QuickBooks® Integration: Advanced Topics

With QuickBooks Integration already set up, now learn about using ShopKeep with QuickBooks. Change account mapping, properly account for liabilities, and view reports.

Table of Contents

Change Account Mapping

Advanced users can change which QuickBooks account receives each piece of ShopKeep data. Do this before any data syncs to QuickBooks to avoid potential issues.

1 In BackOffice, click Settings.

BackOffice-Updated-Settings-Nav-QB

Then, select QuickBooks.

BackOffice-Updated-Settings-Nav-QB-2

2 Choose Update Account Mapping.

BO-QB-Update-Account-Mapping-Button-2

3 Use the drop-downs to select new QuickBooks accounts.

BO-Update-Mapping-Dropdown-1

4 Press Submit to save changes.

BO-Update-Mapping-Submit-6

QuickBooks Reporting

Sales data syncs to QuickBooks daily at 4 am only after shifts are closed. Check out the journal entries that post and explore some other useful reporting options.

Journal Entries

ShopKeep creates two journal entries for every shift: the tenders entry and cash drawer entry.

1 Log into QuickBooks the day after your shift was closed.

2 Click Reports. Then, search for and click Journal.

QBO-Reports-Nav-2
QBO-Journal-Nav-2

3 Click to view an entry.

qbo-select-journal-entry-3

Tenders Entry | Begins with TE, R# (register), S# (shift), and the date. It posts if there are sales or returns in the shift. The tenders entry includes: total amount tendered, sales tax, totals for each tender, and credit card gratuity.

Cash Drawer Entry | Begins with CD, R# (register), S# (shift), and the date. It posts if there are drops/payouts in the shift. The cash drawer entry includes: safe drops, payouts, buy inventory payouts, and credit card gratuity payouts.

Sales Receipt

The sales receipt shows a breakdown of sales by department.

1 Navigate to the Journal report.

2 Click Sales Receipt to view.

qbo-select-sales-receipt

Sales Receipt | Begins with SR, R# (register), S# (shift), and the date. It posts if there are sales or returns in the shift. The sales receipt includes: sales totals for each department, returns, and discounts.

Other Recommended Reports

Check out some other frequently used reports like: Profit and Loss, Balance Sheet, and Sales by Product/Service Summary.

Profit and Loss | This report shows total income (sales, returns, and discounts) and expenses (payouts).

Balance Sheet | This report shows total assets (cash drawer cash, undeposited funds, ‘buy inventory’ payouts) and liabilities (sales tax, total outstanding gift card balance, and credit card tips).

Sales by Product/Service Summary | This report shows a breakdown of sales by department over a period of time.

1 Click Reports. Search for and click on a report.

QBO-Reports-Nav-2

qbo-profitloss-nav

2 Select a predefined or custom date range and click Run Report.

qbo-report-date-range-3

Gift Cards & Liabilities

Extra steps need to be taken in both ShopKeep and QuickBooks to ensure that sales of gift card / gift certificate liabilities are tracked properly.

Gift Cards & Liabilities in ShopKeep

Put gift card / gift certificate liabilities in their own department to make tracking in QuickBooks easier.

1 In BackOffice, click Items and Items List.

2 Search for and click on your gift card / gift certificate item.

BackOffice-Updated-GC-Item-Search

3 Set its department to Gift Card.

BO-GC-Item-Department-111715

4 Press OK to save changes.

BackOffice-Updated-GC-Update-Item

5 Get Updates on each iPad.

Gift Cards & Liabilities in QuickBooks

Update the accounts that liabilities post to so they’re accounted for correctly in QuickBooks.

1 Log into QuickBooks the day after closing your first shift.

2 Click Reports. Then, search for and click Product/Service List.

QBO-Reports-Nav-2

QB-ProductServiceList-Nav-2

3 Click GIFT CARD.

QB-ProductServiceList-GiftCard

4 Change the Income Account to SK-Gift Card Liability.

Or, if you edited your account mapping, select the QuickBooks account used for gift card tenders.

QB-IncomeAccount-GiftCard-Change

5 Check Also update this account in historical transactions and press Save and close.

QB-IncomeAccount-GiftCard-Save