this integration with epos now enables you · 2017-07-11 · this integration with epos now enables...

This integration with Epos Now enables you to see transactions, payment and tender information and sales figures in your Quickbooks Online accounting package.

Data is sent over from Epos Now to Quickbooks per transaction. After you have performed an End

of Day on your Epos Now devices, your Epos Now transaction data will be sent over to Quickbooks

online, reducing time spent on data entry and manual accounts handling.

Downloading this app enables access to these features:

● Syncs data between your epos now back office to Quickbooks

● Financial planning and management in one easy accountancy package

● View reports and track your sales, products and customers across all your locations

● Accurate VAT tracking

● Easily manage and track invoices

*Please note this integration is not available for Quickbooks Desktop users.

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Contents

Contents 3

Syncing between Epos Now and Quickbooks 3

HQ Setup 4

- Setting up Tax Rates/ Tax Groups in Epos Now & QuickBooks 5

- Accounts 8

- Tenders 9

- Sync Products 9

- Sync Customers 10

- Sync Suppliers 11

- Sync Complete 12

Handling transactions 12

FAQ’s for USA Quickbooks 13

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Syncing between Epos Now and Quickbooks

This initial sync between Epos Now and Quickbooks Online will sync products, suppliers and

customers from Epos Now to Quickbooks Online. It will also sync products, suppliers and

customers from Quickbooks Online to Epos Now.

After this, automated sync will sync products, suppliers and customers and transactions one way

(Epos Now > Quickbooks).

If you add any products, customers or suppliers via your QuickBooks account, you will need to

resync with your Epos Now back office. You can do this by finding the Quickbooks App in the App

store and accessing the products, customers or suppliers page to re-sync.

Stock sync

The Epos Now Quickbooks integration does not manage stock directly.

Quickbooks will adjust your stock automatically when an invoice/credit memo is created, however

the integration does not sync your Epos Now Purchase Orders to Quickbooks (where majority of

your stock will be generated from). This means that if you want to use Quickbooks for your stock

management, but Epos Now for your transactions and Purchase Orders, eventually you will run out

of stock on Quickbooks - Unless you update stock amounts manually.

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HQ Setup

Below are the steps to help you complete the initial setup to sync between the two platforms;

Quickbooks and Epos Now.

1. Setting up Tax Rates/ Tax Groups in Epos Now & QuickBooks

Before connecting Epos Now to Quickbooks, you must set up tax rates/ groups in Quickbooks

identical to how they are setup in Epos Now.

Use the menu pane on the left of Quickbooks > Click Taxes > Set up your tax rates here:

These must match the tax rate percentages that Epos Now has. Please check Epos Now whilst

setting up tax rates on Quickbooks.

The tax names do not need to be identical - However you must ensure that the percentages match

correctly, as otherwise tax figures may be synced incorrectly.

Quickbooks will ask whether the tax rates are single or combined tax rates.

● Single line tax rate = Flat tax line i.e 20%, 5%, 0%.

● Combined tax rates = (Known as TAX GROUPS in Epos Now) Often when parts of the tax

(components) are required to be reported separately. The example below shows the tax

group California Tax to have the below tax rates inside it:

- State Tax

- Uniform Local Tax

- Local Sales Tax

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You will need to mirror this information in Quickbooks Online by having the rate percentage

matching:

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Once tax rates and tax rate groups are set up in Epos Now, and the same have been set up in

Quickbooks, the customer can connect them through this page:

In the above screenshot, you can see the first table shows the Tax Groups created in Epos Now in

the left column, and the tax rates (single and combined) from QuickBooks in the right column.

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2. Accounts Quickbooks Online accounts have default accounts set up by default. You do not have to use this if

you have set up your own accounts.

You can see the accounts on the Quickbooks platform by clicking the ‘Accounts’ button in the menu,

which will show similarly to the below with all the default Accounts:

A chart of accounts (COA) is a financial organizational tool that provides a complete listing of every

account in an accounting system. An account is a unique record for each type of asset, liability,

equity, revenue and expense.

Sale and Purchase accounts are used for any product created via the Quickbooks integration.

You will need to select 2 accounts for this integration; One for purchase, one for sale.

