Retail POS has a built-feature to export QuickBooks files. Information is distributed as general ledger entries. Information not covered by the Retail POS QuickBooks export can generally be handled with the Reports section of Retail POS.

The Retail POS manual export can:

• Export sales totals (broken into categories/sub-categories).
• Export totals for Purchase Orders.
• Optionally export: Sales, Credit Accounts, COGs, Purchase Orders & Vendor Returns

The Retail POS QuickBooks export doesn't include:

• Sales lines
• Vendor names on Purchase Orders
• Inventory items/asset report
• Closing count totals

Understanding QuickBooks Settings & Options

Before exporting, you'll need to configure your exports. Navigate to Reports > QuickBooks Settings & Options under Accounting. Each field must match its label in QuickBooks, including letter case and spaces.

If you haven't yet set up your Chart of Accounts in your company, you can allow the Retail POS export to do it for you.

General Options

• Days to Export: This can be changed when creating your export, but this will always default to the number set here.
• Export Account Info: This exports the account type information for each account. If you get an error message saying the file cannot be imported because the account types do not match, this is likely the cause. You can either set the account types to match in QuickBooks Settings & Options, or uncheck Export Account Info, regenerate data, and create a new export to get the data into the correct account.
• Export Sales: Include sales in the export.
• Export Credit Accounts: Include credit account information in the export.
• Export COGS: Include cost of goods sold (COGS) in the export.
• Export POs: Include purchase orders (POs) in your export.

Sales

• Sales Sub-Accounts: Sub-accounts are used to display which item categories were sold, broken down by tax class, then by item category. Unchecking this option exports sales as a single lump entry, with one lump grand total for the exported date range.
• UF Sub-Accounts: Undeposited funds (UF) includes all of the payments types you collected during the day, broken down individually. If this box is unchecked, Retail POS exports a lump sum per day and one grand total lump sum for the exported dates.

Sales Tax

• Tax Agency Vendor: The revenue agency in your jurisdiction. For example, Washington would be WA-Department of Revenue. Contact your local tax agency for more information. The agency name must exactly match your QuickBooks settings.
• Tax Sub-Accounts: Determines how taxes are exported. When enabled, taxes are divided into each Sales Tax rate broken down per day. If disabled, taxes will be displayed as a lump total broken down per day of the export.

Credit Accounts & Gift Cards

• Accounts Receivable: Credit account monies received or refunded for items, goods, and deposits.
• Gift Card Liability: This is the account that shows the charging and payment of any gift card accounts in Retail POS. It increases when funds are added to a gift card, and decrease when a gift card is spent.

Cost Of Goods Sold (COGS)

• COGS Sub-Accounts: Exports cost of goods sold (COGS) broken down by each Category/Sub-Category for each day included in the export. If disabled, COGS will be displayed as one lump sum for each day in the export.
• Inventory Sub-Accounts: Exports inventory with sub-accounts for each Category/Sub-Category for each day of the export. If disabled, inventory is exported as one lump sum for each day.
• FIFO Cost: Only enable this option if you're using First in/First Out accounting.

Purchase Orders & Vendor Returns

• Export Purchase Orders when: This dropdown determines when POs are flagged for export. Ordered From Vendor is the day you click the Ordered button on the PO. Marked as Finished is when you click the Finished button.

  The actual export will be on the PO's Received date. Be careful when changing a PO's Received date or when partially receiving orders to avoid discrepancies in the your QuickBooks account.

• PO Accounts Payable: This exports PO item data as a bill to be paid off in QuickBooks, separated by individual PO. This bill is assigned to be paid to whatever vendor has been added to the purchase order. If Inventory is set to show Sub-Accounts, these funds will be separated by Category/Sub-Category. If not, it will be a lump sum total for each PO.
• PO Shipping: This is the amount put in the Shipping field line in the PO.
• PO Other Expense: This is amount put in the Other field in the PO.
• Vendor Return Shipping Expense: This is the amount in the Shipping line in the vendor return.
• Vendor Return Other Expense: This is the monies put in the Other line in the vendor return.

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