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Setting Up QuickBooks to Use with LubeSoft®

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QuickBooks Pro must be set up specifically to import the information from LubeSoft® .

If you have already been using QuickBooks and would like to integrate LubeSoft® with the information you currently have set up in your QuickBooks account, call ISI Customer Support for assistance.

Use the following steps to set up your QuickBooks program before importing information from LubeSoft® .

Setting Up a New Company in QuickBooks

  1. Open QuickBooks.
  2. Go to the File dropdown and select New Company.
  3. Click the Next button three times.
  4. Click the Skip Interview button.
  5. Do one of the following:
  • If you have QuickBooks 2001 or 2002, type the company information and click the Next button.
  • If you have QuickBooks 2000, type the company information and click the Next button. You receive the IMPORTANT PAYROLL NOTICE popup. Click OK to continue.
  1. Click the Next button to enter the Chart of Accounts screen.
  2. Select (No Type) in the box on the left side and click the Next button.
Note: When (No Type) is selected in the box on the left, the message (No Accounts) appears in the box on the right.
  1. Click the Save button to save the current file.
Note: The File Name dropdown shows the name you entered in step 5. To change the name of this file, type it in the File Name dropdown and select QuickBooks Files (*.QBW, *QBA) from the Save as type dropdown.

Setting Up Account Numbers in QuickBooks

Use the following steps to set up QuickBooks to use account numbers:

  1. Go to the Edit dropdown and select Preferences.
  2. Select Accounting.
  3. Select the Company Preferences tab on the right.
  4. Check the box next to the Use Account Numbers field.
  5. Click OK.

Setting Up Your A/R Account in QuickBooks

Use the following steps to set up the A/R account that corresponds with the QuickBooks A/R Offset account that is set up in LubeSoft® :

  1. In QuickBooks, go to the Lists dropdown box and select Chart of Accounts.
  2. Click on the Account button on the bottom of the popup box.
  3. Select New.
  4. Go to the dropdown box for the Type field and select Accounts Receivable. This is the only time you should select Accounts Receivable. If you select Accounts Receivable for any other account, you could have problems with your QuickBooks General Ledger.
  5. Enter your QuickBooks A/R account number from LubeSoft® in the Number field.
Note: This number must match the number used in Set Up Accounting Options (1-6-1-7) in LubeSoft® . LubeSoft® will autofill .00. It is not necessary to add numbers behind the decimal in LubeSoft® unless they are not .00. For example, if you have account 9999.75 set up on your POS side, you would set up the account as 9999.75 in QuickBooks. If you have account 9999.00 set up on your POS side, you would set up the account as 9999 in QuickBooks.
  1. Enter the appropriate information in the rest of the fields and click OK.
Note: For further information about your QuickBooks software, refer to the documentation you received with QuickBooks.
QuickBooks Tips

As mentioned earlier in this document in our Third Party Software Policy, “ISI neither supports nor provides training for the use and maintenance of these third party programs.” With that in mind, we realize that in order for you to effectively use QuickBooks as a business tool, it is worthwhile for us to share some tips which will better ensure your success.

  • When A/R transactions are imported, the customer’s accounts are created automatically, but the permanent name and billing information is not created. You must enter this information for each fleet customer on the QuickBooks side one time only.
  • If you plan to use QuickBooks to track your G/L, you must:
  1. Set up all accounts as desired on your LubeSoft® POS system (1-6-1-4).
  2. Determine the correct type for each account (Bank, Income, Expense, etc.). If you are unsure of the account type, seek professional advice from an accountant.
  • In QuickBooks, as you set up your Chart of Accounts, you must only place Accounts Receivable in the Type dropdown list for your QuickBooks Offset Account. Do not select Accounts Receivable for any other account or you could have problems with your QuickBooks General Ledger. This is explained in the Setting Up Your A/R Account in QuickBooks section earlier in this article.