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Quickbooks Interface Guide

A Setup Guide to Transfer Information toQuickbooks

IQuickBooks Interface Setup GuideI

© 2014 Ennoview, Inc.

Table of ContentsPart I Envision's QuickBooks Interface 1

................................................................................................................................... 11 Requirements

................................................................................................................................... 12 Contact Us

Part II Setup QuickBooks 2

................................................................................................................................... 21 Turn On Account Numbers In QuickBooks

................................................................................................................................... 52 Chart of Accounts

................................................................................................................................... 63 Turn on Sales Tax within QuickBooks

Part III Setup Envision 9

................................................................................................................................... 91 Create Chart of Accounts in Envision

................................................................................................................................... 112 Setup Vendors in Envision

................................................................................................................................... 123 Creating a Walk-In Client

................................................................................................................................... 134 Creating a Tips Retail Item

................................................................................................................................... 155 Selecting a Different QuickBooks Company File

................................................................................................................................... 166 Import QuickBooks Chart of Accounts

................................................................................................................................... 177 Match QuickBooks Accounts to Envision

................................................................................................................................... 188 Setup Master GL Accounts

................................................................................................................................... 209 Setup Inventory Accounts

Part IV Transfer Information to QuickBooks 22

................................................................................................................................... 221 Step 1 - Export Employees to QuickBooks

.......................................................................................................................................................... 23Most Common Errors - Employee Export

................................................................................................................................... 242 Step 2 - Export Clients to QuickBooks

.......................................................................................................................................................... 25Most Common Errors - Client Export

................................................................................................................................... 263 Step 3 - Export Vendors to QuickBooks

.......................................................................................................................................................... 27Most Common Errors - Vendor Export

................................................................................................................................... 284 Step 4 - Export Bills to QuickBooks

................................................................................................................................... 295 Step 5 - Export Inventory to QuickBooks

.......................................................................................................................................................... 30Most Common Errors - Inventory Export

................................................................................................................................... 316 Requirements for Transferring Sales

................................................................................................................................... 327 Step 6 - Export Sales to QuickBooks

.......................................................................................................................................................... 37Most Common Errors - Sales Export

................................................................................................................................... 378 Step 7 - Export Inventory Adjustments to QuickBooks

Part V Common Error Messages 38

................................................................................................................................... 381 Error 110

................................................................................................................................... 392 Error 606

................................................................................................................................... 403 Error 611

IIContents

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................................................................................................................................... 414 Error 805

................................................................................................................................... 415 Error 808

................................................................................................................................... 426 Error 810

................................................................................................................................... 427 XML Errors (Clients and Inventory)

................................................................................................................................... 438 Resync All Records

................................................................................................................................... 439 QuickBooks List Limitations

................................................................................................................................... 4410 Set QuickBooks Posting Flag

................................................................................................................................... 4511 Recalling Tickets

................................................................................................................................... 4512 Average Cost

................................................................................................................................... 4513 QuickBooks Integration and Windows Vista

Part VI Account Definitions 45

QuickBooks Interface Setup Guide 11


Envision's QuickBooks Interface

Envision's QuickBooks Interface allows you to use Envision along with QuickBooks, to manage yourbusiness as well as your business' finances. With Envision's QuickBooks Interface, you are able to transferthe following information from Envision into QuickBooks, without having to manually enter thisinformation:

Client Information

Employee Information

Inventory List / Inventory Adjustments

Vendor List

Sales Tickets / Voids / Payments

Expenses / Checks - Only with Envision Premier

Requirements

Before you are able to use Envision's QuickBooks Interface, there are specific requirements that must be met. Here is what you will need to get started:

United States version: Must have QuickBooks 2005 or later, Pro or higher level installed

Canada, United Kingdom, Australia versions: Must have QuickBooks Pro 2004 - 2007 installed

Purchase the QuickBooks Integration Module from your Envision Sales Representative

Envision must be installed on the current computer that is running QuickBooks.

Contact Us

If you need additional help please call our technical support hotline:

Company and Contact Information

Ennoview, Inc.7100 TPC DriveSuite 100Orlando, FL. 32822

Sales: 800.231.9445

Technical Support: 407.253.0913 or envisionhelpdesk.com

Website Address: www.ennoview.com

Setup QuickBooks 22


Setup QuickBooks

Turn On Account Numbers In QuickBooks

Prior to transferring the QuickBooks Chart of Accounts to Envision, each Chart of Account MUST have anaccount number assigned in QuickBooks. Once turned on, this will allow you to enter in an account numberfor each Chart of Account created.

To turn on account numbers in QuickBooks:

1. Click on "Edit" on the Menu Bar of QuickBooks.

2. Select "Preferences" from the menu.

3. Click on the "Accounting" option on the left.



3. Click on the "Company Preferences" tab at the top of the Preferences screen.

4. Place a check mark in the "Use account numbers" check box.

Setup QuickBooks 44


An account number MUST be listed for each account before they can be imported into Envision. Not surewhich account number to assign in QuickBooks? Check with your accountant to find out which accountnumber to use / assign for each account.

