Integration with AccountEdge

Checkout Integration with AccountEdge (Configure for Accountedge)

To configure Checkout for AccountEdge, Checkout, AccountEdge and the AccountEdge company file must be located on the same machine. This is the company file you will open from Checkout to configure your accounts. The Checkout store can be on the same machine, or shared from another machine. If you are integrating Checkout with AccountEdge Network Edition (NE), you don't have to be on the AccountEdge host machine, but you must have access to the company file, and you will need to have created an AccountEdge NE connection document for your company file. This is the file you'll open in Checkout to configure the accounts.

An AccountEdge Netword Edition connection document is a shortcut file that retains the information about your company file’s location on the host computer. You can place the connection document in a convenient location, such as the Desktop.

To create a connection document, launch AccountEdge Network Edition, and:
  • Click the Browse button to open the company file browser
  • Select (highlight) the company file
  • Click the Save Connection button at the bottom of the Company File Browser window
  • Enter a name for the connection document, and indicate where to save the document
  • Click Save; the document will have the name you indicated, and a .connect extension

To configure Checkout:

  • Click on the Manager icon in your Store
  • In Manager, select Ledger
  • In the Ledger window, click the Export button on the upper right-hand corner of the ledger window; the Export panel will open
  • On the left side of the Export panel, select AccountEdge from the File Format dropdown menu, leaving the Range selection as is
  • On the right-hand side of the Export panel, click the Configure button
  • In the AccountEdge Configuration window, click Choose to choose the company file
  • Next, select the correct version of AccountEdge
  • Then indicate the appropriate user ID and password
  • Click Continue

A list of Checkout accounts is displayed. To the right of each account is a dropdown menu with the AccountEdge accounts.

  • For each Checkout account, select the matching AccountEdge account from the dropdown menu
  • By default, Checkout lists its best guess for the AccountEdge accounts, if you don't see the appropriate account, check Show all accounts at the bottom of the window

This table shows the Checkout accounts and usual AccountEdge accounts:

Checkout Account Description
Cash Payments Asset account for Receiving Cash Drawer Payments (debit at payment). Also credited (decreased) with positive Deposit amount in Till Count, and debited (increased) with negative Deposit in Till Count.
Credit Card Payments Asset account for receiving Credit Card Payments (debit at payment)
Debit Card Payments Asset account for receiving Debit Card Payments (debit at payment)
Check Payments Asset account for receiving Check Payments (debit at payment)
Transfer Payments Asset account for receiving Bank Transfer Payments (debit at payment)
Web Store Payments Asset account for receiving Web Store Payments (debit at payment)
Debtors Asset account for Accounts Receivable (debit at sale, credit at payment)
Tax Due Liability account for sales tax collected that is due to authorities (credit at sale)
Undeposited Funds Debited (increased) with positive Deposit amount, and credited (decreased) with negative Deposit amount in Till Count
Sales Income account for Sales (credit at sales)
COGS Stock Expense or Cost of Goods Sold account for the sale of inventoried items (debit at sale)
COGS Non-stock Expense or Cost of Goods Sold account for the sale of non-inventoried items. Also used to record Shipping Charges (debit at sale)
Stock Asset account for Inventory (debit at purchase, credit at sale)
Nonstock Liability account for Accounts Payable of non-inventoried products. Also used for Shipping Charges (credit at sale)
Creditors Liability account for Accounts Payable (credit posted at purchase)
Spoilage Expense account for shrinkage and spoilage, posted by Stock Correction (debit for negative, credit for positive)
Till Loss Expense account for cash register loss, posted by Till Adjustments (debit for negative, credit for positive)

After matching the Checkout to AccountEdge accounts, click Continue to select the date format. The usual format is Month/Day/Year. This format will be used when exporting journal entries from Checkout. The format should match the date format used in your AccountEdge company file.

AccountEdge Basic Note

Because AccountEdge Basic has Just the Basics for small business entities, you may need to add accounts to the AccountEdge Basic chart of accounts (accounts list) before you attempt to configure your Checkout for AccountEdge Basic.

Your AccountEdge Basic will need the following accounts

Cash Drawer
An Asset, type Bank account to reflect the contents of the Checkout Cash Drawer
Cost of Goods Sold (COGS) Stock
COGS (or COS) account to record the cost of the goods sold through Checkout, when the value is transferred from the Inventory Asset account with a sale.
Cost of Goods Sold (COGS) Non-stock
COGS (or COS) or Expense account to record the cost of the non-stock items that are sold.
An Asset, type Other Asset, account for Inventory (holds inventory value)
An income account to record sale of nonstock items
An Accounts Payable, Liability account used to repord vendor purchase liabilities
An expense account used to repord inventory losses
Till Loss
An Expense account used to record Till losses

Note About the A/P Account

When you make purchases in Checkout, Checkout will debit the Stock account (increase), and credit the Creditors account (increase). Normally these accounts can map to Inventory and Accounts Payable accounts, respectively. However, in your accounting program (AccountEdge or QuickBooks), you may want to create another Accounts Payable account, named something such as Checkout Accounts Payable. Then after importing your Checkout transactions into your accounting program, you can create Bills, debiting the Checkout Accounts Payable account, and crediting the Accounts Payable account. Using this method will allow you to manage the payment and payment terms of the Checkout purchases.