Execu/Suite QuickBooks Interface

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Anna Zoe Murphy
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1 This dcument describes the Execu/Tech interface t QuickBks and includes Execu/Tuch pint f sale when used with Execu/Suite Htel PMS. Execu/Tuch stand-alne is excluded frm this dcument. Htels using Excu/Suite withut Execu/Tuch wn t need the POS Administratr infrmatin. DATA FLOW: Each Pint f Sale utlet shuld be cnfigured t send transactins t the htel cmpany, generally Cmpany 01. All f yur POS transactins will pst t POS master flis and will be included in yur Htel charge and payment jurnals. During night audit, Rerganize Files clses the day and creates a temprary file cntaining yur transactins fr the day. NOTE: Rerganize Files is a separate functin frm POS End f Day and shuld be dne after POS End f Day. Fllwing Rerganize Files yur night auditr will run Create City Ledger/Gen Ledger Pstings. This prgram creates the file which yu imprt int QuickBks. SETUP FLOW: Revenue (charges) 1. Each POS item pints t a POS Revenue Department. POS Revenue Departments are set up in POS ADMINISTRATOR > Department Recrds. 2. Each POS Revenue Department pints t a Htel Charge Cde. Enter the Htel charge cde in field 2, Revenue (HOTEL charge) cde. D nt fill in fields 4-6 with G/L infrmatin as this is fr nly POS stand-alne systems (withut Execu/Suite). 3. Each Htel Charge Cde pints t a General Ledger Debit accunt and a General Ledger Credit accunt. Bth fields must be ppulated fr each charge that shuld pst t QuickBks. 4. Each GL debit and credit accunt must crrespnd t a QuickBks accunt. This is dne in the file, MENUQUIC.FIL which is lcated in yur Execu/Tech HOTEL flder and pens with Ntepad. Payments (receipts) 1. Each POS payment type pints t a Htel Payment Cde. Enter the Htel payment cde in field 2, HOTEL/GL payment cde. D nt fill in fields with G/L infrmatin as this is fr nly POS stand-alne systems (withut Execu/Suite). 2. Each Htel Payment Cde pints t a General Ledger Debit accunt and a General Ledger Credit accunt. Bth fields must be ppulated fr each payment that shuld pst t QuickBks. 3. Each GL debit and credit accunt must crrespnd t a QuickBks accunt. This is dne in the file, MENUQUIC.FIL which is lcated in yur Execu/Tech HOTEL flder and pens with Ntepad. Page 1 f 7

2 Other transactins- Stre Recrd 1. Discunts in POS shuld pint t a HOTEL Charge Cde. If all discunts crrespnd t the same charge cde and G/L accunts, the Htel charge cde is typed in the Stre Recrd in the Htel settings. If varius discunts shuld pst t varius Htel charge cdes, then enter thse charge cdes in the apprpriate field in each discunt cde setup. This is dne in POS ADMINISTRATOR > Discunt Cdes. Enter the Htel Charge cde in the field, HOTEL/GL revenue cde. D nt fill in fields with G/L infrmatin as this is fr nly POS standalne systems (withut Execu/Suite). 2. Tips, Taxes, and Gratuities als shuld pint t HOTEL Charge Cdes. When there are n active POS terminals, g t POS ADMINISTRATOR > Stre Recrd. Click the Htel Buttn. Enter the apprpriate HOTEL charge cdes in each applicable field. 3. When POS checks are clsed t a guest fli (rm charge) r master fli (accunt charge), a credit will pst t the POS master fli just as any payment type, and a debit will pst t the guest r master fli. These are clearing charges since they net zer. A charge cde must exist fr these transactins t pst. This charge cde is entered in the field HOTEL Guest charge cde. Examples are GIFT fr gift shp and REST fr restaurant. 4. A POS master fli shuld be set up in Execu/Suite fr each cmpany r utlet. The fli number shuld be entered in the field, HOTEL POS master fli in the Htel settings f the Stre Recrd in POS Administratr. 5. If yu have mre than ne cmpany, the field HOTEL/AR Cmpany n shuld cntain the cmpany number t which transactins will pst and the cmpany cntaining the flis. This typically is Cmpany 01, the Htel cmpany. Once everything has been set up in Execu/Tuch POS and in Execu/Suite Htel, all transactin cdes need t be entered in the QuickBks interface cnfiguratin file, MENUQUIC.FIL. This file is lcated in the Execu/Tech Htel flder. Right-click it and select Open with > Ntepad. The creatin f the QuickBks Imprt file ccurs during Execu/Suite Night Audit Create Direct Bill/General Ledger Pstings r during Execu/Tuch End f Day Clse. The QuickBks interface imprt file is created either frm Execu/Suite PMS r Execu/Tuch POS but nt bth. The prgram shuld be run nly nce per day. Once created, the file name is EXECXX-YYYYMMDD.IIF where XX is the Cmpany number and YYYYMMDD is the date that the file is created. It might lk like this: EXEC IIF. The file will be in yur Execu/Tech Htel flder. T imprt this file, run File > Imprt in QuickBks. Fr details, see yur QuickBks Help File under the sectin Imprting Data. Execu/Tech des nt ffer QuickBks supprt. The fllwing might be useful t yu if yu re new t QuickBks: Page 2 f 7

Execu/Tech Cnfiguratin: EXECU/TOUCH SETTINGS POS ADMINISTRATOR REVENUE: POS items shuld reference a POS Revenue Department.