Here are standard Chart of Account number ranges:

10000 - 19999 Assets

20000 - 29999 Liabilities

30000 - 39999 Equity

40000 - 49999 Income or Revenue

50000 - 59999 Job Costs / Cost of Goods Sold

60000 - 69999 Overhead Costs or Expenses

70000 - 79999 Other Income

80000 - 89999 Other Expense



Chart of Accounts

You MUST have the following accounts setup in QuickBooks. If you do not use any of the Chart of Accountsbelow, you will still need to create an account in QuickBooks so that you can map those accounts fromEnvision to QuickBooks. Asset, Defer, Income/Sales, Sales Tax, and COGS are required for Inventory. Please refer to the "Account Definitions" section on Page 45 of this setup guide, for more information aboutthe account types. You may print out the following worksheet for mapping your list of accounts:

Account Type of Account List Your Accounts

AP Account (Accounts Payable) Accounts Payable (A/P)

AR Account (Accounts Receivable) Accounts Receivable (A/R)

Asset Account Other Current Asset

Bank Account Bank

Cost of Goods Sold (COGS) Cost of Goods Sold(COGS)

Defer Account Long Term Liability

Discount * (Discount 1, Discount2, Discount 3, Discount 4)

Income

Deferred Discount * (DeferredDiscount 1, Deferred Discount 2,

Deferred Discount 3, DeferredDiscount 4)

Income

Coupon* Income

Employee Deduction Accounts Receivable (A/R)

Gift Certificates Other Current Liability

Income / Sales Income

Inventory Adjustment Expense

Memberships Income

Owner's Equity Equity

PO Freight (Purchase OrderFreight)

Expense

PO Tax (Purchase Order Tax) Expense

Sales Tax Other Current Liability

Tip Liability Other Current Liability

* When setting up General Ledger Accounts within Envision, this same account can be used for the rest ofthe discount accounts, deferred discount accounts and coupon account, or a separate account can be createdfor each.

Setup QuickBooks 66


Turn on Sales Tax within QuickBooks

QuickBooks calculates sales tax for each sales receipt. You will need to setup the sales tax rate and turn onsales tax within QuickBooks. If the sales tax has not been turned on before transferring sales and there is salestax on a transaction in Envision, you will receive an error during the transfer.

To turn on Sales Tax in QuickBooks:

1. Click on "Edit" on the Menu Bar of QuickBooks.

2. Select "Preferences" from the Menu.

2. Click on the "Sales Tax" option on the left.



3. Click on the "Company Preferences" tab at the top of the Preferences screen.

4. Click on the "Yes" option at the top of this screen where you are asked, "Do you Charge Sales Tax?".

Setup QuickBooks 88


5. Select your sales tax from the drop down menu, "Your Most Common Sales Tax Item".

Note: If you do not have sales tax setup in QuickBooks, click on the "Add Sales Tax Item" button, or click the"How Do I?" drop down in the upper right hand corner of the preferences screen within QuickBooks.



Setup Envision

Create Chart of Accounts in Envision

Your Chart of Accounts MUST be setup within Envision before using the QuickBooks Interface. This Chartof Accounts will be matched to your QuickBooks Chart of Accounts and are necessary for the QuickBooksInterface.

It is necessary to create an account for each of the accounts listed in the "SetupQuickBooks - Chart of Accounts" section on Page 5 of this setup guide.

1. Click on "Accounting" on the Menu Bar of Envision.

2. Select "Chart of Accounts" from the Menu.

Setup Envision 1010


3. Click on the "New" button at the top of the Chart of Accounts List to add an account to this list.

4. Enter the name of the account in the "GL Account" field.

5. Select the "Type" from the drop down menu.

Note: It is not necessary to fill out the "QB Account" field when adding your Chart of Accounts to Envision. Please refer to the "Setup Envision - Match QuickBooks Accounts to Envision" section on Page 23 of thissetup guide for instructions on matching your QuickBooks Accounts to Envision.

6. Click the "Save" button if you are only adding one account or click the "Save & New" button if you areadding more than one account to this list.



Setup Vendors in Envision

There are a couple of Vendors that are necessary for the QuickBooks Interface. A Sales Tax / Department ofRevenue vendor must but created within Envision for the transfer of sales to QuickBooks. A vendor for Tipsis necessary depending on the type of Tips Processing you select during the transfer of sales to QuickBooks. For more information on the Processing of Tips, please refer to the "Transfer Information to QuickBooks -

Step 6 - Export Sales to QuickBooks" section of this setup guide. The Processing Tips information isdiscussed in the same section.

To create a vendor in Envision:

1. Click on "Inventory" on the Menu Bar of Envision.

2. Select the "Vendor List" from the Menu.

3. Click on the "New" button at the top of the Vendor List to add a vendor to this list.

Setup Envision 1212


4. Enter the name of the vendor in the "Vendor Id" field as well as the "Company" field.

45. Click the "Save" button if you are only adding one vendor or click the "Save & New" button if you areadding more than one vendor to this list.

