QuickBooks – Orchid POS Information and Setup
Orchid POS supports importing accounting information to QuickBooks (desktop version only).
Below is some basic information about how the two programs work together and instructions. We highly recommend consulting a professional accountant prior to finalizing the process as we cannot provide accounting or financial advice.
A summary of the process
To set up, you will import your QuickBooks chart of accounts to Orchid POS and then within Orchid POS, you will map your account information. This means you will be telling Orchid POS which QuickBooks accounts you want your information to go to. This part of the process is only done once.
Once completed, you will be able to quickly and easily export to QuickBooks on your schedule- daily, weekly, monthly.
Setup in QuickBooks
To get started, you will need to:
Establish your income chart of accounts (COA) in QuickBooks. Inactive accounts will not be visible in Orchid POS.
Please note that QuickBooks does not support importing information using account numbers. You must use account names.
You will need to create other account types such as Cost of Goods Sold; see full list below.
You will need to create one customer in QuickBooks. This is what Orchid POS will use for balance due information, as a total figure.
You will need to create your sales tax item in your Item List in QuickBooks. Make sure that the sales tax item has both a name and a description in addition to the percentage amount.
Income Chart of Accounts
Income is mapped by to each invoice type, by department, under one main Income account.
Most businesses choose to have one sub-income account per department, for easy use of QuickBooks’ profit and loss statement.
In this case, a typical Income account list would look something like the following in QuickBooks:
Orchid POS Income (main account)
Retail (invoice type)
Wholesale
Other accounts
You will also need the accounts noted below. Sub accounts can be created if you wish. For instance, some businesses choose to split their deposits by type (we support deposits for travel, rental, and work orders, as well as general deposits). Most businesses combine Cost of Goods Sold (COGS) but some do create sub-accounts by invoice type (similar to income).
Account Name | Account Type | Use |
Name of bank account | Bank account | Funds deposits and refund checks |
Undeposited POS Funds | Other Current Assets | If you do not wish funds to be marked as automatically depositing to your bank account(s), you can utilize this and then manually deposit within QB to match physical bank deposits |
Cash Drawer | Bank Account | Used to note how much cash is physically in the drawer |
Accounts Receivables | Accounts Receivable | Customer balances |
Gift Certificates | Other Current Liability | For sold gift certificates; redeemed are reported as income based on items purchased |
Undefined Expenses | Expense | For Expense Account payment type use |
Inventory Assets | Other Current Liability |
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Cost of Goods Sold | Cost of Goods Sold |
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Credit Cards Discounts and Fees | Expense | If you wish to deduct transaction fees prior to deposit to your bank account |
POS Deposits | Other Current Liability | Often used with sub-accounts, as Orchid POS supports multiple deposit types |
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Now you are ready to get started in Orchid POS.
Orchid POS Accounting Setup
Step 1 - Importing QuickBooks accounts to Orchid POS
In QuickBooks, go to File – Utilities – Export Lists to iif
Choose the following three options: Chart of Accounts; Customer List; Item List
Save the file in an easy to find location
Log in to Orchid POS
Go to Settings – Table Editor – Accounting.
Turn QuickBooks ON
Click Browse, then find your saved iif file
Click Import
Step 2 – Mapping your Accounts
Orchid POS will now show three links for account mapping.
Chart of accounts – this is where the “Other Accounts” are mapped (see instructions below).
Departments (see instructions below) – this is where you will define income and cost of goods sold accounts for each department under each active invoice type
Credit Cards – this is where you will define where credit card funds are deposited, and whether or not you want to calculate transaction fees during or after import to QuickBooks.
Chart of Accounts (first link)
Office > Back Office Settings > Table Editor > Accounting; Step 2, first link.
This is where you select which Quickbooks accounts the accounting functions in Orchid POS will report to. Orchid POS functions are on the left, the menu of your imported Quickbooks accounts are on the right.
Inventory Assets: The inventory assets account (account type: OCASSET)
Income Account: The main income account (account type: INC)
Customer to attach Accounts Receivables to: A general Quickbooks customer record
Checks (for payment type funds): The bank account where checks are deposited (account type: BANK) OR Undeposited Funds (account type: OCASSETS; this requires you to “tell” Quickbooks when you make a bank deposit)
Checking account (for refund checks): The bank account where funds would be withdrawn in the case of a refund check being issued to a customer (account type: BANK).
Cash (for cash payment type funds): The bank account where cash is deposited (account type: BANK) OR Undeposited Funds (account type: OCASSETS; this requires you to “tell” Quickbooks when you make a bank deposit)
Gift Certificates – Redeemed: The Gift Certificate (account type: OCLIAB) account
Gift Certificates – Sold: The Gift Certificate (account type: OCLIAB) account
Expense Account: A general expense account (account type: EXPENSE)
Petty Cash: This should match your Cash Drawer account, which is for funds in your physical cash drawer (account type: BANK)
Account Receivables: The A/R account (account type: A/R)
Cash Drawer (for funds in physical drawer): The account you’ve designated for your physical cash drawer (account type: BANK)
Deposits – Rental: The deposit account where rental deposits are held until rental items are returned (account type: OCLIAB)
Deposits – Travel: The deposit account where travel payments are held until the trip is sold (account type: OCLIAB)
Deposits – Work Orders: The deposit account where work order payments are held until the work order is sold (account type: OCLIAB)
Deposits – Sale Orders: The deposit account where sale order payments are held until the sale order is finalized as in invoice (account type: OCLIAB)
Deposits – Unknown: The deposit account where general deposits are held (account type: OCLIAB)
SalesTax1: A sales tax account (account type: SALES TAX PAYABLE)
SalesTax2: A sales tax account (account type: SALES TAX PAYABLE)
SalesTax3: A sales tax account (account type: SALES TAX PAYABLE)
Departments (second link)
Each department has an income (chart of accounts) and cost of goods sold column for each invoice type you have active in your system.
Each department also has a column for Undefined Chart of Accounts (income) and Undefined Cost of Goods Sold. Most stores map these to match the Retail invoice type income and COGS accounts.
Each department has an Edit icon under its Action column. Click this icon to begin mapping/filling out the columns.
Orchid POS provides a Copy function within the mapping pop up window, so if all departments and/or all invoice types of one department uses, for example, the same COGS account you can choose it once, copy it to the rest, and be done with that portion.
Else, select the proper income and COGS for each invoice type, under each department, until each field is filled.
Credit Debit Cards (third link)
On this page, you will tell Orchid POS which bank account you want credit card funds to show as being deposited to in QuickBooks. The Batch Name and Account column are the only two required pieces of information here.
Step 3 – Export
Once all fields are mapped, you are ready to begin exporting your financial information from Orchid POS.
Choose your desired date range and click Export. It will create a file called QBdata.iif and place it into your desired Download folder.
Once this is saved, you can then import it to QuickBooks by going to File – Utilities – Import and choosing the saved iif file.
A few notes about importing to QuickBooks –
For the first few imports, we recommend doing just a day or two at a time until you are satisfied the account setup looks the way you would like.
Each import creates a journal entry.
QuickBooks does not look for existing date information prior to importing so if you import the same date twice, you will have duplicate data in your books.
If you experience an error during import at any time, please contact our support team with the date and error displayed.