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3. Tenders

Each Epos Now tender that you use needs to be mapped to a Quickbooks account. This will allow

you to be able to see which payment has been used in Quickbooks for each invoice.

The only exception to the tender section is customer credit, when customers pay with credit, you

will have to go into Quickbooks and manually assign payment to the invoice.

When an EposNow Transaction is mapped to multiple Quickbooks invoices, and was paid using

multiple tenders, then you will need to select a seperate account for this - Which is what the 3rd

dropdown on this page is for.

4. Sync Products IMPORTANT: It is important to only do this after you have checked that Quickbooks and Epos Now

Product names and descriptions match.

If an existing Quickbooks Online account is synced with EposNowhq and some of the product

names/descriptions are different, then duplicates will be created. For example:

Quickbooks Product Name Eposnowhq Product Name

Outcome

Name: Can of Coke Description: Can of Coke

Name: Coke Can Description: Can of Coke

✖ Duplicated products in both QB and EN

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Name: Can of Coke Description: Can of Coke

Name: Can of Coke Description: Coke Can


Name: Apron blue (s) Description: Apron blue (s)

Name: Blue Apron (small) Description: Apron blue (s)


Name: Coca Cola ½ pint Description: blank

Name: Coca Cola ½ pint Description: blank

✔

If you have created duplicates the only way you will be able to tell is to look at the products section

in both Epos Now and Quickbooks.

If you experience an error and some products are not able to sync - A screen will show you which

products have failed and why.

Possible examples:

● Name too long (Products are limited 28 characters in Epos Now, so if a product in

Quickbooks is longer it will need editing)

● Invalid characters in products names - Quickbooks may allow for some that Epos Now wont,

and visa versa

5. Sync Customers IMPORTANT: It is important to only do this when you have checked that Quickbooks and Epos Now

Customer names match.

If an existing Quickbooks Online account is synced with EposNowhq and some of the customer

names are different, then duplicates may be created. For example:

Quickbooks Customer Name Eposnowhq Customer Name

Outcome

Kyle Risi Mr K Risi ✖ Duplicated Customer in both QB and EN

Kyle R Kyle Risi ✖ Duplicated Customer in both QB and EN

KyleRisi Kyle Risi ✖ Duplicated Customer in both QB and EN

Kyle Risi Kyle Risi ✔

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It is important to note the following differences in compulsory information for customers in

Quickbooks compared to Epos Now:

Possible examples:

● Characters reach maximum limit on Quickbooks for Epos Now to handle:

- Epos Now limit on Business Name : 50

- Epos Now limit on Forename : 20

- Epos Now limit on Lastname : 20

● Invalid characters in customer names - Quickbooks may allow for customer names that Epos

Now does not and visa versa.

6. Sync Suppliers IMPORTANT: It is important to only do this when you have checked that Quickbooks and Epos Now

Supplier names match.

If an existing Quickbooks Online account is synced with EposNowhq and some of the Supplier

names are different, then duplicates will be created. For example:

Quickbooks Supplier Name Eposnowhq Supplier Name

Outcome

WoolWorths Food WoolWorthsFood ✖ Duplicated Supplier in both QB and EN

WoolWorths WoolWorths Food ✖ Duplicated Supplier in both QB and EN

Wool Worths Food WoolWorths Food ✖ Duplicated Supplier in both QB and EN

WoolWorths Food WoolWorths Food ✔

If you experience an error and some Suppliers are not able to sync - A screen will show you which

Suppliers have failed and why.

Possible examples:

● Name too long (Suppliers are limited 50 characters in Epos Now, so if a Supplier is longer it

will need to be edited).

● Invalid characters in products names - Quickbooks may allow for suppliers names that Epos

Now does not allow for, & visa versa.


7. Sync Complete When you have completed all of the above, the user will be taken to the sync status page:

This confirms that your products, customers & suppliers in Quickbooks are synced to Epos now HQ,

and your products, customers & suppliers in epos now HQ are synced to Quickbooks.

From here you can go back to any of the settings page by using the buttons at the bottom of the

page.

This sync status page is the home page when clicking nav bar > Apps > QB.

