POS Connector Installation and Setup Guide

Transcription

1 POS Connector Installation and Setup Guide Contents About POS Connector for Small Business Accounting... 1 What is POS Connector?... 1 How does POS Connector work?... 1 Is POS Connector easy to install and use?... 1 Installing POS Connector... 2 Before you install... 2 Install POS Connector... 3 Enabling POS Connector... 5 Configuring POS Connector... 6 Mapping accounts... 6 Mapping vendors... 9 Posting to Small Business Accounting POS transactions and closed purchase orders About POS Connector for Small Business Accounting What is POS Connector? POS Connector is an add-in program that integrates Microsoft Point of Sale or Microsoft Retail Management System with Microsoft Office Small Business Accounting With POS Connector, you can directly import point of sale transactions and closed purchase orders from Retail Management System or Point of Sale into Small Business Accounting as journal entries and vendor bills. Save time. Reduce data re-entry and errors. Get a more holistic view of your business. How does POS Connector work? Installing POS Connector creates a menu on the Small Business Accounting main menu bar. This menu contains commands to configure and manage POS Connector, and to easily and quickly post your transactions and purchase orders to Small Business Accounting. Is POS Connector easy to install and use? Yes. Installation is fast and easy. Once installed, enabling and configuring POS Connector is a simple process. This guide will walk you step-by-step through installing, enabling, and configuring POS Connector. POS Connector Installation and Set Up Guide Page 1 of 12

2 Installing POS Connector Before you install Before you install POS Connector, here are some key questions you should answer: Which Microsoft point of sale program do you use in your store, Retail Management System or Point of Sale? Make sure that you download the correct version of POS Connector, either for Retail Management System or for Point of Sale. POS Connector will not work properly if you download the wrong version, or if you install both versions simultaneously on your computer. Where is Microsoft Small Business Accounting installed? You must install POS Connector on the same computer as Microsoft Small Business Accounting. If you are installing POS Connector for Microsoft Point of Sale, you must also have Point of Sale installed on this computer. Have you completed the installation of Retail Management System or Point of Sale and is your supplier information current? You must complete the installation of Retail Management System or Point of Sale before installing POS Connector. It is also a good idea to review and update your Retail Management System or Point of Sale supplier information. This will help ensure that the information posted to Small Business Accounting is current. Have you installed and set up your Small Business Accounting software? A key to your success is making sure that you have completed the installation and setup of Microsoft Small Business Accounting. When installing Small Business Accounting, Microsoft recommends using the Company Set Up Wizard to guide you through the process of creating your company in Small Business Accounting. During this wizard, Microsoft recommends that you select your company type as Retail and Product Based. We also recommend that you set up your Small Business Accounting sales tax before installing POS Connector. These steps will make the configuration of POS Connector easier and more accurate. POS Connector will be able to automatically map virtually all of your top-level transactions to the correct Small Business Accounting accounts and automatically map your unique sales tax configuration. It is also important that you set up your company s chart of accounts. For more information on setting up the chart of accounts and sales tax, see the Small Business Accounting Help topics on these subjects. POS Connector Installation and Set Up Guide Page 2 of 12

3 Install POS Connector 1. Download POS Connector from Microsoft.com. 2. Double-click the POS Connector setup program you downloaded in step 1. The Installation Wizard starts and displays the Welcome page. 3. Click Next. The Installation Wizard displays the License Agreement. 4. Read the License Agreement, click I Agree, and then click Next. Note: You must accept the License Agreement to install and use the software. The wizard displays the Customer Information page. 5. Enter both a name and an organization, and then click Next. POS Connector Installation and Set Up Guide Page 3 of 12

4 The wizard displays the Confirm Installation page. 6. Click Next to install the software. If you are installing the Point of Sale version of POS Connector, the wizard installs the software. This completes the installation. If you are installing the Retail Management System version of POS Connector, the wizard installs the software and when finished, displays the Database Connection Settings dialog box. 7. If you are installing the Retail Management System version of POS Connector, enter your Retail Management System database name, user name, and password. Note: You can locate your database name without exiting the installer. Open Retail Management System Store Operations Administrator and, on the File menu, click Connect. If the Password box is empty and you do not know your password, contact your system administrator. 8. Click Test Connection and, if the connection is successful, click OK. This completes the installation. POS Connector Installation and Set Up Guide Page 4 of 12

