entry for the first month, get to know what is coming over to QuickBooks and why. However, it is recommended this setting be changed to summary after a few weeks.


QuickBooks/SEOM Accounting Tips

It is NOT recommended to try to ‘fix’ data in the tables directly.

Custom Reports may be necessary; especially if you handle pre-pays, terms, gift certificates, etc. All the information is in the Order Manager, and the proper reports can really aid the accounting process . Consider the Communiqué Reporting Tool.

Do not rush going live. Test, Test, Test & Test. Train your employees consistently –the biggest problems come from inconsistency, lack of employee training, general procedures not followed correctly, or System Parameters not properly set.


QuickBooks/SEOM End of Month

Tip: Create a folder on your server/computer for ‘SEOM Accounting Reports.’ The first day of each month – BEFORE new orders are processed, Print reports to PDF and save.

Run your ReportsReview & Verify your Accounts ReceivableReview & Adjust your Inventory Asset account in QB’s as neededReconcile all cash & credit card accountsReview Received & Dropped Not Paid accountMake sure your back-ups are being made and not corrupt

Note: SEOM cannot go ‘back in time’ to calculate your Inventory On-Hand & Value, Aged Receivables, or some other time sensitive and valuable information.


Recommended Resources

Steve Cisick, Technology Co-Pilot, LLC

Contact Info: [email protected]

http://www.technologycopilot.com/stoneedge

480-704-4139

Tom Martin, Altaireon, Inc. (Communiqué)

Contact Info: [email protected] http://www.altaireon.com



Contact Info: [email protected] 866-979-0260

Matthew Grattan, Avalara

Contact info: [email protected]

206-826-4900 x1138

Marlon Harris, eMerchant Discount



Visit the Forum!

http://www.stoneedge.net/forum

SEOM Library of Training Videos:http://www.screencast.com/users/StoneEdge/folders/Training+Videos

Make sure to check out the ‘End of Year Procedures’ Training Video!


QuickBooks & SEOM

Questions?


Quick Look at a Few ReportsQUESTION:Why can’t I get the accounting summary report to say the same thing as the sales summary report and the sales tax report and the daily audit, etc.?

No one can truly agree on how they want to see the numbers - what date actually constitutes the “sale”

Many of these reports are not designed to agree with each other

Each report is designed to give different views into sales and income

Each report is focused on different dates, filters, and in many cases several dates

In the eCommerce world, Sales and Deposits seldom balance for a specific time period for various reasons.

Because…Kevin Say’s So


Accounting Summary- New

This data is passed over to QuickBooks

Based on Order “History” - a single Date is used

Only approved order information is passed to QuickBooks

Initial History is generated at the time the order is approved

Additional history will be written/recorded when changes are made

Report results should NOT change over time

NOTE: The act of ‘approving the order’ IS the trigger for sales history to be written/recorded


Sales Tax from History

Pulls data from Sales History

Based on a single date

Data does not change over time

Does not give detailed breakdown


Aged Receivables ReportPrint to PDF and Save at the end of the month along with your other time sensitive reports.

Is not a ‘true’ A/R report – this reports shows ALL orders, regardless of their status, with an amount due.

It usually will NOT match what is in QuickBooks; this is a cumulative number and other factors impact this figure. It can, and should, be verified on a regular basis!

TIP: You cannot pull this with an ‘as of’ date to see your receivables – so it’s important to print to PDF and save each month.

Consider using the Open Receivables Report from Communiqué or a custom report is you deal with a lot of receivable’s or any unique circumstances.


Charges & Credits

Print to PDF and Save at the end of the month along with your other time sensitive reports.

Review & Verify the report on a regular basis.

TIP: You cannot pull this with an ‘as of’ date – so it’s important to print to PDF and save each month.


Inventory Value - NEW

Print to PDF and Save at the end of the month along with your other time sensitive reports.

This is the ONLY report that shows inventory value now.

Review on a regular basis. Implement inventory counts, or at least a rolling count. Do an entire count and make adjustments at the EOY.

Inventory Adjustments do NOT pass over to QuickBooks at this time. A manual JE must be entered in QB’s.

TIP: You cannot pull this with an ‘as of’ date to see your inventory for a given timeframe – so it’s important to print to PDF and save each month.


Additional Recommend Reports As Needed

Money Received Against Unapproved Orders (impacts your A/R)

PO’s missing Vendor Invoices (impacts your Received & Dropped)

Drop Ships Missing Ship Dates (impacts your COGS)

Zero Dollar Orders (if you want to reclassify)

A good A/R Report (especially if you deal with terms, pre orders, etc.)

Approved Orders with No Sales History

Any other Custom Reports, from whatever source you use, that are time sensitive.

Any Report that cannot be generated with an ‘as of’ date should be printed to PDF and saved on a monthly basis.


QuickBooks & SEOMQuestions?

Contact Information:

Roxanne Brown

[email protected]

301-582-2857

2010 user conference

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