Overview

Redpoint HQ supports importing journal entries into both QuickBooks desktop (custom report export) and QuickBooks Online (Redpoint integration with manual transfer step).  We can also provide a Xero report for Xero imports as well

Regardless of which one is used, exported account names in Redpoint MUST match the chart of accounts in QuickBooks.

You MUST contact Redpoint to initiate the integration for QuickBooks Online.

Set up QuickBooks

Accounts & Classes

Revenue Accounts within QuickBooks must match the exported account names assigned to Revenue Accounts, Pay Methods, and Tax Types in Redpoint HQ must match. You will need your Chart of Accounts so you know what to set up in Redpoint.

See Setting Up Redpoint below to see where you will assign the Exported Mapping Name to Payment Sources, Revenue Accounts, and Tax Types

• You can see the full name of the Revenue Account that you must match in QuickBooks by viewing your Chart of Accounts using the “Flat View” (Chart of Accounts > Account Button > Flat View). 
  • Example if your income account is called Revenue and it has a sub account called Day Passes, the exported name you will use in Redpoint is Revenue:Day Passes in order to match QuickBooks.
    
    
• Redpoint HQ does not support different Revenue Account names per location (i.e. Location1:Day Pass, Location2:Day Pass); all locations will use the same Revenue Account name and locations will be tracked/reported using the Class name (see below: Within QuickBooks > Classes)

Deposit Accounts (Payments)

Make sure you have an Account(s) set up in QuickBooks to capture the income coming in for each Payment Source(see below: Within Redpoint HQ > Payment Sources) configured in Redpoint.

This is typically a Bank Account or Undeposited Funds Account that you create in QuickBooks.

You can see the full name of the Bank Account or Undeposited Funds Account that you must match in QuickBooks by viewing your Chart of Accounts using the “Flat View” (Chart of Accounts > Account Button > Flat View). 

For example, if QuickBooks has it as an account, use the account name exactly in Redpoint.  If it is a sub account of another account in QuickBooks, list in Redpoint as Account:Sub Account

Liability Account

Redpoint HQ requires an Other Current Liability account called “Account Payment” in QuickBooks. 

This is to process the following types of transactions:

• Inter-Gym Payments (Common)
  When an invoice at Gym A is paid for at Gym B an offsetting inter-gym ACCOUNT PAYMENT journal entry is created at each location for each gym.
  
  
• Account Payment (Not Common)
  A payment applied to a customer's account (not to an invoice) is possible, which creates a credit on file. This will be shown as ACCOUNT PAYMENT in the amount of the payment instead of a revenue account (because it is not tied to an invoice). At a later date, an inverse ACCOUNT PAYMENT will be created if someone pays for an invoice with a credit on file.

Other Income Account

Redpoint HQ requires an Other Income type account called “Other Income”.

This is to process the following types of transactions:

• Split Payment Rounding (Common)
  When items are paid for in a split payment (i.e. credit card payment and applied credits) payment of line items and sales tax is calculated and prorated based on the percentage of the partial/split payment or credit applied. This can create a rounding difference since the invoice is partially paid for with one type of payment (credit) and the balance is paid for with the other type of payment (i.e. credit). This can create differences of $0.01 (typically because taxes or other small numbers may not split perfectly). This will be shown as OTHER INCOME, either as a positive or negative number.
  
  
• Partial Payment Rounding (Not Common)
  During a partial payment, rounding differences can happen, creating a $0.01 difference when the final payment is made (typically because taxes or other small numbers may not split perfectly). This will be shown as OTHER INCOME, either as a positive or negative number.

Imported Balance Account

Redpoint HQ has a revenue account called Imported Balance. This is associated to the Imported Balance product. This account is required for transactions when a balance or credit is paid/used; the name however can be changed in Redpoint (such as Other Income:Misc).

When migrating from Rock Gym Pro (RGP) to Redpoint HQ, any customer balances or credits at the time of import were transferred as "Imported Balances" in Redpoint HQ. These amounts are recorded under the Imported Balance product, which is linked to the Imported Balance revenue account by default.

The Imported Balance revenue account is a inactive revenue account, so you will need to filter for inactive revenue accounts to see it.

You can view all imported balances and credits here:
Products > Product List > Imported Balance
Click on the product and select Sales History
Filter for: All Dates | All Facilities |

Positive Number = Balance Due
Negative Number = Credit Owed

Key Considerations

• These balances are no longer tied to their original product or revenue account from RGP.
• They are instead associated with the Imported Balance product, which you can link to any revenue account of your choice.
• Daily Journal Entries: For as long as these balances or credits remain and are used or paid for, these transactions will show up.
• The Journal Entry - Line Item Details: This report will show all transactions that are included in any Journal Entry.