Creating a Walk-In Client

A "Walk-In Client" is necessary for the transfer of sales tickets that do not have a client selected. Below areinstructions for creating a "Walk-In Client" in Envision.

To create a "Walk-In Client":

1. Click on the "Client" on the Menu Bar of Envision.

2. Select the "Client List" from the menu.



3. Click on the "New" button at the top of the list.

4. Enter "Walk-In Client" in the "Item Id" field as well as the "First Name" and/or "Last Name" fields.

5. Click the "Save" button to save the record.

Creating a Tips Retail Item

It will be necessary to create a "Tips" non-taxable retail item in Envision if you would like the tip to appear asa line item on a sales receipt within QuickBooks when sales are transferred to QuickBooks.

This is only necessary if using the second option of the "Processing Tips" section of the Sales Transfer.

Please refer to Page 32 and Page 34 of this setup guide for information about this option.

To create a "Tips" retail item:

1. Click on "Inventory" on the Menu Bar of Envision.

Setup Envision 1414


2. Select the "Retail Product List" from the menu.

3. Click on the "New" button at the top of the list.

4. Enter "Tips" in the "Item Id" field as well as the "Description".

5. Check the "Non-Taxable Item" box on the right.

6. Assign the appropriate "Sales Account", "Defer Account", "COGS Account" and "Asset Account".

7. Click the "Save" button.



Selecting a Different QuickBooks Company File

If you wish to use the current QuickBooks company file, or are running in a multi-user mode, leave the

QuickBooks file name blank.

If you need to change the current QuickBooks Company File selected:

1. From the QuickBooks Integration screen click on "File" and select "Setup Options".

2. To the right of the "QuickBooks File" field, click on the browse button and select the location of theQuickBooks Company file you would like to use.

Default Location of QuickBooks Company Files: C:\Documents and Settings\All Users\Documents\Intuit\QuickBooks\Company Files

Setup Envision 1616


Import QuickBooks Chart of Accounts

You should now be ready for the first step of the QuickBooks Interface.

To Import your QuickBooks Chart of Accounts:

1. Open QuickBooks and make sure that the correct company file is open.

2. Click on your computer's Windows start button, locate the "QuickBooks Integration" program and openit.

3. Under the "Initial Setup" section of the QuickBooks Interface, select the "Step 1 - Import QuickBooks

Chart of Accounts" option.

5. Click the "Transfer" button to start the import.



Match QuickBooks Accounts to Envision

Now that your QuickBooks Chart of Account has been imported into Envision, you may assign yourQuickBooks accounts to your accounts in Envision.To match your QuickBooks accounts to your accounts in Envision:


2. Under the "Initial Setup" section of the QuickBooks Interface, select the "Step 2 - Match QuickBooks

Chart of Accounts to Envision" option.

3. Click on the drop down arrow in the "QB Account" field to the right of each Envision Account listed. Adrop down menu of your imported QuickBooks accounts will appear. Select the QuickBooks account thatmatches each account listed under the "Envision Account" column.

4. Click the "OK" button when finished.

Setup Envision 1818


Setup Master GL Accounts

The third step in the "Initial Setup" section is setting up the Master GL Accounts. There must be an accountassigned to each General Ledger account on this screen. These are the same accounts that are listed in the"Setup QuickBooks - Chart of Accounts" section on Page 5 of this setup guide. The Discount accounts,Deferred Discount accounts and Coupons account can use the same account for each one listed, or you mayselect a separate account if you have created specific accounts for these. The Payment Type accounts (Cash,Check, Mastercard, VISA, AmEx, Discover, Debit, Travel Chk, Other 1 and Other 2) should be assigned toyour Bank Account.

To Match your QuickBooks accounts to your accounts in Envision:


2. Under the "Initial Setup" section of the QuickBooks Interface, select the "Step 3 - Setup Master GL

Accounts" option.



3. On the "Setup General Ledger Accounts" screen, click on the drop down arrow in each field and select theaccount that is associated with each GL Account.

4. Click the "OK" button when finished.

Setup Envision 2020


Setup Inventory Accounts

The last "Initial Setup" step is to setup your Inventory Accounts.

Every inventory item in Envision must be assigned to a Sales/Revenue Account and a Deferred/RevenueAccount

Every Retail Item in Envision must be assigned to a COGS (Cost of Goods Sold) Account and an AssetAccount as well as a Sales/Revenue Account and Deferred/Revenue Account

To Setup Inventory Accounts:


2. Under the "Initial Setup" section of the QuickBooks Interface, select the "Step 4 - Setup Inventory

Account Numbers" option.

3. Select "Retail Products" under the "Select Product Type Option" section of this screen.



4. You may select a specific department of retail products to assign an account to by clicking on the dropdown arrow in the "Department" field.

5. Select all four accounts for all of your retail products or for all of the retail products in a specificdepartment by clicking on the drop down arrow in each account field.

6. Select "Services" under the "Select Product Type Option" section of this screen.

7. You may select a specific service department to assign an account to by clicking on the drop down arrowin the "Department" field.

