EverServ PixelPoint QuickBooks Interface Configuration05/26/2014 - Revision 1
Publication DetailsCopyrightCopyright ParTech, Inc. 2014. All Rights Reserved. This product and related documentation are protectedby copyright and are distributed under licenses restricting their use, copying, distribution, and decompilation.No part of this product or related documentation may be reproduced in any form by any means without priorwritten authorization of PAR and any requisite licensors.TrademarksPixelPoint, ParTech, and their respective logos are all trademarks of PAR Technology Corporation.PAR may have patents, patent applications, trademarks, copyrights, or other intellectual property rightscovering subject matter in this document.Except as expressly provided in any written license agreement from PAR, the furnishing of this documentdoes not give you any license to these patents, trademarks, copyrights, or other intellectual property.Microsoft and Windows are registered trademarks of Microsoft Corporation in the United States and/orother countries. Other product names may be trademarks or registered trademarks of their respectivecompanies and are hereby acknowledged.DisclaimerPAR has thoroughly reviewed this document and believes it to be reliable. However, this document isprovided for informational purposes only and PAR makes no warranties, either expressed or implied, in thisdocument. Information in this document is subject to change without notice. Risk of use and responsibilityfor the results of use of this document lie with the user.PatentsThe following patents apply to some areas of functionality within the PixelPoint software suite: Pat.6,384,850; 6,871,325; 6,982,733; 8,146,077; 8,287,340Revision History05/26/2014 - Revision 1Layout and version content updates were made.2011 - Revision 0Initial Release
Table of ContentsQuickBooks Interface ConfigurationQuickBooksSetup. 4.Installation.4.EmployeeSetup. 5.CustomerSetup. 6.SettingUp Exports to the PixelPoint Interface. 7.Setup. 10PixelAFI.Configuration.10.Mappingto QuickBooks Accounts. 12.ExportingPixelPoint Data Using PixelAFI. 15.Data. 15Exporting.Re-ExportingData. 16.ImportingData into QuickBooks. 17.ImportingSales Data. 17.ImportingPayroll Data. 18.
QuickBooks SetupInstallationThis section discusses the basics of QuickBooks configuration. Other configuration may beneeded, which may not be discussed in this document. See Intuit documentation for furtherassistance. Ensure that all necessary QuickBooks programming is complete before proceedingto further sections. Work closely with establishments' management and/or accountingdepartments to make sure the software is fully configured.1. In Region and Language settings, set the Format to English (United States).2. Install QuickBooks Pro 2013.3. Sites should have a their own license for the QuickBooks Version 12. Contact yourChannel Manager for more information.4. Open QuickBooks. QuickBooks should already be configured for the customer site.Page 4Copyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
Employee SetupTo link payroll POS to QuickBooks, add all of the establishment's employees into QuickBooks.This section briefly shows you how to add an employee. See Intuit documentation for morecomprehensive information about how to program additional details.1. Select Employees Employee Center from the pull-down menus.2. Select [New Employee].3. Enter each employee's personal information.Make sure that both SS No and Hourly wages are correct; they are the key reference fieldsthat links with PixelPoint’s SS No (Social Security Number) and Employee wages withinBackOffice.4. Select the 'Payroll Info' tab to begin set up of the payroll information.5. Create entries for Earnings for each of that person’s job positions. If overtime needs tobe taken into account, create an Overtime earnings entry for each job position as well.6. Check the Use time data to create paychecks box.Page 5Copyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
Customer SetupQuickBooks does not interface with PixelPoint members within the POS, but QuickBookssoftware requires a Default Customer to be created. A customer needs to be programmed intothe system, one which you can track all of your sales against. A single default customer isenough.1. Select Customers Customer Center from the pull-down menus.2. Select [New Customer & Job].3. Select New Customer.4. Name the customer something like 'Default Customer'. You only need one set up in thesystem.Page 6Copyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