How to Manage These in QuickBooks

You should consult your accountant and decide if these will be attributed to income, expense each time they show up, or attributed to AR or AP.

The simplest option: Change the Imported Balance revenue account to a name that matches an account in QuickBooks (such as Other Income:Misc) -or- add an account in QuickBooks called Imported Balance.

Classes (Locations)

Redpoint HQ does not requires Classes to import into QuickBooks, however if you are tracking sales in QuickBooks by location using Classes is required (Classes is the standard way to track sales by location). 

Single Location -or- Do Not Track Location Sales in QuickBooks:

• Leave the Accounting Class Name field blank
• See instructions below for Redpoint HQ Accounting Class Name

Multi-Location Tracking in QuickBooks:

• The Accounting Class Name must match in Redpoint and QuickBooks
• See instructions below for both QuickBooks and Redpoint HQ Accounting Class Name

Note: For future proofing your accounting, it can be recommended to use Classes even for a single location.

QuickBooks Online:

Note: QuickBooks Online Plus is required for Classes

To turn on and use classes in QuickBooks Online:

• Enable Classes: Settings > Account and settings > Advanced > Categories > Track classes (toggle this on)
• Create Classes: Settings > All Lists > Classes > New
  Add one class per location, matching the Account Software Class Name in Redpoint HQ

QuickBooks Desktop: 

To turn on and use classes in QuickBooks Desktop:

• Enable Classes: Edit > Preferences > Accounting > Company Preferences > Use class tracking for transactions (check this box)
• Create Classes: Lists > Class Lists > New
  Add one class per location, matching the Account Software Class Name in Redpoint HQ

Set Up Redpoint HQ

Payment Sources

Edit your Payment Sources within Redpoint HQ to have an Exported Mapping Name

• Journal Entries: Exported Mapping Name needs to exactly match the Deposit Account names in QB that you want the funds to be recorded/deposited into

1. Manage Menu> Organization & Facility Settings
2. Lists (Dropdown)> Payment Sources
3. Edit each payment source 
4. Enter a Journal Entries: Exported Mapping Name
   • Must exactly match the account in QuickBooks

Revenue Accounts

Edit your Revenue Accounts within Redpoint HQ to have the correct Exported Mapping Name. It is recommended that you create the same revenue account structure in Redpoint HQ as you have in QuickBooks:

• Create the same parent and sub accounts in Redpoint HQ as you have in QuickBooks
• Connect sub accounts to the parent accounts as you do in QuickBooks.

If done completely the same, the Exported Account Name will match QuickBooks.

OPTIONAL: If your revenue accounts in Redpoint HQ are different than what is in QuickBooks, you can manually map revenue accounts to those in QuickBooks by using the Exported Mapping Name.

1. Manage Menu > Organization & Facility Settings > Revenue Accounts
2. Edit the revenue account
3. Enter a Journal Entries: Exported Mapping Name
   • Must exactly match the Revenue Account in QuickBooks

Redpoint HQ is mapping the full account name from within QuickBooks, including the parent account. If the revenue account is Summer Camps, but the parent account is Youth Programs, then you need to map to the same Parent and Sub accounts in QuickBooks, or create a Exported Mapping Name called Youth Program:Summer Camps (no space after the colon).

Sub-accounts

When mapping a Sub-account you must prepend the parent account separated with a colon.
There should be no space before or after the colon.

Example:  Walk-In:Day Pass  (parent account:sub account)

Redpoint HQ & QuickBooks have different revenue account names 

If the revenue account names in Redpoint HQ are different from those in QuickBooks, set the Exported Mapping Name to match the QuickBooks account name, include any parent accounts.

Example:

*There is no space before or after the colon in the mapping name

Built-In Revenue Accounts to Configure

Go to Manage > Organization & Facility Settings > Revenue Accounts and filter to view inactive revenue accounts.

Find and edit the following.  They are built-in accounts assigned to built in products.  Rename and Map to match where they should go in QuickBooks. Be sure to list in Redpoint as Account:Sub Account to match QuickBooks exactly.

• Accounting: This is assigned to the built-in Over/Under product. 
  
  
• Deposits: This is assigned to the built-in Deposits product
• Gift Card: This is assigned to the built-in Gift Card product, used for both online and physical gift cards sold through the POS.
• Imported Balance: Will exist if moving to Redpoint from another software and bringing in unpaid balances.  See Imported Balance for more info.