Setup Envision 2222


8. Select the "Sales/Revenue Account" and "Deferred Sales/Revenue Account" for all of your service items orfor all of the services in a specific department by clicking on the drop down arrow in each account field. Repeat steps 7 and 8 for tanning services if these types of services are included in your list of inventory itemsin Envision.

Transfer Information to QuickBooks

Step 1 - Export Employees to QuickBooks

Now that both QuickBooks and Envision have both been setup for the QuickBooks Interface, you are ready tostart the Transfer process. The first step of this process is to export your employees to QuickBooks. Employees need to be transferred to QuickBooks regardless if you use QuickBooks for payroll or not.

To Export Employees to QuickBooks:



3. Under the "Transfer Information to QuickBooks" section of the QuickBooks Interface, select the "Step 1

- Export Employees to QuickBooks" option.



4. Click on the "Transfer" button to initiate the upload process.

"Resync all employee records" is used only if an employee has not been transferred to QuickBooks. It is notnecessary to check this box during the initial transfer of employees.

Most Common Errors - Employee Export

Name already in use error: This error indicates that there is a name that is already being used by

QuickBooks.

What to look for:

1. Is the name listed on the Employee List AND the Client List?2. Is there more than one person with the same name or duplicate employee records?

Check the Employee List for the same name. QuickBooks does not use the Envision Client Id's or EmployeeId's. QuickBooks creates client and employee records based on first, middle initial and last nameinformation. If you have an employee named John Smith and a client named John Smith (same or differentpeople), you will need to modify the first or last name so that it is different or add a middle initial. Since theemployee information is used for printing payroll, we recommend modifying the client record and not theemployee record. QuickBooks does not differentiate between employees and clients like Envision does, so ifan employee is listed on the Client List, QuickBooks recognizes it as the same account name whereasEnvision recognizes it as 2 separate records.

Transfer Information to QuickBooks 2424


Suggestion: Add a 1 to the end of the last name for the client record or add a middle initial.

Examples: John J. Smith (employee), John A. Smith (client), John Smith (employee), John Smith1 (client).

After transferring the Employee List, you may receive an error stating that you must transfer your

Employee List first.

1. Open the Employee List in Envision.2. Sort the Employee List by Full Name.3. Look for blank records.4. If blank records are found, open the employee record and enter the missing name information.5. Save the record and try transferring the Employee List again.

If there are any employee records that do not have a first or last name entered, QuickBooks cannot create theemployee record. QuickBooks cannot create an employee record by Employee Id alone; a first or last namemust be present.

Step 2 - Export Clients to QuickBooks

Clients must be transferred to QuickBooks as QuickBooks cannot create a sales ticket without a client. Thisprocess can be time consuming, depending on the number of clients that are in the Client List. After theinitial transfer, this step will only transfer new clients.

To Export Clients to QuickBooks:




- Export Clients to QuickBooks" option.



4. Click the "Transfer" button to initiate the upload process.

"Resync all client records" is used only if a client has not been transferred to QuickBooks. It is not necessary tocheck this box during the initial transfer of clients.

Most Common Errors - Client Export

Name already in use error: This error indicates that there is a name that is already being used by

QuickBooks.

What to look for:

1. Is the name listed on the Client List AND the Employee List?2. Is there more than one person with the same name or duplicate client records?

Check the Client List for the same name. QuickBooks does not use the Envision Client Id's and EmployeeId's. QuickBooks creates client and employee records based on first, middle initial and last nameinformation. If you have an employee named John Smith and a client named John Smith (same or differentpeople), you will need to modify the first or last name so that it is different or add a middle initial. Since theemployee information is used for printing payroll, we recommend modifying the client record and not theemployee record. QuickBooks does not differentiate between employees and clients like Envision does, so ifan employee is listed on the Client List, QuickBooks recognizes it as the same account name whereasEnvision recognizes it as 2 separate records.

Suggestion: Add a 1 to the end of the last name for the client record or add a middle initial.

Examples: John J. Smith (employee), John A. Smith (client), John Smith (employee), John Smith1 (client).

After transferring the Client List, you may receive an error stating that you must transfer your Client

List first.

1. Open the Client List in Envision.2. Sort the Client List by Full Name.3. Look for blank records.4. If blank records are found, open the client record and enter the missing name information.5. Save the record and try transferring the Client List again.

If there are any client records that do not have a first or last name entered, QuickBooks cannot create the



client record. QuickBooks cannot create a client record by Client Id alone; a first or last name must bepresent.

Step 3 - Export Vendors to QuickBooks

Vendors must be transferred during the initial transfer of data from Envision to QuickBooks. There must alsobe a Sales Tax Vendor created prior to transferring Vendors and Sales to QuickBooks. For more informationabout creating a Sales Tax Vendor in Envision, please refer to the "Setup Envision - Setup Vendors in

Envision" section on Page 11 of this setup guide.




- Export Vendors to QuickBooks" option.




"Resync all vendor records" is used only if a vendor has not been transferred to QuickBooks. It is not necessaryto check this box during the initial transfer of vendors.

