QuickBooks Interface

The QuickBooks interfaces allows you to send roomMaster data to your QuickBooks and QuickBooks Pro program. All data is exported in to QuickBooks IIF format which is then imported in to QuickBooks.

Before you can export data to QuickBooks, you must turn on the interface. Once the interface is turned on, you can then start exporting/importing to QuickBooks. Data from dayend closes prior to turning on the QuickBooks interface cannot be exported/imported.

Step by Step instructions on exporting to QuickBooks

Handling Cash, Check and Credit Card Deposits in QuickBooks Ledgers

Help with QuickBooks Errors during importing

In order to export information properly to your system, you should setup the Ledger Names and Tax Agency Names properly. Click here for more information.

Common Questions

• Let roomMaster create all your accounts in QuickBooks the first time you import. Do not try and setup the accounts first yourself in QuickBooks.

• You cannot import/export data from a previous period before you turned on the QuickBooks interface.

• All data must be exported/imported, you cannot select which accounts will only export. This is to ensure that all accounts balance in QuickBooks.

• You can skip a day or days when running the export/import procedures, just export the range of dates needed. The system tracks which days haven't been exported yet so you will not duplicate any entries in QuickBooks. You can, however, re-export a date range if needed provided you had the QuickBooks interface turned on for that period.

• Help for the QuickBooks interface is not handled through your regular support contract and is billable. You can, however, use the website or online forum for help free of charge. InnQuest Software cannot help you with QuickBooks, QuickBooks data or any option or function in QuickBooks.

Classifications in QuickBooks

Since transactions are entered by non accounting staff (ie: posting at the front desk), each individual transaction cannot be classified. However, all transactions being sent to QuickBooks can be attached to a single classification. Assigning a classification is optional. If you want all transactions to fall under one classification (ie: Hotel A), select Setup > Configuration > Guest Ledger > Accounts Codes > Special Account Assignments and then select Ledger Names tab and enter a "Classification". This will attach the CLASS attribute to the QuickBooks export file and label each SPL/TRNS line with the class name.

Turning on the Interface to export data nightly during the night audit

In roomMaster, select Setup > Configuration > Guest Ledger > Dayend Close Options, and verify the Export General Journal is selected. (Always enabled in roomMaster Cloud.)

Once this is turned on, each dayend close will export the daily journal to a holding place. You can export/import your data in to QuickBooks on a daily, weekly, monthly or any period basis. The data is exported/imported separately for each dayend close.

roomMaster will mark each day you have exported to stop you from reexporting the same data twice and causing double entries in your QuickBooks program. You will only be able to export data since you have turned on the QuickBooks interface in the Setup option.

important

QuickBooks does not stop you from re-importing the same file more than once. Be careful not to re-import the same IIF file more than once or duplicate entries will occur. If you do so, you will have to delete these entries in your QuickBooks journal. It is highly recommended that you make a backup of your QuickBooks company each time before you import. This will ensure that if there are any problems or you double import, you can still recover to the current status before the import.

roomMaster will export your data according to the account group and category you have setup in the accounts file. roomMaster comes pre-configured with these account groups and categories, however, as you add new accounts, you must make sure you select the proper group and category.

Remember, always backup your QuickBooks company prior to importing so that you can go back if the import produces undesired results.

Valid QuickBooks Account Types

AP	Accounts payable
AR	Accounts receivable	Guest Ledger and City Ledger
BANK	Checking or savings	Usually used for accounts 200-209
CCARD	Credit card account	Do not use this, this is your credit card, not credit card receipts
COGS	Cost of goods sold
EQUITY	Capital/Equity
EXEXP	Other expense
EXINC	Other income
EXP	Expense	Usually for Paid-Out Expenses
FIXASSET	Fixed asset
INC	Income	Most accounts, 2 through 199 and 400-499
LTLIAB	Long term liability
NONPOSTING	Non-posting account
OASSET	Other asset
OCASSET	Other current asset
OCLIAB	Other current liability	Advance Deposit Ledger and Sales Taxes

Cash, Checking and Credit Card Deposits

Usually accounts 200 through 209 (Cash, checking, credit card and refunds) are posted to an account in QuickBooks called "Deposits Pending". Instead of just transferring the day's deposit directly into your checking account, you should do a manual transfer as the deposit is actually made in to your checking account.

Example: You collect $100 in account 200 and $400 in account 202 (VISA/MC). The interface will send $500 to a QuickBooks BANK account called "Deposits Pending". When you actually go to the bank and deposit the $100, you can transfer $100 from the Deposits Pending account to your checking account such as "First Union Checking Account". In three days, when your credit card deposit has actually arrived in your checking account, you can transfer the remaining $400 from the "Deposits Pending" account to your checking account.

