Custom Mapping of Financial Exchange Accounts

Overview | Customize Financial Exchange | FAQs

Mapping accounts and payment types creates a link between Point of Sale and QuickBooks Desktop, so that your point-of-sale information is sent to QuickBooks Desktop in the manner you prefer.

Using the Default Account Mappings

A default Chart of Accounts is used by Point of Sale to send information to QuickBooks Desktop. When using the default account mappings:

- If the default accounts dont already exist in your QuickBooks Desktop financial software chart of accounts, Point of Sale automatically creates most of them for you.

- Certain default accounts, including Undeposited Funds, Accounts Payable, Accounts Receivable, Sales Tax Payable, Cost of Goods Sold, and Inventory Asset are by Point of Sale in your financial software.

What if I already have the same account types with custom names in QuickBooks Desktop?

Warning: If you are using the QuickBooks Desktop POS Merchant Service reconciliation feature, the default account and payment type mappings for credit and debit cards are required. If you change these mappings, the reconciliation feature will not work.

Customizing the Account Mappings

The default accounts are necessary to establish the initial connection with QuickBooks Desktop. However, once the connection is established, you can customize the mappings to QuickBooks Desktop accounts.

How to map custom accounts

1. Create the custom accounts in your QuickBooks financial software and save.

This makes the accounts available for selection in Point of Sale company preferences.

2. In Point of Sale, close all open windows.

3. From the File menu, select P references C ompany.

4. Select F inancial Accounts from the preferences menu on the left of the window.

5. On the Basics tab, specify an Income, Cost of Goods Sold, and Asset account for each item type (not all item types use all accounts).

- With few exceptions, all of your QuickBooks accounts are available for selection from the drop-down list in each field. The accounts specified here are suggested by Point of Sale for all new items added to inventory, but you can change the accounts item-by-item in inventory as needed.

- You can also create sub-accounts based on your departments and/or stores. Learn more.

6. Optionally, select A pply Accounts to Existing Items to apply your changes to all current inventory items.

Warning: Selecting this option overwrites any previous item-level account mapping.

7. On the Advanced tab, for each Point of Sale field on the left, select an account from the list in the QB Account column. Scroll through the drop-down list in each field to view all of the mapping choices.

You can reset your account mappings to the default accounts by selecting R eset to Defaults on this tab.

8. Select S ave.

The account mappings you have defined will go into effect with the next Financial Exchange with QuickBooks.

Payment Type Mappings

Payment type mappings cannot be changed in Point of Sale. Point of Sale will always map to the payment methods specified in the default mappings table. To change these mappings requires that you change the payment types associated with these payment methods in your QuickBooks Desktop financial software.

Important: If using the QuickBooks Desktop POS Merchant Service and QuickBooks Desktop financial software, changing the payment type mappings will cause the merchant service reconciliation feature to stop functioning.

Related Topics

Review your Point of Sale setup for Financial Exchange

How QuickBooks financial software handles POS data

Troubleshoot Financial Exchange