Most Common Errors - Vendor Export

After transferring the Vendor List, you may receive an error stating that you must transfer your Vendor

List first.

1. Open the Vendor List in Envision (Inventory Menu - Vendor List). You may also refer to the "Setup

Envision - Setup Vendors in Envision" section on Page 11 of this setup guide for instructions on opening theVendor List.2. Sort the Vendor List by Company.3. Look for vendors that do not have the "Company" name field filled out.4. If blank records are found, open the vendor record and enter the missing company name information.5. Save the record and try transferring the Vendor List again.



Step 4 - Export Bills to QuickBooks

If you use the "Enter Bills" feature within Envision and would like to transfer the bills from Envision toQuickBooks, you will need to use this step. If you use the Purchase Order feature within Envision, a bill willbe automatically created in the Enter Bills List after receiving a Purchase Order. Accounts will beautomatically assigned to these bills after creating your Chart of Accounts and after setting up Master GLAccounts. Please refer to the "Setup Envision - Create Chart of Accounts in Envision" section on Page 9 for

more information on creating your Chart of Accounts, and the "Setup Envision - Setup Master GL

Accounts" section on Page 18 for instructions on setting up Master GL Accounts. If you do not use the EnterBills feature within Envision, this step can be skipped.




- Export Bills to QuickBooks" option.




For Multiple Location users, select the location from the drop down menu. All other users may leave thisselection at the default location listing.

Step 5 - Export Inventory to QuickBooks






- Export Inventory to QuickBooks" option.


"Resync all inventory records" is used only if an inventory item has not been transferred to QuickBooks. It isnot necessary to check this box during the initial transfer of inventory.

Most Common Errors - Inventory Export

XML Error when exporting inventory to QuickBooks

1. Open the Inventory Mast List (Inventory Menu - Inventory Master List).2. Sort the Inventory List by the Item Id.3. Look for Non-alphanumeric characters (ie. :, @, #, $, % , ^, &, *, etc.).4. Remove or change these characters to an alphanumeric character.5. Save the record and try exporting the Inventory List again.

Truncated Item Id's

For inventory, QuickBooks truncates the Item Id. There is a 25 character maximum for the name of theproduct in QuickBooks. Example: Redken Shampoo 20 oz, Redken Shampoo 5 Oz and Redken Shampoo 1gallon, you may need to modify the name slightly on 2 of the Item Id's as QuickBooks truncates the remaininginformation. So it may read all 3 as Redken Shamp, which would cause the name already in use error.



Requirements for Transferring Sales

Prior to transferring sales to QuickBooks, make sure that the following is already setup:

1. Sales Tax Vendor

Please refer to the "Setup Envision - Setup Vendors in Envision" section on Page 11 of this setup guide.

2. Walk-In Client in Envision - needed for tickets that do not have a client selected in the POS)

Please refer to the "Setup Envision - Creating a Walk-In Client" section on Page 12 of this setup guide forinstructions on creating a Walk-In Client within Envision.

3. Tips: Tips Payable Account - used to transfer tips to a separate GL account

This is only necessary if using the first option of the "Processing Tips" section of the Sales Transfer. Pleaserefer to the "Setup QuickBooks - Chart of Accounts" section on Page 5 and the "Setup Envision - Create

Chart of Accounts in Envision" section on Page 9 of this setup guide for information about creating thisaccount.

A "Tips" Vendor is also necessary for the first option of the "Processing Tips" section. Please refer to the"Setup Envision - Setup Vendors in Envision" section on Page 11 of this setup guide for instructions onsetting up this vendor in Envision.

4. Tips: Tips Inventory Item - used if you would like the tip to appear as a line item on a sales receiptwithin QuickBooks.

This is only necessary if using the second option of the "Processing Tips" section of the Sales Transfer.

Please refer to the "Setup Envision - Creating a Tips Retail Item" section on Page 13 of this setup guide forinstructions on creating a Tips non-taxable retail item within Envision.



Step 6 - Export Sales to QuickBooks




- Export Sales to QuickBooks" option.



4. Select the "Process From Date" and "Process To Date".

Note: If you are transferring only one day of sales to QuickBooks, select that date as the "Process From Date"AND the "Process To Date".

5. Choose a location in the "Select Location" field. This is only used by Multi-Location users. For SingleLocation users, the default location should already be selected.



6. Select the "Sales Tax Vendor" from the drop down menu.

7. Select the "Inhouse/Walk-In Client" from the drop down menu.



8. Select either "Enter GL entry for Tip Liability - Manual Tip Allocation" or "Enter tips as Line Item on

Sales Receipt" in the "Processing Tips" section of this screen.

Select "Enter GL entry for Tip Liability - Manual Tip Allocation" if you would like tips transferred to a

separate GL account. You will also need to select the "Tips" Vendor from the "Select Tip Payee Account

(Opt 1)" drop down menu.

Select "Enter tips as Line Item on Sales Receipt" if you would like to have tips appear as a line item on asales receipt within QuickBooks. You will also need to select the "Tips" Non-Taxable Retail Item from the"Select Product/Service for Line Item (Opt 2)" drop down menu.



