Oct 26

Written by:
10/26/2011 9:54 AM 

 

DataSynch for QuickBooks and MindBody Online will be released within the next few weeks, so we wanted to give you a look at what the Installation process will be.

Before starting the Installation, make sure you have signed up for an Intuit App Center account at http://workplace.intuit.com – see the how-to here: Getting Ready for DataSynch for QuickBooks and MindBody Online

1. Go to www.pervasive.com/galaxy and sign up for DataSynch for QuickBooks and MindBody Online.

2. Purchase DataSynch for QuickBooks and MindBody Online from Intuit App Center

3. Create an Intuit App Center Company profile.

4. Configure QuickBooks 

• QuickBooks Classes  

Classes in QuickBooks are equal to your locations in MindBody.  You need to set up your classes so that you can easily distinguish between your locations when Sales Receipts are generated.  Class tracking is not automatically activated in QuickBooks, so first we need to active it.  

- ACTIVATE CLASS TRACKING

You will need to activate class tracking to setup your class list in QuickBooks. To do this, go to Edit > Preferences.  Make sure you have the Accounting highlighted on the left and the Company Preferences tab selected on the right, and then click ‘Use Class Tracking’ and ‘OK.’

- ADD CLASSES

There must be a class list entry for every MindBody Online Location you have in your studio and the names must match exactly.  These will be the names of the Sales Receipts that are generated, so you can distinguish which location they came from. To add classes, go to Lists > Class List.

From the Class button, select New. Be sure to name these classes exactly as the locations are named in MindBody Online.

• Sales Tax

The Sales Tax feature will not be utilized in QuickBooks, it will be sent through just like other sales data in the body of the transaction in your Sales Receipt generated.  To deactivate sales tax in QuickBooks, go to Edit > Preferences.  Make sure you have Sales Tax selected from the list on the left and the Company Preferences tab selected on the right, and then under ‘Do you charge sales tax?’ make sure ‘No’ is selected and click ‘OK.’

• QuickBooks Accounts Receivables

All details on receivables will be maintained in MindBody Online, so you will need to configure your accounts.  In the next step of configuring QuickBooks, you will be assigning your items to the Accounts created in this step.  To create your Accounts, click Lists > Chart of Accounts.

- For the first account needed, add an Other Current Asset type account titled “Accounts Receivable-Mindbody” to your Chart of Accounts in QuickBooks.  From the Account button, select New.  Select ‘Other Account Types’ and make sure the dropdown says ‘Accounts Receivable’ before hitting ‘Continue.’

After hitting ‘Continue’ you will need to make sure the Account Type is ‘Other Current Asset,’ the Account Name is ‘Accounts Receivable-Mindbody’ and that Unassigned is selected under the ‘Tax-Line Mapping.’  Then hit ‘Save & Close.’

- Next, you need to generate an Other Current Liability type account titled “Sales Tax Payable-Mindbody” to your Chart of Accounts in QuickBooks, as the QuickBooks auto-generated Sales Tax Payable account cannot be used.  With the Chart of Accounts window still open, from the Account button, select New.  Select ‘Other Account Types’ and make sure the dropdown says ‘Other Current Liability’ before hitting ‘Continue.’

After hitting ‘Continue’ you will need to make sure the Account Type is ‘Other Current Liability,’ the Account Name is ‘Sales Tax Payable-Mindbody’ and that Unassigned is selected under the ‘Tax-Line Mapping.’  Then hit ‘Save & Close.’

- Next, you need to generate a Cost of Goods Sold type account titled “Cost of Goods Sold” to your Chart of Accounts in QuickBooks.  With the Chart of Accounts window still open, from the Account button, select New.  Select ‘Other Account Types’ and make sure the dropdown says ‘Cost of Goods Sold’ before hitting ‘Continue.’

After hitting ‘Continue’ you will need to make sure the Account Type is ‘Costs of Goods Sold,’ the Account Name is ‘Cost of Goods Sold’ and that Unassigned is selected under the ‘Tax-Line Mapping.’  Then hit ‘Save & Close.’

- Next, you need to create the “Other Current Asset’ account in your Chart of Accounts that will be associated with an Inventory item you generate.  With the Chart of Accounts window still open, from the Account button, select New.  You will need to make sure the Account Type is ‘Other Current Asset,’ the Account Name is ‘Other Current Asset’ and that Unassigned is selected under the ‘Tax-Line Mapping.’  Then hit ‘Save & Close.’

Finally, you need to create the “Other Current Liability’ account in your Chart of Accounts that will be associated with a balance item you generate.  With the Chart of Accounts window still open, from the Account button, select New.  You will need to make sure the Account Type is ‘Other Current Liability,’ the Account Name is ‘Other Current Liability’ and that Unassigned is selected under the ‘Tax-Line Mapping.’  Then hit ‘Save & Close.’

 

• QuickBooks Items

Next you must set up the items.  There are 5 items you must have and we have outlined them below.  To access your Item list, click Lists > Item List.

There are 5 items in the item list to function properly. They must be named as shown below:

• Subtotal

On the Item button, select New.  Under Type make sure ‘Subtotal’ is chosen and then name the item ‘Subtotal’ and click ‘OK.’

• Sales Tax

On the Item button, select New.  Under Type make sure ‘Other Charge’ is chosen and then name the item ‘Sales Tax.’  Make sure it is designated to the ‘Sales Tax Payable-Mindbody’ Account and click ‘OK.’

• Inventory

On the Item button, select New.  Under Type make sure ‘Other Charge’ is chosen and then name the item ‘Inventory.’  Make sure it is designated to the ‘Other Current Asset’ Account and click ‘OK.’

• Cost of Goods Sold

On the Item button, select New.  Under Type make sure ‘Other Charge’ is chosen and then name the item ‘Cost of Goods Sold.’  Make sure it is designated to the ‘Cost of Goods Sold’ Account and click ‘OK.’

• Balance

On the Item button, select New.  Under Type make sure ‘Other Charge’ is chosen and then name the item ‘Balance.’  Make sure it is designated to the ‘Other Current Liability’ Account and click ‘OK.’

 

- You can set up the rest of your Items list with whatever items you want your MindBody Online revenue categories to be mapped to.

• Create an MBO Customer

You need to create the ‘MBO Customer’ (must be that exact name) as all of your Sales Receipts from your locations will come under this customer in your QuickBooks File.

To create your Customer, go to Customers > Customer Center.

On the top left, click ‘New Customer & Job’ and select ‘New Customer’.

Under ‘Customer Name’ you need to make sure it says 'MBO Customer' and then click ‘OK’.  No other information needs to be provided.

 

5. Start Intuit Sync Manager: this is Intuit’s agent to synch the local QuickBooks Company File with the cloud version.  It will allow our solution to access QuickBooks.  

• Open QuickBooks
• Click ‘Set Up Intuit Sync Manager
• Sign in
• Choose the Intuit App Center Company profile (that you created in step 3). 
• Click ‘Start Syncing’

Once this has synced you have finished Installation.  You are now ready to Configure the solution, which will be covered in the next post.