5 Enabling POS Connector You must enable POS Connector before you can configure it. You need to enable POS Connector only once. To enable POS Connector 1. Start Microsoft Small Business Accounting. 2. On the File menu, point to Utilities, and then click Add-in Manager. Small Business Accounting displays Add-in Manager. 3. Click Install New. Small Business Accounting displays the Open dialog box. 4. Locate and open the file, EVTPOSConnect.dll. The default location is c:\program files\microsoft Small Business\Small Business Accounting. Small Business Accounting displays POS Connector in Add-in Manager. POS Connector Installation and Set Up Guide Page 5 of 12

6 5. In the Enabled column, select the check box, and then click OK. Small Business Accounting displays a message that you must restart it for the changes to take effect. 6. Exit and restart Small Business Accounting. After Small Business Accounting restarts, the POS Connector menu appears on the menu bar. You are now ready to configure POS Connector. Configuring POS Connector Once enabled, you must configure POS Connector before you can begin posting from Retail Management System or Point of Sale to Small Business Accounting. Configuration is simply the process of assigning locations in Small Business Accounting where you want POS Connector to post your transactions and closed purchase orders. There are two main steps to configuration: mapping accounts and mapping vendors. Each is described in detail below. Mapping accounts POS Connector posts your Retail Management System or Point of Sale transactions to Small Business Accounting accounts as journal entries. POS Connector is preset to match your Retail Management System or Point of Sale transaction types with the Small Business Accounting accounts normally used in a typical store. You must review and adjust these mappings to suit your specific company. Important: Accounting transactions must comply with all applicable accounting and legal standards. Consult a professional accountant to answer any specific accounting questions. To view a list of your accounts, start Small Business Accounting and, on the Company menu, point to Company Lists, and then click Chart of Accounts. For a detailed description of account types, refer to the Small Business Accounting Help topic, About Chart of Accounts. POS Connector Installation and Set Up Guide Page 6 of 12

7 To map accounts 1. In Small Business Accounting, on the POS Connector menu, click Map POS Accounts. POS Connector displays the Configure Account Mapping dialog box. 2. Check the account mapping. For companies that were initially set up using the Small Business Accounting Company Set Up Wizard (Industry Type: Retail and Company Type: Product), POS Connector will have automatically mapped most of your accounts already. Here is a view of the typical default mapping. The default settings in POS Connector map your top/summary levels for you. This means that Retail Management System or Point of Sale transactions are mapped to your Small Business Accounting Sales Account, your Retail Management System or Point of Sale Inventory to Small Business Accounting Inventory Account, and so forth. This provides high level financial reporting (view your sales figures for all departments and categories in a single Small Business Accounting account). If you want deeper financial reporting and insight, you can create Small Business Accounting accounts for departments and categories and map accordingly. To do this, simply click the + icon to expand the POS Account line items to drill down and map your departments and categories. Note: POS Connector first looks for the category mapping and if none is found, then looks for the department mapping and if none is found, it looks for the high level summary mapping. POS Connector posts to the first level it finds that you have mapped. This provides tremendous flexibility. You can map none, some, or all of your transactions to the category, department, or summary level - or mix and match according to the business insight of interest to you. POS Connector Installation and Set Up Guide Page 7 of 12

8 Note: If you did not use the Small Business Accounting Company Set-Up Wizard to set up your company's Accounts, or you selected an Industry other than Retail or a company type other than Product, the default mappings may be different from those represented above - or may be unmapped. Unmapped POS Accounts will read <Double-click to choose account> in the Small Business Accounting Accounts column. The POS Account ('transaction type') is listed in the left column. These are the transactions that take place at the Retail Management System or Point of Sale terminal or register. The corresponding Small Business Accounting Account is listed in the right column. This is the account that the POS Account to the left will be posted to as a journal entry in Small Business Accounting. Information about mapping the POS Account labeled as Tax Collected: Setting up your company's sales tax information is a key part of the initial set up of your company in Small Business Accounting. If you completed the Sales Tax set-up in Small Business Accounting, POS Connector will automatically map your POS Tax Collected account to the Small Business Accounting account you set up. Note: If you did not complete the Small Business Accounting sales tax set up for your company, the default mapping for Tax Collected will be "None" (as displayed above). You must set up your Small Business Accounting Sales Tax account before continuing this process. For information on how to set up your Small Business Accounting Sales Tax, view the Small Business Accounting Help topic, About Sales Tax. After you have completed the Small Business Accounting sales tax set-up, continue with these instructions to map your POS Tax Collected account to your newly created Small Business Accounting tax account. 3. To change the account mapping, double click the Small Business Accounting Account you want to change (or single click to highlight and then click the Configure button). The Configure Account Map dialog box will appear. Use the drop down menu to select the account you want to map to, and then click OK. 4. When you are satisfied with the account mappings, click Close to exit and save changes Important: Accounting transactions must comply with all applicable accounting and legal standards. Consult a professional accountant to answer any specific accounting questions. POS Connector Installation and Set Up Guide Page 8 of 12