9. Check "Automatically Deposit Funds into your Bank Account" or uncheck this option if you would liketo manually assign deposits to separate accounts.

If checked, deposits will automatically be deposited into your bank account.

If unchecked, deposits will go to the "Undeposited Funds" account in QuickBooks. You will have to manuallyassign the deposits to specific accounts.

10. Check "Adjust QB Inventory Costs", if you process Purchase Orders in Envision and want to updateinventory costs inside of QuickBooks.



Currently, if you change the cost/price of a product within Envision, it will not transfer those changes after theinitial inventory transfer. QuickBooks does not allow cost to be updated directly. The Average cost is usedfor reporting within QuickBooks (P & L Reports). If the cost is not updated, it is possible that the QB reportswill show "$0.00". To update the cost so that QuickBooks will update the average cost, check this option priorto transferring sales.

Criteria that must be met before the cost can be updated in QuickBooks:

1. Unit Cost (not Retail Price) within Envision DOES NOT match the cost within QuickBooks.2. Product must be sold (the cost will not be updated until the product is sold in the POS).

Most Common Errors - Sales Export

Clients have not been synced

If you receive this error when transferring sales, check to see if the clients have been transferred. If so, youmay be receiving this error because you may be trying to transfer during business hours. If so, it is possiblethat there have been new clients added since the sync was done last. You will need to keep resyncing theclients or tell everyone not to add any clients, modify a client record, make an appointment, check out aclient, etc., until you are able to start transferring the sales data. If you have synced your clients but still getthe message that they need to be synced, check the client list for blank records. The First Name field can beblank or the Last Name field can be blank, but not both. If there is a Client Id but not a First and Last name, it

will not transfer those clients to QB until at least the First or Last Name field is filled out.

Step 7 - Export Inventory Adjustments to QuickBooks




- Export Inventory Adjustments to QuickBooks" option.




Common Error Messages

Error 110

Error Message 110: Invalid value for QBConnectionString.

Solution:

Check the QuickBooks File set in Envision's Program Preferences. If a company file is listed there, remove it.



Note: The QuickBooks File can only be selected in older versions of Envision.

Error 606

Error Message 606: Could not start QuickBooks

Solution:

Make sure that QuickBooks is open and that the correct company file is open.

Common Error Messages 4040


Error 611

Error Message 611: Access denied by the user

Solution:

This error message will appear if you have not granted Envision access rights to the QuickBooks companyfile. The following Application Certificate will appear the first time that Envision tries accessing yourQuickBooks company file:



Error 805

Error Message 805: The name " " of the list element is already in use

Solution:

You will receive this message if the same first name and last name is being exported into QuickBooks. Thiswill occur if a name in the Client List resides in the Employee List as well. To resolve this error, add a 1 or adifferent character to the last name in Envision. QuickBooks does not differentiate between an employee andclient. John Doe as a client and John Doe as an employee are recognized in QuickBooks as duplicates and onewill need to be changed. It is best to modify the Client Id and not the Employee Id, especially if you processpayroll in QuickBooks or Envision. The name that will be printed on a check or on reports will come fromthe name of the employee.

Error 808

Error Message 808: There is an invalid reference to QuickBooks Sales ReceiptLineSales TaxCode "Tax" in the SalesReceipt line. QuickBooks error message: Youcan't set taxable if Sales tax is turned off or the item is not a taxable item type.

Solution:

You will receive this message if Sales Tax has not been turned on within QuickBooks. Please refer to the "Setup QuickBooks - Turn on Sales Tax within QuickBooks" section on Page 6 of this setup guide.



Error 810

Error Message 810: There was an error when saving a "" list, element " ". QuickBooks error message: You have exceeded the list limit in QuickBooks.

Solution:

1. QuickBooks only allows a 14,500 maximum combination of customers, vendors, employees or othernames. If you receive this message, you may have exceeded this limit. Please refer to the "Common Error

Message - QuickBooks List Limitations" section on Page 43 of this setup guide.

2. If you receive this error message during the Sales Transfer, you are probably trying to transfer atransaction that has tips entered and a Gift Certificate Payment Type selected. You will need to manually

post the ticket in this situation. This can be done on the "View History" window within the Point of Sale in

Envision. Please refer to the "Set QuickBooks Posting Flag" section on Page 55 of this setup guide for moreinstructions on manually posting a ticket. After setting the QuickBooks Posting Flag, you will need to add theticket yourself with QuickBooks.

XML Errors (Clients and Inventory)

Apostrophes and other characters can cause an XML error. Remove the extra characters and then transferagain.



Resync All Records

The Resync option will check every record to make sure there is a record in Envision and QuickBooks. AResync does not have to be done if there were errors during the transfer. Once the errors have been corrected,the transfer can be started again. You will not need to select Resync to transfer the records that did nottransfer.

QuickBooks List Limitations

QuickBooks can handle a maximum of 2 billion transactions. The maximum number of transactions islimited more by your computer's disk space and memory than by QuickBooks.