If any of the bars show less than 100% a button will appear next to that bar that can be used to

re-sync. This will take you back to the page specifically for products/ customers/ suppliers - showing

you the reason for sync failing.


Handling transactions

When a transaction with multiple products, that each have multiple tax rates, is put through in Epos

Now - One transaction is created.

Quickbooks however, does not support multiple tax rates in one transaction.

To sync transactions like this over to Quickbooks, the integration splits that ONE transaction into

multiple invoices to handle the multiple tax rates. For example:

The Eposnow Transaction shows:

Quickbooks will show the same transaction like this, after an End of Day has sent the data across:


FAQ’s

I’ve got duplicated customers/ suppliers/ products, how can I fix this?

This is most likely happening because there are customers/ suppliers/ products under different

names in Epos Now compared to Quickbooks, or the other way around.

Please give us a call with a list of what data you think has duplicated - We will then be able to look

into this for you.

Can I manage my payroll in Quickbooks Online with my Epos Now staff info?

No, the integration with Quickbooks and Epos Now does not offer this functionality in the USA or

the UK.

How do I successfully create Invoices/ Credit Notes on Quickbooks?

No extra action is required. Once a till is closed, Invoices/Credit Memos will be created for each

completed EposNow transaction on that till, provided that you have gone through the SETUP and

INITIAL SYNC processes.

What happens if I go to the Quickbooks App page on HQ, and one of my syncable items is not

at 100%?

Click the ‘resync’ button, this will try and resync those products, and if not it will tell you why those

products are unable to be synced.

Where are my Epos Now transactions in Quickbooks?

Quickbooks calls “transactions” invoices. Your epos now transactions are treated as invoices in

Quickbooks.

Invoicing to Quickbooks will happen by transaction, not by end of day (EOD) summary - However,

the sync will only occur when the EOD has been completed.


I need to add a new tax rate, do I need to do this in both Epos Now and Quickbooks? Which

one do I add the new rate to first?

It does not matter on which system the new tax rate is added. However, once a new tax rate is

added on EposNow and an EposNow Product is assigned with that tax rate, then the equivalent tax

rate needs to be created on Quickbooks. You will need to go through the Tax Rate mapping section

to sync the two together.

What do invoices look like in Quickbooks from Eposnow?

Your invoices in Quickbooks are synced at the end of the day when the till is “closed” (an EOD is

performed). The invoices you see in Quickbooks are from the individual transaction not the

summary of the EOD itself.

After the initial sync, can I ever sync from Quickbooks to Epos Now? Or does it only work in

that direction initially on setup?

The sync process only works one way: Epos Now > Quickbooks after the first initial sync.

If the first initial sync fails, then the user can try syncing again. This is the only time a user can

perform the initial sync more than once.

Why isn’t customer credit balance syncing to Quickbooks?

The integration does not support credit balance being synced to Quickbooks.

If the transaction is paid off with Customer Credit in Epos Now, that tender type will not sync to QB

and that invoice on QB remains unpaid. If the transaction was paid off in multiple tenders, including

part Credit, then all the tenders other than the Customer Credit one is synced - Last part will remain

unpaid.

You will need to manually enter customer credit payments into Quickbooks if you want this to be

tracked and shown in Quickbooks.

What if I've got a Quickbooks Desktop account, but want to convert to Online?

Give Quickbooks a call to discuss this conversion from Desktop to Online. Epos Now will only

integrate with Quickbooks Online accounts.


When I sync my customers from Quickbooks online to EPOS will it sync "all" my customers or

just the "Active" customers? I have some really old customers in my list but quickbooks

won't let you delete them, only make them inactive.

Deleted customers on Eposnow do not sync over to Quickbooks Online, and Quickbooks inactive

customers are not synced back to Eposnow either.

If they are made active again on Quickbooks, then you can sync them to Epos Now by going onto

the App in your Eposnow back office, navigating to the customers section and manually syncing

them there.

Where petty cash transactions are recorded on the till, these do not appear to be imported

to QB at all, is that correct?

Petty cash transactions will not pull through from Epos Now to Quickbooks.


this integration with epos now enables you · 2017-07-11 · this integration with epos now enables...

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