Each Department Cde shuld crrespnd t a HOTEL charge cde.

and enter the ne cde in the field Revenue (HOTEL charge) cde. Yu must enter at least ne Htel charge cde.

At all terminals, menu 8 pints t Breakfast Fd (BKFD), indicated in field 6, which is ptinal.

3 Execu/Tech Cnfiguratin: EXECU/TOUCH SETTINGS POS ADMINISTRATOR REVENUE: POS items shuld reference a POS Revenue Department. See the Execu/Tuch Getting Started Guide fr instructins in setting up POS. Each Department Cde shuld crrespnd t a HOTEL charge cde. If all terminals and menus have the same charge cdes fr the department, leave the fields fr HOTEL/GL interface-terminal blank and enter the ne cde in the field Revenue (HOTEL charge) cde. Yu must enter at least ne Htel charge cde. In the example abve, terminal 23 pints t Lunge Fd (LFD) and terminal 32 pints t Restaurant Fd (RFD). At all terminals, menu 8 pints t Breakfast Fd (BKFD), indicated in field 6, which is ptinal. Fields 3-5 shuld be left blank unless yu are setting up Stand-alne POS withut Execu/Suite. PAYMENTS: Each POS payment cde shuld have a HOTEL payment cde in field 2 as shwn at left. Eexceptins are ROOM CHARGE and ACCOUNT CHARGE. Leave field 2 blank fr thse, as shwn at right. Leave fields 11, 12, 13 blank fr all. Page 3 f 7

OTHER TRANSACTION CODES: Discunts: If POS discunts shuld g t mre than ne HOTEL charge cde, enter each charge cde in field 8 as shwn at left when yu set up the Discunt.

T access these, g t the Stre Recrd and click the HOTEL buttn. NOTE: HOTEL Guest charge cde is nt revenue but rather a clearing cde.

The clearing cdes such as REST d nt need GL accunts as they shuld net zer. In Execu/Suite t t Manager/Setup > Htel Cntrl Files Setup > Charge Cdes. Enter GL cdes in fields 2, 3, and 4.

4 OTHER TRANSACTION CODES: Discunts: If POS discunts shuld g t mre than ne HOTEL charge cde, enter each charge cde in field 8 as shwn at left when yu set up the Discunt. If nly ne charge cde is needed, leave field 8 blank and enter the cde in the Stre Recrd as snwn at right. Other cdes: HOTEL charge cdes shuld be entered fr all applicable POS pstings as shwn at right. T access these, g t the Stre Recrd and click the HOTEL buttn. NOTE: HOTEL Guest charge cde is nt revenue but rather a clearing cde. EXECU/SUITE SETTINGS MANAGER/SETUP Each POS Revenue Department shuld pint t a valid HOTEL Charge cde. Other POS charges such as tips and taxes must als pint t a HOTEL charge cde. The clearing cdes such as REST d nt need GL accunts as they shuld net zer. In Execu/Suite t t Manager/Setup > Htel Cntrl Files Setup > Charge Cdes. Enter GL cdes in fields 2, 3, and 4. These cdes are user-defined and may be alpha r numeric. In the example shwn at left, the GL debit represents GUEST LEDGER and the credit represents RESTAURANT FOOD. Yu may enter any cde yu wish. These cdes will match up t yur QuickBks accunts after yu edit the MENUQUIC.FIL file. This will be cvered beginning n Page 5. Page 4 f 7

Each POS Payment type shuld pint t a valid HOTEL Payment cde. POS Payments ROOM CHARGE and ACCOUNT CHARGE g t clearing charge cdes such as REST and d nt need GL accunts as they shuld net zer.