Each list in QuickBooks (Simple Start, Pro & Premier) has a maximum number of items it can contain, asshown in the following table:

List Maximum number of

items

Chart of accounts 10,000

Items, including inventory items 14,500

Job types 10,000

Vendor types 10,000

Customer types 10,000

Payroll items 10,000

Price Levels 100

Classes 10,000

A/R terms and A/P terms total 10,000

Payment methods 10,000

Shipping methods 10,000

Customer messages 10,000

Memorized reports 14,500

Memorized transactions 14,500

To Do notes 10,000

Total names: employees, customers, vendors, and other names

combined

14,500

List limits do not apply to Enterprise Solutions.

Some of the items mentioned in the chart above are not available in earlier versions of QuickBooks

You can see the total number of customers, items and names in your company data file by pressing Ctrl

+ 1 in QuickBooks. This will open the product information screen.



Set QuickBooks Posting Flag

This feature is used to inform Envision that a specific ticket has been manually posted in QuickBooks. Youmay need to use this feature if you receive any errors during the transfer of sales that do not allow you totransfer a transaction to QuickBooks. An example of this is an 810 Error during the Sales Transfer. Youmay receive this error message during the Sales Transfer if you are trying to transfer a transaction that has tipsentered and a Gift Certificate Payment Type selected.

To set the QuickBooks Posting Flag:

1. Click the "View History" button at the bottom of the Point of Sale.

2. Locate the transaction that needs to be manually posted in QuickBooks and right click on top of it in thelist.

3. Left click on top of "Set QuickBooks Posting Flag" and click "Ok" if you have selected the correct ticketnumber.

4. Click "Ok" again when the "Posted!" message appears.



Recalling Tickets

If a change needs to be made to a transaction that you have already transferred to QuickBooks, you willreceive the following error message:

The ticket must be voided and then recreated in the Point of Sale.

1. Click on the "Actions" button in the Point of Sale.2. Select the "Void Ticket" option from the menu.3. Select the ticket from the list and click the "Ok" button.4. Click the "Sale/Cash Out" button and then click the "Cash Out" button on the Payment Panel to Void theticket.5. Recreate the ticket with the changes that need to be made and Cash Out the transaction.

Average Cost

When transferring information to QuickBooks, the cost will transfer from Envision to QuickBooks as long as2 conditions are met:

1. The cost in Envision must be different from the one listed in QuickBooks.

2. Product must be sold in Envision

Once the 2 conditions are met, the cost and average cost in QuickBooks will be updated in QuickBooks.QuickBooks uses the average cost for reports. If the average cost is $0.00 in QuickBooks, check the cost inEnvision and in QuickBooks. If the cost matches, then the price/average cost is not going to be updated. Youwill need to change the price in QuickBooks and wait until that product is sold for the price/average cost to beupdated in QuickBooks.

QuickBooks Integration and Windows Vista

1. The Vista user account must have its User Account Control (UAC) set to On (as recommended byMicrosoft).

2. All updates for the latest version of QuickBooks must be installed.

Account Definitions

QuickBooks provides 10 types of accounts to choose from. Envision provides the same types of accounts tochoose from when creating the Chart of Accounts List. Below are general definitions as well as QuickBooksdefinitions for these types of accounts.

Accounts Receivable (A/R) Account

General Definition: Accounts Receivable is money owed by customers (individuals or corporations) to

Account Definitions 4646


another entity, in exchange for goods or services that have been delivered or used, but not yet paidfor. Receivables may be in the form of lines of credit and may be due within a range a few days to a year. Accounts receivable is often recorded on a balance sheet as an “asset” because this represents a legalobligation for the customer to remit cash for its short-term debt by allowing them to avoid the hassle ofphysically making payments as each transaction occurs.

QuickBooks Definition: Tracks money your customers owe you on unpaid invoices. Most businessesrequire only the A/R account that QuickBooks automatically creates.

Accounts Payable (A/P) Account

General Definition: Accounts Payable is an entity's obligation to pay off a short-term debt to it's creditors,such as the phone company or gas company, to be paid off within a given period of time in order to avoiddefault. Accounts Payable might be found on a balance sheet under “current" liabilities.

QuickBooks Definition: Tracks money you owe to vendors for purchases made on credit. Most businessesrequire only the A/P account that QuickBooks automatically creates.

Bank Account

QuickBooks Definition: Tracks money you have in your cash accounts. Create one for each cash account,such as petty cash, checking, savings and money market.

Cost of Goods Sold Account

General Definition: COGS is the direct cost related to the creation or production of the goods sold by acompany including the cost of the materials and labor. It excludes indirect expenses such as distribution costsand sales force costs. COGS appears on the income statement and can be deducted from revenue to calculate acompany's gross margin. One way to calculate COGS is to start with a beginning inventory, add the totalamount of purchases made during this period, and then deduct the ending inventory.

QuickBooks Definition: Tracks the direct costs to produce the items that your business sells, such as cost ofmaterials, cost of labor, subcontractors, and shipping.

