Using the COMCASH
QuickBooks Interface
Many COMCASH users already use QuickBooks as their accounting system. The COMCASH QuickBooks Interface (QBI) allows you to create a single integrated point of sale and accounting system without double entry of information.
Using QBI, you can export customer, department, vendor, and invoice information. To use QBI, you must meet the following prerequisites:
- QBI and QuickBooks must be installed on the SAME computer so that QBI can retrieve information from the QuickBooks database.
- That computer must have access to the SQL server hosting your COMCASH data so that QBI can retrieve information from the COMCASH database.
- You must be running QuickBooks Pro, Premier, or Enterprise, version 2004 or higher.
FAQ's
This section provides answers to questions frequently asked about using QBI with QuickBooks.
Q. How do I handle vendor bills with COMCASH and QBI?
A. QBI does not export any bills related to inventory received at the store. In order to capture this information in QuickBooks, enter the bills from your vendors as an Expense with the allocation to Cost of Goods Account as Purchases.
Q. How do I get a Gross Profit (GP)?
A. GP = Sales – Purchases +/– Inventory Valuation Change
QBI provides your Gross Sales, and the answer to the first question explains how to get your Purchases.
Lastly, you run the Inventory Valuation report in COMCASH at the end of each month. Then book the change in Inventory as a Journal entry to Cost of Goods Sold. COMCASH provides Gross Profit reports by Product.
Q. How do I reconcile my deposits?
A. QBI sets up your major tender types (Visa, MasterCard, Discover, American Express, check, and cash) as specific Current Asset Accounts so you can move those monies into your Checking Account to balance to your bank deposit.
Q. How do I allocate payments to specific invoices for my House Accounts?
A. Book your receipts on account (ROAs) in COMCASH. These will transfer over when you run QBI. In QuickBooks, run the Customized Transaction Report and filter on the Memo field, using ROA as the value of the Memo field.
As you select each ROA, you can allocate the payment to specific invoices. You can also go directly to your Accounts Receivable account and edit individual payments there, but if you have a lot of ROAs, the first approach is preferable.
In addition, QBI adds the text ROA (Received on Account) in the memo field of the payment. If you do a detailed transaction report in QuickBooks, filtering on this value, you will get a list of payments to allocate.
Q. What retail transactions are supported in QBI?
A. QBI supports all transactions that are normally initiated from a COMCASH point-of-sale register: invoices, returns (credit memos), payments on account, and loyalty credits.
Q. What specific information does QBI bring over from COMCASH to QuickBooks and why is it designed this way?
A. Each QuickBooks invoice created by QBI provides a summary rollup of departmental information in the body of the invoice. The invoice number and date will match the corresponding COMCASH invoice.
The rollup of detailed item information into a summary is because QuickBooks limits the number of items that can be stored. To show PLUs in the QuickBooks invoice, QBI would have to bring over every single PLU in your COMCASH system. This would be problematic for retailers with thousands of PLUs. It is much better to let COMCASH maintain the detailed transaction information and let QuickBooks provide an easy to use general accounting system.
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