The Valet Manager back office can be configured to feed data into Quickbooks using a semi-automated process.
Features
This integration enables the below functions:
1. Sync monthly account data (such as cars, billing information, and addresses) from Quickbooks into Valet Manager, or vice-versa, depending on the garage's settings.
2.Monthly payments made at the POS are posted against the matching Quickbooks account.
3.For transient transactions, this integration will either (a) create invoices (with matching payment) in QB grouped by payment type per report, or (b) create a sales receipt per shift per payment type that enumerates how transient revenue was collected.
4. If the VM A/R monthly platform is enabled, monthly invoices will flow from VM directly into Quickbooks.
Requirements
The below items are required for this integration:
a. VM Back Office access with authorization to edit garage settings
b. Quickbooks versions (for an up-to-date list, seehttps://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector#quickbooks-products-supported-by-web-connector):
U.S. editions of QuickBooks Financial Software products
QuickBooks Enterprise Solutions (2015 or later)
QuickBooks Premier (2015 or later)
QuickBooks Pro (2015 or later)
Canadian editions of QuickBooks (2015 or later)
UK editions of QuickBooks (2015 or later)
Setup
1. Open the Garage Settings for the garage data you would like to integrate into Quickbooks. Navigate to the Accounting tab and click on the Quick Books button.
2. *** It is important to setup all options on the above page before finalizing the integration. *** The next few steps will explain the options in detail. Ensure that the garage being edited matches the .QBW file for the same garage in Quickbooks.
3. The user can choose to have either VM or QB act as the master source for monthly accounts. If Quickbooks is chosen as the master source, any edits to monthly accounts done via the VM back office website will only persist until the next monthly account data upload from QB.
4.Quickbooks Web Connect Password The user can and should change this default password; this is used to grant permission to set up the integration in Quickbooks. Each garage in a company can have a different password.
5.QUICKBOOKS MODE This setting allows the user to choose how transient data is imported (see feature 3 above). The first option will import an invoice for each transaction and immediately issue a payment against it. The second option will simply treat each transaction as a sales receipt.
6.Cash Payment Postings This setting controls automatic posting of cash payments. By default , cash payments are posted, but can be toggled to allow the user to manually post cash deposits to allow the counting of cash prior to QB posting.
7. The names in the fields shown above (below all the toggle settings) will be used in Quickbooks. If the account, item, or method already exists in Quickbooks (for example if there is already a Transient Revenue Account named 40000 Transient in your QB environment), then that data from VM will go into the matching account/item/method in Quickbooks. If the account/item/method does not exist in QB, then it will be created when the web connector file is used. The user may change these names on a per-garage basis.
8. Once all settings and names are set and saved, use the Download Web Connector File button to initiate the integration. The QB Web Connect password will be used as verification in QB.
Synchronization
1. The VM to QB sync will occur once every 24 hours, starting from the first time the web connector is initiated. The first-time sync will include data going back exactly 1 week from the date and time of the initial web connect.
2. The user may set Quickbooks to automatic web connect, in which case the VM data will sync once every 24 hours. Otherwise, the user must manually run a data sync to obtain the latest information from VM.
3. Even with automatic web connect enabled, the user is able to do a manual sync at any time in Quickbooks.