Credit Card Account

QuickBooks Definition: Tracks credit card purchases, bills, and payments. Create one for each credit cardyour business uses.

Equity Account

General Definition: Equity is the amount of the funds contributed by the owners (the stockholders) plus theretained earnings (or losses). Also referred to as "shareholders' equity".

QuickBooks Definition: Tracks money invested in, or money taken out of, the business by owners orshareholders. Payroll and reimbursable expenses should not be included.

Expense Account



General Definition: Expenses are the opposite of revenues. An expense is the economic cost that abusiness incurs through its operations to earn revenue in order to maximize profits. Expenses are such animportant indicator of a business’ operation, so there are specific accounting rules on expense recognition. An expense is money spent (or costs) incurred that are tax-deductible and reduce taxable income such aspayments to suppliers, employee wages, factory leases, and depreciation. Or, as in the case of a travelingemployee, the expense for gas, hotel, and car rental as a business deduction.

QuickBooks Definition: Categorizes money spent in the course of normal business operations, such asadvertising and promotion, office supplies, insurance, legal fees, charitable contributions, and rent.

Fixed Asset Account

General Definition: An asset can be summed up as being any resource bought or brought in for the purpose ofincreasing the economic value (generate cash flow) that an individual, corporation, or country owns orcontrols with the expectation that it will benefit business operations. In the context of accounting, assets areeither current or fixed (non-current). “Fixed” assets are those that are expected to continue providing benefitfor more than one year, such as equipment, buildings, real estate, etc.

QuickBooks Definition: Tracks the value of significant items (consult your tax professional for a minimumdollar amount) that have a useful life of more than one year, such as buildings, land, machinery andequipment, and vehicles.

Income Account

General Definition: Income, or Revenue, refers to the amount of money a company receives during aspecific period, including discounts and deductions for returned merchandise. Revenue is calculated bymultiplying the price at which goods or services are sold by the number of units or amount sold. “Netincome” is determined by deducting costs from the “gross income” (or top line).

QuickBooks Definition: Categorizes money earned from normal business operations, such as product sales,service sales, and discounts to customers.

Long-Term Liability Account

General Definition: Liability is a company's legal debt or obligation, such as a loan, mortgage, accountspayable, accrued expense, or deferred revenue that arise during the course of business operations. Liabilitiesare a vital aspect of a company's operations because they are used to finance projects, such as expansions. “Current” liabilities are debts payable within one year, while “long-term” liabilities are debts payable over alonger period of time.

QuickBooks Definition: Tracks money your business owes and expects to pay back over more than oneyear, such as mortgages, long-term loans, and notes payable.

Other Asset Account

QuickBooks Definition: Tracks the value of things that are neither Fixed Assets nor Other Current Assets,such as Goodwill, long-term notes receivable, and security deposits paid.

Other Current Asset Account

Account Definitions 4848


General Definition: An asset can be summed up as being any resource bought or brought in for the purpose ofincreasing the economic value (generate cash flow) that an individual, corporation, or country owns orcontrols with the expectation that it will benefit business operations. In the context of accounting, assets areeither current or fixed (non-current). “Current” means that the asset will be consumed within one year, suchas cash, accounts receivable, and inventory.

QuickBooks Definition: Tracks the value of things that you can convert to cash or use up within one year,such as prepaid expenses, employee cash advances, inventory, and loans from your business.

Other Current Liability Account

General Definition: Liability is a company's legal debt or obligation, such as a loan, mortgage, accountspayable, accrued expense, or deferred revenue that arise during the course of business operations. Liabilitiesare a vital aspect of a company's operations because they are used to finance projects, such as expansions. “Current” liabilities are debts payable within one year, while “long-term” liabilities are debts payable over alonger period of time.

QuickBooks Definition: tracks money your business owes and expects to pay within one year, such as salestax, security deposits/retainers from customers, and payroll taxes.

Other Expense Account

QuickBooks Definition: Categorizes money your business spends that is unrelated to normal businessoperations, such as corporation taxes and penalties and legal settlements.

Other Income Account

QuickBooks Definition: Categorizes money your business earns that is unrelated to normal businessoperations, such as dividend income, interest income, and insurance reimbursements.

Other Account Definitions

Owner's Equity: Owners may put funding into the start up of a business to finance assets. Ownership equityis the remaining interest in all assets after all liabilities are paid. In the context of accounting, businesses canbe considered to be sums of liabilities and assets, which is the “accounting equation”. After liabilities havebeen accounted for, the positive remainder is deemed the owner's interest in the business. If valuations placedon assets do not exceed liabilities, negative equity exists. Ownership equity is also known as “risk capital”,“liable capital” and “equity”. When the owners are shareholders, the interest can be called “shareholders'equity”. The accounting remains the same, but shareholders may allow different priority ranking amongthemselves by the use of share classes, and options.

Deferred Account: A Deferred Account is an account that postpones tax liabilities until a later date. Oneexample would be a retirement account in which you don't pay tax on the contributions until you withdrawthem out of the account.