5 Each POS Payment type shuld pint t a valid HOTEL Payment cde. POS Payments ROOM CHARGE and ACCOUNT CHARGE g t clearing charge cdes such as REST and d nt need GL accunts as they shuld net zer. In Execu/Suite t t Manager/Setup > Htel Cntrl Files Setup > Payment Cdes. Enter GL cdes in fields 2, 3, and 4. These cdes are userdefined and may be alpha r numeric. In the example shwn at left, the GL credit represents GUEST LEDGER and the debit represents CASH-FIRST BANK. Yu may enter any cde yu wish. These cdes will match up t yur QuickBks accunts after yu edit the MENUQUIC.FIL file. See belw fr instructins. G t Manager/Setup > Print charge/ payment/ misc cdes. Select Charge Cdes and select Payment Cdes. Use these printuts as yur guide in editing MENUQUIC.FIL. Yu als will need yur QuickBks chart f accunts printut. Nw yu re ready t cnfigure the interface settings. Here a prtin f a sample MENUQUIC.FIL: Enabled=Yes T,RC,Rm Charge Incme T,RT,Rm Tax T,ST,Sales Tax T,CL,Clthing Incme T,MI,Miscellaneus Incme T,LF,Lunge Fd T,LB,Lunge Beverage T,RF,Restaurant Fd T,RB,Restaurant Beverage T,CA,Cash T,MC,MC T,VS,VS T,DB,Accunts Receivable A,RMR,Rm Revenue A,LR,Lunge Revenue A,LFD,Lunge Fd A,LBV,Lunge Alchlic Beverage A,RFD,Restaurant Fd A,RBV,Restaurant Alchlic Beverage A,MSC,Miscellaneus Charges A,OTX,Occupancy Tax A,STX,Sales Tax A,CFB,Cash-First Bank A,GSL,Guest Ledger A,AR,Accunts Receivable Page 5 f 7

6 The existence f the file MENUQUIC.FIL activates the QuickBks interface fr Execu/Suite and Execu/tuch. This is a text file and may be edited with Ntepad r WrdPad. Three recrd types are used: (1) The first recrd type in the file must cntain: Enabled=Yes (2) The secnd recrd type is a T recrd. This defines the type f recrd psted. Yu usually will have ne T recrd fr each charge/revenue and payment recrd in the Execu/Tech system. Fr type T recrds: Example: T,RC,Rm Charge Incme Field 1 = T Field 2 = the tw-character G/L Jurnal Cde as defined in Field 4 f the the Execu/Suite Charge r Payment Cde Setup. The G/L Jurnal Cde in the charge/revenue r payment cde in Execu/Tech must match Field 2 f the T recrd in MENUQUIC.FIL. In the example shwn abve, it is RC Field 3 = Cmment r Mem. NOTE: The QuickBks Transactin Type is hard-cded int the interface as GENERAL JOURNAL. In the example shwn, it is Rm Charge Incme NOTE: Each field shuld be separated by a cmma and n spaces. (3) The third recrd type is an A recrd. This recrd is used t crss-reference debit and credit accunts as defined in Execu/Tech t the crrespnding accunt names in QuickBks. Yu will have ne A recrd fr each General Ledger accunt. Fr type A recrds: Example: A,MSC,Miscellaneus Charges Field 1 = A Field 2 = Debit r credit General Ledger accunt cdes as defined in Field 3 r 4 f the Execu/Suite Charge/Revenue r Payment Cde Setup. This is defined by yu and can be alpha r numeric. Each G/L debit and credit accunt as defined in the charge/revenue r payment screen must match what yu put in the A recrd. Each charge r payment cde must have bth a debit and credit accunt cde and each f these cdes must crrespnd t an A recrd. In the abve example, MSC is Field2 in the A recrd and is the cde frm Field 2 in the Charge Cde setup fr Miscellaneus Charges. Field 3 = QuickBks Accunt Name (ACCNT). This must match exactly yur QuickBks accunt name, including spaces and punctuatin. The example is Miscellaneus Charges. Field 4 Custmer r Vendr Name (NAME). This is ptinal. NOTE: Each field shuld be separated by a cmma and n spaces. Page 6 f 7

Enabled=Yes T,BK,Breakfast T,RC,Rm Charge T,RT,Rm Tax T,CA,Cash Payment T,CK,Check

A,RFD,Restaurant Revenue A,MSC,Miscellaneus Incme A,GSL,Guest Ledger Sample MENUQUIC.

Accunt GL Accunt Cde (DR/CR) (DR/CR) G/L Jurnal Cde Rm Charge RC GSL RMR RC Fax Charge FAX

RFD GSL RFD RE Cash Payment CA GSL CFB CA AmEx AX GSL CFB AX Sample Execu/Suite PMS Charge

7 Enabled=Yes T,BK,Breakfast T,RC,Rm Charge T,RT,Rm Tax T,CA,Cash Payment T,CK,Check T,AX,American Express A,CFB,Capital First Bank A,TXS,State Sales Tax A,RMR,Rm Revenue A,RFD,Restaurant Revenue A,MSC,Miscellaneus Incme A,GSL,Guest Ledger Sample MENUQUIC.FIL Sample Charge/Revenue and Payment Cde Setup Descriptin Charge/Revenue/Payment GL Accunt GL Accunt Cde (DR/CR) (DR/CR) G/L Jurnal Cde Rm Charge RC GSL RMR RC Fax Charge FAX GSL MSC FX State Sales Tax RT1 GSL TXS RT Breakfast BK GSL BKF BK Restaurant Rev. RFD GSL RFD RE Cash Payment CA GSL CFB CA AmEx AX GSL CFB AX Sample Execu/Suite PMS Charge Cde Sample Execu/Suite PMS Payment Cde Sample Execu/Tuch POS Revenue Dept. Cde Sample Execu/Tuch POS Payment Cde Page 7 f 7

Daily Balancing in Maestro

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