What is Accounting Link? Accounting Link is a product developed by The Back Office (TBO) that allows connectivity between a shop management system and QuickBooks.
Please Note: There are two Account Link products:
1) Accounting Link Desktop
- For users with Desktop accounting systems, like QuickBooks Desktop
- Windows compatible
2) Accounting Link Online
- For users with Online accounting systems, like QuickBooks Online
- Windows & Mac compatible
QuickBooks Desktop and Online are among the more popular accounting integration packages that Accounting Link supports. Outlined below are the main items that get sent from Tekmetric to QuickBooks when using Accounting Link. For the full list of supported integrations, click here.
Listed below are the types of data that Tekmetric sends to Accounting Link. The details below this section help in detailing how items are sent.
Of note: Within Accounting Link, you can dictate whether you would like information posted to QuickBooks as individual entries or summarized entries.
- Repair Orders
- Inventory Transfers
- Customer Payments
- Payment Fees
- Manual Checks
- Credit Card Charges
- Cash Paid In/Out
- Cash Drawer Adjustments
CUSTOMER PAYMENTS
- Any and all payments made by a customer within a repair order or A/R are sent to Accounting Link. This is the dollar amount received.
- Trigger to send to Accounting Link - sent when the payment is taken.
- Fleet Payments - are sent as multiple payments to Accounting Link.
- Custom Payment Types - are sent with the payment type’s name.
POSTED REPAIR ORDERS
- All repair orders that are posted and closed out are sent to Accounting Link.
- Posted Repair Orders will also send over the job category associated with the jobs.
- Trigger to send to Accounting Link - sent when the repair order is posted in Tekmetric.
- Note: Repair Orders have 3 statuses:
- Upload Successful - sent to Accounting Link.
- Upload Failed - failed to upload and send to Accounting Link.
- Validation Failed - RO did not reconcile, so it skipped sending because it would fail.
ACCOUNTS RECEIVABLE
- When the RO is originally sent to A/R, it creates a charge, or amount due, in QuickBooks.
- Then, when the A/R is paid at a later date, the A/R charge in QuickBooks is paid with the payment posted in Tekmetric and is transferred through Accounting Link to QuickBooks.
- The payment clears the A/R charge and posts a payment in the Deposits window for the user to include in the Deposit.
SUBLET PURCHASED
- Sublets can be sent to Accounting Link via the Accounts Payable section in Tekmetric.
- For Sublets - The amount paid, RO number, and check number can be sent to QuickBooks.
- Note: If the check number is empty, Tekmetric sets the check number as default to match the RO number.
- Trigger to send to Accounting Link - sent when the repair order is posted in Tekmetric and only includes authorized sublets.
- Sublet Date - is tied to the date the sublet was created.
- Amount mapped is tied to sublet cost, not retail.
- Purchase Order Number maps to Repair Order Number.
- Reference Number is mapped off of RO number, unless it is paid for as a check, then we pass in the check number.
PURCHASE ORDERS
- Any parts purchase orders in Tekmetric that are marked as received can get sent to QuickBooks.
- To setup GL Accounts for purchase orders, click here.
- Trigger to send to Accounting Link - sent when the purchase order is marked received.
- Invoice Date - gets used as the Order Date, rather than the Receive Date. User can update this to send to Accounting Link correctly.
- Invoice Number gets sent to Accounting Link
- as reference.
RETURN ORDERS
- Return orders for parts are also sent to Accounting Link.
- Trigger to send to Accounting Link - sent when the return order is marked complete.
- Date - the date sent is tied to the refund date in Tekmetric.
- Invoice Number gets sent to Accounting Link as reference.
- Amount maps to refund Total & (-1).
CASH DRAWER ADJUSTMENTS
- Cash Drawer Adjustments are created when the Cash Drawer feature within
Tekmetric includes a Starting Balance Adjustment, Manual Receipts, or
adjustments made for overages and shortages to cash and checks
- Trigger to send to Accounting Link – sent when the drawer is closed
FINAL RECONCILIATION TIPS
Once the data is sent to Accounting Link, it gives you the opportunity to validate the data before sending it over to your QuickBooks. It is recommended that you verify the following information before sending data from Accounting Link to QuickBooks:
- Look to the Totals area in Accounting Link to confirm the sales with tax by verifying it with the end-of-day report in Tekmetric.
- Note: If you utilize Tekmetric Payments, you will need to compare credit cards to the payout report in Tekmetric.
Look in the Payments Received area in Accounting Link to confirm the credit card payments by verifying them with the end-of-day report in Tekmetric.
To get a Demo for Accounting Link, click here.