Tip: You may want to split your CASH/CHECK/REFUND account from your Credit Card accounts between "Deposits Pending" and "Credit Cards Pending" if you want to separate them. You can do that by assigning a new account on accounts 202 through 209 in Setup, Configuration, Guest Ledger, Account Codes.

Account 600 (Refund Due Accounting) can be an Accounts Payable account so the transaction is sent to the accounting software so a check is created to refund this guest. This is usually done when a refund is not actually taken out of a drawer but a check is needed to be created.

All revenue accounts, whether they be finance charges, room, cot charges, VCR, coupons, adjustments, phone, restaurant, etc. should all be considered SALES. You can drop all your revenue into one generic SALES account in QuickBooks since roomMaster provides you with all the detail data you may need in the future. However, if you want to separate all your income/sales categories for charting, graphing, or QuickBooks analysis, you can give them new External account codes such as "Sales - Room", "Sales - Phone", "Sales - Restaurant", "Sales - Other".

Paid Outs (Accounts 500-599) are usually immediate expenses which are paid with the cash from the drawer. These should be marked as the EXP (Expense) category. Click here for more information on creating a petty cash transaction. You may want to create a general External Account code for all 500-599 accounts such as "Petty Cash Expense", or "General Hotel Expense".

Here is an example provided you have followed the roomMaster suggested account structure.

Generic Setup Example

Accounts	External Account	Type	Information
002-199	Sales	INC	Except 105-109
105-109	Sales Tax Payable	OCLIAB	Setup tax vendor in QuickBooks Setup
200-209	Deposits Pending	BANK
210-211	City Ledger Transfers		(Handled Internally)
299 Refunds	Deposits Pending	BANK
400-499	Sales	INC
500-599	PaidOut Expense	EXP
600	Refunds Payable	OCLIAB	(Usually Refund Due Accounting)

Important: Accounts which do not have External Account Codes assigned could cause errors in the export or cause your QuickBooks to be out of balance with itself or with roomMaster. Please be sure all accounts have external account codes before you export to ensure a good transition. You can easily see which accounts do not have External Account Codes assigned by running the Accounts Listing report and viewing the External Accounts column. Remember, always backup your QuickBooks company prior to importing so that you can go back if the import produces undesired results (Usually due to setup errors). Take your time and make sure everything is setup properly before your first export.

Step by Step Example of Export/Import Process

(Note: This example assumes that you have everything setup properly. Please read and reread the above setup information to verify that your setup is correct in roomMaster and in QuickBooks before proceeding with your first export.)

1. Select Tools & Utilities and then Import and Export...

2. Select Export to Quickbooks and then press Next

3. All Unprocessed Records should be selected. This exports only data which has not been exported yet.

4. Action after exporting should be set to None until everything has been tested and working. Press Next button

5. Lower date and higher date should be blank

6. Press Next button and then Finish

7. A "roommaster.iif" file will be created.

8. In QuickBooks, select File and then Import

9. Find and select the roommaster.iif file

10. Refer to QuickBooks online help and manual for more information if needed.

First time importing to QuickBooks

It is recommended that after the first import, that you adjust the Guest Ledger, City Ledger and Advance Deposit Ledger to balance with roomMaster. You can find the current ending balances in two places:

Setup > Configuration > Manage > Ledger Balances -or- Reports > Accounting > Ledger Analysis Report

Make adjusting entries in these ledgers in QuickBooks so they balance with roomMaster and then, from that point forward, these ledger balances in QuickBooks should be the same as roomMaster.

Help with QuickBooks errors when importing

The most common error when importing QuickBooks data the first time would be Conflicting Assignment of Account Group or Error: Account xxx redefines external account group. Quickbooks uses two fields of data to import, the Account Name and the Type of Account. And, roomMaster allows you to take multiple roomMaster accounts and combine them in to one QuickBooks account.

For example: 100 RoomRevenue > QuickBooks "Hotel Revenue" 101 NonTax Revenue > QuickBooks "Hotel Revenue"

Or

110 Local Calls > QuickBooks "Phone Revenue" 111 Long Distance > QuickBooks "Phone Revenue"

Now, if you have defined the QuickBooks account more than once in roomMaster, then the second field next to it must be consistent.

Let's take a look ....

Setup > Configuration > Guest Ledger > Account Codes. Double click on account 100. Notice in the bottom right, there are two fields for the QuickBooks/External Interface. The first field most likely is some type of revenue account you are using in QuickBooks and the field next to is most likely "INC" which means its an INCOME account in QuickBooks.

Now, exit that account and double click on 101. Notice at the bottom, if the first field is the same exact name as we used in the previous account (100), then the field next to it must be labeled as "INC".

You can go to Reports > Accounting Reports and print out the Chart of Accounts. Every time you use the same External Account more than once, the TYPE OF ACCOUNT (INC, AR, BANK, OCLIAB, etc.) must be exactly the same as the last place you defined it.