Accounting Integration Frequently Asked Questions (FAQ)

Modified on Mon, 18 Oct 2021 at 11:46 AM

Overview

This article contains a list of some of the most frequently asked questions about our Accounting Integration.


Procedure

  1. What is a Shift or Register Shift?
    A Register Shift (sometimes shorted to just Shift) is a series of transactions that occur on the same Register / Device.  A Register Shift can be manually ended by a Cashier or Manager and is typically used to reconcile the payment till at the end of the day.  This is a convenient way for us to group Sales, Costs, and Payment data - including whether the register was over/short.

  2. Can individual product or customer data be transmitted?
    We do not send individual sales transactions or individual product records as part of our Standard Accounting Integration, to do so would overwhelm it based on the volume of business most of our clients do.  

    As an example, Tax will be sent as a single lump sum for a Register Shift.

  3. Can I create my own GL Mapping?
    If you want to create your own mappings you can! The base setup fee is still required plus some premium services for training and then you'll be able to do your own mappings. You will also be responsible for supporting the enhanced mappings yourself OR utilize our premium services for that level of support.

    Creating Custom GL Mapping Query Filters

  4. I am receiving a "not in balance" error, what can I do?
    Typically, this error will occur if you have not reconciled your register shift, or a GL is mapped incorrectly. Try reconciling the shift for the given date range and check to make sure you have all your GL entries mapped correctly.

  5. How do I combine two Payment Methods for reporting, such as Cash + Check
    In the General Ledger Assignments Report, change the name of the Cash and Check GL Mapping Query Filters to be the same.  Assign both accounts to the same GL Code as well. Now when the General Ledger Report is prepared (or exported) the values will be combined.

  6. Can I split Credit Cards by card type?
    No, card type-level integration is not currently possible with the Accounting Integration.

  7. How do I report on Net income instead of Revenue + Discounts?
    In the General Ledger Assignments Report, change the name of the Revenu and Discount GL Mapping Query Filters to be the same.  Assign both accounts to the same GL Code as well. Now when the General Ledger Report is prepared (or exported) the values will be combined.

  8. Can I combine per-departement mappings?
    In the General Ledger Assignments Report, change the name of all the individual per-department GL Mapping Query Filters to be the same.  Assign the same GL Code to them all as well. Now when the General Ledger Report is prepared (or exported) the values will be combined.

  9. What functionality is NOT currently part of the Accounting integration?
    • Customer integration - if you create a customer in Cloud Retailer it will not create a customer in your accounting system
    • Accounts receivable - if you allow a customer to charge on their account the fact that they did this and the tender types used for payments WILL move over to your accounting system but only as a simple GL entry - it will not utilize any built-in AR functionality. 
    • The integration is currently one-way only (data from CR to your accounting program)


References



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