Redpoint HQ supports importing accounting into both QuickBooks desktop and QuickBooks Online. Regardless of which one is used there is some setup to make sure that everything is mapping correctly.

You MUST contact Redpoint with your Quickbooks info to initiate the integration for Quickbooks Online

Set up Redpoint HQ for QuickBooks

QuickBooks

Revenue Accounts

Revenue Accounts within QuickBooks and Redpoint HQ must match (see below: Within Redpoint HQ > Revenue Sources)

• 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)
• 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 

Deposit Accounts within QuickBooks and Redpoint HQ must match (see below: Within Redpoint HQ > Payment Sources). This is typically a Bank Account or Undeposited Funds Account.

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)

Liability Account

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

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.

Classes

Redpoint HQ requires a class created and used in QuickBooks that matches the name of the Account Software Class Name in Redpoint HQ (even for single location facilities).

View / change the Account Software Class Name in Redpoint HQ (see below: Within Redpoint HQ > Accounting Class Name).

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

Redpoint HQ

Accounting Class Name

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. Manage Menu> Organization & Facility Settings
2. Facility: (Dropdown)> Accounting
3. Edit 
4. Enter a Journal Entries: Exported Accounting Software Class Name
   1. Must exactly match the class in QuickBooks

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
   1. Must exactly match the account in QuickBooks

Revenue Sources

Edit your Revenue Accounts within Redpoint HQ to have the correct Exported Mapping Name.

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

Redpoint HQ is matching only the account name from within QuickBooks.

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

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”)

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