Tax Types

Sales Tax by default is tied to a revenue account called Accounting. You will need to change your Sales Tax Types to the Sales Tax Revenue Account in QuickBooks.

1. Determine the revenue account name you use to track Sales Tax in QuickBooks
2. Add this revenue account to Redpoint HQ (Manage Menu > Organization & Facility Settings > Revenue Accounts)
3. Go to Manage Menu > Organization & Facility Settings > Taxes > Tax Types
4. Edit each tax type: Change the Assigned Account to this revenue account

Inclusive Sales Tax is included in the price of the product and it doesn’t appear in QuickBooks or Journal entry reports. Use the Sales Tax report to make manual Inclusive tax journal entries.

Rename Accounting > Over/Under Account

The Over/Under product (used for Z-Outs) by default is tied to a revenue account called Accounting. This revenue account can not be changed on the product, BUT you should change the name of this account to reflect what you use in QuickBooks.

1. Determine the revenue account name you use to track Over/Under adjustments in QuickBooks
2. Go to Manage Menu > Organization & Facility Settings > Revenue Accounts
3. Locate the Accounting revenue account and change it to the Over/Under account you use in QuickBooks

Accounting Class Name

OPTIONAL: If you are going to track sales/payments by location you need to have classes set up in QuickBooks and Redpoint HQ. If you do not track sales/payments by location then leave this blank. 

To set up classes edit your Accounting Class Name within Redpoint HQ to have a Journal Entries: Exported Accounting Software Class Name

• This is UNIQUE to each location
  • Open each location and provide the correct location class name
    
    
• Journal Entries: Exported Accounting Software Class Name needs to exactly match the location Class Name in QuickBooks

1. Go to Manage Menu> Organization & Facility Settings > Facility (location) > Accounting
2. Click Edit to change the Class (location) name for this location
3. Enter a Journal Entries: Exported Accounting Software Class Name
   • Must exactly match the class in QuickBooks

Journal Entry Import: QuickBooks Desktop

Generate the QuickBooks IIF Import File

An import file needs to be generated for the time period you want to create and import journal entries into QuickBooks Desktop

• Set Date Period: View Menu> Accounting > Filter > Period 
• Review Journal Entry: View Menu> Accounting > Apply Filters
• Create IIF File: View Menu> Accounting > Export QuickBooks Desktop IIF (Green button)

Import IIF File into QuickBooks Desktop

From within QuickBooks Desktop you will import the IIF file to create Journal Entries recording sales and deposits

• Import: File > Utilities > Import > IIF Files > Import IIF
• View Import: You can view the import result either by the P&L report, or directly from the Journal Entry
  • P&L Report: Reports > Company & Financial > Profit & Loss Standard > Select the Date Period and Refresh
  • Journal Entry: Company > Make General Journal Entries > Press the “Previous” arrow until you find the date and journal entry you imported
• Errors: If the IIF file fails to import to QuickBooks an error report will be generated stating the revenue accounts that do not match or are missing 
  • Open the file with Notepad (PC) or TextEdit (MAC)
  • The file will list the mapping issue (i.e. “No account [EXAMPLE] exists”)

Journal Entry Import: QuickBooks Online

Redpoint HQ integrates with QuickBooks Online (QBO), with supported online transfers

Create QuickBooks Online Integration

In Manage Menu > Organization & Facility Settings > Integrations (Dropdown) > QuickBooks Online

• Click the blue button “+ New QuickBooks Online Integration” to create a new QuickBooks Online integration
• Follow the instruction so open and connect to your QuickBooks online account
• OPTIONAL: If you have different QuickBooks accounts for different locations, you can create multiple integrations and select the facilities that each integration will point to
  Manage Menu > Organization & Facility Settings > Integrations (Dropdown) > QuickBooks Online > Edit > Facilities

Import Journal Entry into QuickBooks Online

Once integrated, a new Tab will appear in View Menu > Accounting > Accounting 'QuickBooks Online Transfer' (Tab)

From within Redpoint HQ you will import Journal Entries recording sales and deposits

• View Menu > Accounting > Accounting 'QuickBooks Online Transfer' (Tab)
• Transfer Specific Dates and/or Locations
  • Select Date/Location Box > Transfer Selected to transfer multiple Journal Entries at a time
    -or-
  • Click Transfer to transfer one Journal Entry at a time
• Errors: Redpoint HQ will alert you if you do not have accounts that match or are missing