Accounting Options Quickbooks Pro UK
and Quickbooks Plus DE Accounting Options Quickbooks Pro UK
and Quickbooks Plus DEThe options Quickbooks Pro UK and Quickbooks Plus DE allow you to work with the accounting package Quickbooks. KVS exports transactions by writing them to a file in the iif format to the directory QuickbooksExport. These files can be imported into Quickbooks. The QuickbooksExport directory is a subdirectory of the working directory you entered under Options:General.
Supported versions: QuickBooks Pro for Windows 2001 (Version 9.0), Quickbooks Plus für Windows 2002 (Version 8.0).
Important note: Quickbooks Pro must be used without the multicurrency feature.
Important note: Early versions of Quickbooks Plus do not import sales no. on sales receipts and prices on sales receipts, credit and invoices correctly. Subtotals and totals are correct.
Important note: For Quickbooks Pro, you must set the number and currency decimal separator to "." and the thousands separator to ", " in your Regional Options.
In KVS you enter bookings, which are invoiced by KVS and exported into files that can be imported by Quickbooks. For each booking to be invoiced (or credited), the following happens:
Important note: Your accounts will not be correct if you forget to import these files or if you import them more than once.
Package: "Quickbooks Pro UK" or "Quickbooks Plus DE" must be selected.
File: leave empty
Set of accounts: Leave empty.
Password: Leave empty.
Bookings: Here you must enter the name of the article as well as the account associated with this article. These two pieces of information must be separated by ";". Thus, you must first define an article for courses and associate this article with an account. This is normally a liability account (e.g. prepayments) or possibly an income account. If you call the article "Courses" and the account "Prepayments", then you must enter the following: "Courses ; Prepayments".
Course material: Here you must enter the name of the article as well as the account associated with this article. These two pieces of information must be separated by ";". Thus, you must first define an article for course material and associate this article with an account. This is normally an income account. If you call the article "Course material" and the account "Course material sales", then you must enter the following: "Course material ; Course material sales".
Rounding: How invoice amounts are rounded by KVS.
| Name | Description | Example |
| No rounding | KVS does not round amounts at all | $1.37 is rounded to $1.37 |
| Round to next 0 | KVS rounds to nearest 0 | $1.37 is rounded to $1.40 |
| Round to next 5 | KVS rounds to nearest 5 | $1.37 is rounded to $1.35 |
The formatting of currency amounts is specified by the system currency settings under Regional Options on the system Control Panel.
Accounts receivable: Leave empty
Tax system: Quickbooks Pro UK supports the selections "No taxes" and "Value-added tax". "Quickbooks Plus DE" supports the selection "Value-added tax".
Tax ID: A tax ID number that can be printed on invoices and credits
Prices include tax: Check this if your prices include tax.
Tax rates:
Enter the tax rates that are applicable for courses and course material if you select "Value-added tax" as your tax system.
| Name | Enter the code of the tax rate. |
| Rate | Enter the tax rate: 17.5% is entered as 0.175. The KVS rate must be the same as the Quickbooks rate. |
| Account | This field should remain empty. |
Invoice type: KVS supports a number of special invoice formats. For a general invoice format, select "--". If the invoice format you use is not listed, contact us - we may be able to help.
Bank number: Only required for invoice type ESR and ESR+ (Swiss invoice formats). This is the internal number of your account at your bank. If you are using a postal giro account, leave this field empty. Your bank should provide you with this number.
ESR: Only required for invoice type ESR and ESR+ (Swiss invoice formats). Enter the prefix of the external participant number of your bank in the first field. It is normally two digits long, e.g., "01". Your bank should provide you with this number. Enter the suffix of the external participant number of your bank in the second field. It is normally four to five digits long, e.g., "26958". Your bank should provide you with this number.
Important note: to use ESR format, you require the OCR-B font. Also, although KVS implements the official ESR standard, you should have the payment slips approved by your bank. For instance, it may be that your bank accepts only the 27 digit format for ESR. In that case, you must configure KVS accordingly.
Name: Enter the name of the KVS payment method. For payment methods of type "Cash sales", this must be a Quickbooks "Payment Method", e.g., VISA. For payment methods of type "invoice" this must be a Quickbooks "Terms", e.g., Net 30.
Type: Select "Cash sales" if this is a payment method where you consider the amount due as paid, e.g., on-the-spot cash, credit card or check payments. Select "Invoice" if this is a payment method where payment occurs at a later date, e.g., by electronic bank transfer.
Account: Enter the name of the Quickbooks account for the payment method. For payment methods of type "Cash sales", this will be the Undeposited funds account, or your petty cash, due from credit card or uncleared checks account. For payment methods of type "Invoice", this must be an accounts receivable account.
Important note: For credits, you may only select KVS payment methods of type "invoice". Applying a credit to an invoice or paying a refund must be booked in Quickbooks directly.