Setting Up Exports to the PixelPoint InterfaceYou now need to set up QuickBooks to export the information you have programmed into it, soit can be used by the PixelPoint Interface. To do this, follow the steps below:1. Create a folder called "PixelAFI" in the POSSERVER's "PixelPOS" folder so that \PixelPOS\PixelAFI is the full path.2. Copy the contents of PixelAFI Configuration Files.zip into the PixelAFI folder.3. Select File Utilities Export Lists to IIF Files from the pull-down menus inQuickBooks. Here you create each of the files to be exported.4. Select 'Chart of Accounts'.18.104.22.168.9.Page 7Select [OK].Name the file "accounts.iif"Save the file to the data folder \PixelPOS\PixelAFI\lists\ which was created above.Repeat steps 2 to 6 for Customer List, naming the file "customer.iif".Repeat steps 2 to 6 for Employee List, naming the file "employees.iif".Copyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
10.Select File Utilities Export Timer Lists.11.Select [OK].12.Name the file "timer.iif"13.Save it to the \PixelPOS\PixelAFI\lists\ data folder.14.Select Reports List Payroll Item Listing from the pull-down menus. QuickBooks willcreate a Payroll Item Listing report.Page 8Copyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
15.Select Excel Create New Worksheet16.Select Create a comma separated values (*.csv) file and then click [Export].17.Name the file "payroll.csv" and save to \PixelPOS\PixelAFI\lists which contains the IIFfiles.Note: If QuickBooks is ever reconfigured, for example, if the management has madeconfiguration changes like adding/deleting accounts, or new employee pay rates,etc., then the QuickBooks Setting Up Exports to the PixelPoint Interface process willneedtoberedone.Page 9Copyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
PixelAFI SetupConfigurationOnce you have created all of the exports needed from QuickBooks, you need to set up thePixelPoint Accounting/Financial Interface utility, PixelAFI.exe1. Create a shortcut of PixelAFI.exe in \PixelPOS\PixelAFI\ and place it on the desktop.2. Launch PixelAFI by running the shortcut.3. Switch to the Plugin tab to begin configuring the interface with the QuickBooks files.22.214.171.124.PageClick the folder icon to the right of .Net Assembly Path and click [Open]Select "IIFPlugin.dll", located in the \PixelPOS\PixelAFI folder.Use the .Net Class drop-down box to select "IIFPlugin.IIFPluginClass".Switch back to the Export General Journal tab, and select [Configure].Copyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
8. A screen containing Mapping, Options and QB Lists tabs will appear. Switch to theOptions tab.9. Select the folder icon in the Export/Import Folder section.10.Navigate to the \PixelPOS\PixelAFI\lists folder, which contains the data.11.Select [OK].12.Select the folder icon for each of the lists in the QuickBooks Lists section. Specify the IIFFile in the data folder for each one accordingly. Using the file names given in the sectionabove, select the following files for each section:"accounts.iif" for the List of Accounts section."customer.iif" for the List of Customers section."employees.iif" for the List of Employees section.13.Select the folder icons in the Payroll Configuration section.Specify "timer.iif" for Timer Lists.Specify "payroll.csv" for Payroll Items.You have now mapped all of the exports that you created in QuickBooks.PageCopyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
Mapping to QuickBooks AccountsThe PixelPoint QuickBooks Interface can map PixelPoint database reference items to individualQuickBooks accounts. This is done in the Mapping tab.1. Switch to the Mapping tab. This screen shows PixelPoint references for all applicable datain the PixelPoint database (such as Summary Groups, Taxes, Methods of Payment, etc.).2. Click on each line under the 'QuickBooks Account' column to present a list of allQuickBooks accounts.PageCopyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
3. Select the QuickBooks account you want to map each PixelPoint item to. You may needto work with the customer's management to determine the appropriate accounts.4. Go to the Payroll Items section. Click on the arrow icon on the Payroll Items title bar toexpand it.5. Click on each line under the 'QB Regular Hours' column and select the corresponding jobposition. If configuring for Overtime, make sure you do this under the 'QB Overtime'column as well.PageCopyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
The QB Lists tab will give you a list of all of the different accounts within QuickBooks, withdescriptions of each.6. Select [OK] to save all settings.Note: Imported General Journal data cannot be written to "Sales Tax Payable" and"Accounts Receivable" without assigning a customer to the transaction. To getaround this create two new accounts - one for the Payable and one for Receivable.Your accountant will now be required to manually enter a general journal entry tomove the amounts from these new temporary accounts to the correct accounts andassign a customer to each transaction. Refer to the New QuickBooks Account PDF.PageCopyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