9 Mapping vendors POS Connector posts your Retail Management System or Point of Sale closed purchase orders to Small Business Accounting. POS Connector will match your Retail Management System or Point of Sale suppliers with the Small Business Accounting vendors you specify. Follow the instructions below to map your Retail Management System or Point of Sale suppliers to Small Business Accounting vendors. To map vendors 1. In Small Business Accounting, on the POS Connector menu, click Sync POS Vendors. POS Connector displays the Sync Vendors dialog box. 2. Click Select All to select your unmapped suppliers, and then click Import. Note: If POS Connector detects that you are trying to import a supplier to Small Business Accounting or a vendor to POS that already exists, POS Connector will display two options: Click Map to map the vendor and supplier to each other automatically (this saves you having to map them manually in the next step) or Click Skip to prevent importing the duplicate and continue. POS Connector Installation and Set Up Guide Page 9 of 12

10 3. On the POS Connector menu, click Map POS Vendors. POS Connector displays the Configure Vendor Mapping dialog box. 4. Check the supplier-to-vendor mapping. The Point of Sale Supplier Name appears in the left column. The corresponding Small Business Accounting Vendor appears in the right column (or if no matches are found: "double-click to choose a vendor" is displayed). If all suppliers are correctly mapped to Small Business Accounting vendors, you are finished mapping vendors and can proceed to the section titled Posting to Small Business Accounting. If not, continue with the next step. 5. To create a vendor, or change the vendor mapping, locate the Point of Sale Supplier Name that you want to map, double-click the Small Business Accounting Vendor column displayed to its right or click Configure. 6. POS Connector displays the Configure Vendor Map dialog box. Select the Small Business Accounting Vendor that you want to map to, and then click OK. If a matching vendor is not displayed, click Create this Vendor from the list. POS Connector will automatically create a matching Small Business Accounting vendor and map the supplier to the newly created vendor for you. After you finish mapping accounts and mapping vendors, you are ready to use POS Connector to post your transactions and closed purchase orders from Retail Management System or Point of Sale to Small Business Accounting. POS Connector Installation and Set Up Guide Page 10 of 12

11 Posting to Small Business Accounting POS transactions and closed purchase orders Retail Management System or Point of Sale transactions are posted to accounts in batches from each terminal or register as journal entries in Small Business Accounting. A batch is a collection of transactions that are processed on a single terminal or register. Each terminal or register must be closed out before the batch can be posted to Small Business Accounting. Fully received purchase orders can be posted to Small Business Accounting as vendor bills that can then be paid at a later time. To post to Small Business Accounting 1. In Small Business Accounting, on the POS Connector menu, click Post POS Transactions. POS Connector displays the Post POS Transactions dialog box. 2. Select the check box next to each batch you want to post, and then click Next. Each register s statistics (time opened, time closed, etc.) are also displayed. Note: To view previously posted batches, select the Show previously posted batches check box. If there are batches you want to re-post, select their check boxes in the list. POS Connector Installation and Set Up Guide Page 11 of 12

12 3. Select the check box next to each purchase order you want to post, and then click Next. Each purchase order s statistics (PO number, status, etc.) are also displayed. Note: Only closed (fully received) purchase orders are posted to Small Business Accounting. POS Connector displays the number of batches and purchase orders to be posted. 4. Click Next to post to Small Business Accounting. 5. Click Close to exit. Notes: To easily review your Journal entries in Small Business Accounting, on the Company menu, point to Company Lists, and then click Journal Entries. To pay the vendor bills, click Pay Bills on the Small Business Accounting Vendors menu. POS Connector Installation and Set Up Guide Page 12 of 12