Exporting PixelPoint Data Using PixelAFIExporting DataOnce you have completed all of the steps in the sections above, you are ready to use thePixelPoint QuickBooks Interface to perform an export. This section gives an example of how todo this. Sales data and payroll data are exported separately. If you are tracking payroll data,you will need to perform the process below a second time. The only difference in the stepsbelow will be in step 2, where you must simply select a different tab. Make sure you exportGeneral Journal data before Payroll data. The example below is for the General Journal.1. Open PixelAFI, andselect the tab for the data you want to export — General Journal or Payroll.2. Select the date, and click [Export].3. You will be presented with a journal screen showing the entries that will be exported;select [OK] to export the data.Note: Sales data is exported to a file called "Journal.iif" and Payroll Data (if you areusing the Payroll) is exported to a file called "Timeract.iif".Data is now exported from PixelPoint POS and is ready to be imported into QuickBooks.PageCopyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
Re-Exporting DataWhen the data for a given date has been exported, the date will be highlighted in green.If you need to perform an export on a date that has already been exported (that is, if you everneed to re-export data), a warning message will display.All previously exported data is deleted when you re-export data (ie. files are wiped clear whenthe re-export process begins). Note that this includes data of other types. When you re-exportsales data, all previous payroll data in Timeract.iif is deleted. When you reexport payroll data,all previous sales data in Journal.iif is deleted.Important: If you are tracking both types of data (general journal and payroll), thenyou must both re-export and re-import each kind of data BEFORE re-exporting dataoftheothertype.PageCopyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
Importing Data into QuickBooksImporting Sales DataTo import sales data:1. Open QuickBooks.2. Select File Utilities Import IIF Files from the pull-down menus.3. Navigate to the \PixelPOS\PixelAFI\lists\ data folder.4. Select "Jounral.iff" which contains all of the information that has been exported fromPixelPoint.The sales data is now loaded into QuickBooks. To view the Company financial reports:1. Select Reports from QuickBooks taskbar.2. Select Report Center from the drop down box.3. Highlight the Company and Financial and select (i.e. Profit & Loss Standard report).Note: if you re-import data for a date that already has sales or payroll dataincluded, QuickBooks will add the re-imported data as a new journal entry; it will notoverwrite any journal entries. QuickBooks will instead make a duplicate entry if thatentry already exists. The establishment should adjust for these duplicate entriesaccordingly.PageCopyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
Importing Payroll DataIf the establishment is using QuickBooks to track payroll data, payroll data can be importedfrom PixelPoint. To do this:1. Open QuickBooks.2. Select File Utilities Import Timer Activities from the pull-down menus.3. Navigate to the data folder \PixelPOS\PixelAFI\lists\ in our examples above.4. Select "Timeract.iif", which contains all of the payroll information that has been reexported from PixelPoint.5. Select 'View Report' to see the Timer Import Detail report.PageCopyright ParTech, Inc. 2014. All Rights Reserved.05/26/2014
Notes- If QuickBooks is ever reconfigured (if, for example, the management has made configuration changes(i.e. added/deleted accounts, new employee pay rates, etc.)), then the QuickBooks ".iif" export configurationprocess and the PixelAFI account mapping process will need to be redone. (See the notes throughout thedocument indicating this.)- When importing payroll data (i.e. TIMERACT.IFF) using PixelAFTi.exe, only the employee time worked datawill be imported into QuickBooks.- When using the AutoEODForce Y policy employees and/or management must be perform a cash out before theAuto End of Day is run.Otherwise there will be discrepancies error which will not allow you to export fromPixelAFI- QuickBooks and the PixelInterface do not handle 24 hour mode operation.- Par Canada will not provide QuickBooks software support.
3. Select the QuickBooks account you want to map each PixelPoint item to. You may need to work with the customer's management to determine the appropriate accounts. 4. Go to the Payroll Items section. Click on the arrow icon on the Payroll Items title bar to expand it. 5.