QuickBooks Online – Orchid POS Information and Setup
Orchid POS supports integration directly to QuickBooks Online.
Below is some basic information about how the two programs work together and instructions. We highly recommend consulting a professional accountant prior to finalizing the process as we cannot provide accounting or financial advice.
A summary of the process
To set up, you will login to your QuickBooks Online account, then map your existing QuickBooks Online chart of accounts to the Orchid POS accounts. This means you will be telling Orchid POS which QuickBooks accounts you want your information to go to. This part of the process is only done once.
Once completed, you will be able to quickly and easily export to QuickBooks on your schedule- daily, weekly, monthly.
Setup in QuickBooks
To get started, you will need to:
Establish your income chart of accounts (COA) in QuickBooks. Inactive accounts will not be visible in Orchid POS.
You will need to create other account types such as Cost of Goods Sold; see full list below.
You will need to create one customer in QuickBooks. This is what Orchid POS will use for balance due information, as a total figure.
You will need to create your sales tax item in your Item List in QuickBooks. Make sure that the sales tax item has both a name and a description in addition to the percentage amount.
Income Chart of Accounts
Income is mapped by to each invoice type, by department, under one main Income account.
Most businesses choose to have one sub-income account per department, for easy use of QuickBooks’ profit and loss statement.
In this case, a typical Income account list would look something like the following in QuickBooks:
Orchid POS Income (main account)
Retail (invoice type)
Wholesale
Other accounts
You will also need the accounts noted below. Sub accounts can be created if you wish. For instance, some businesses choose to split their deposits by type (we support deposits for rentals, work orders, as well as general deposits). Most businesses combine Cost of Goods Sold (COGS) but some do create sub-accounts by invoice type (similar to income).
Account Name | Account Type | Use |
Name of bank account | Bank account | Funds deposits and refund checks |
Undeposited POS Funds | Other Current Assets | If you do not wish funds to be marked as automatically depositing to your bank account(s), you can utilize this and then manually deposit within QB to match physical bank deposits |
Cash Drawer | Bank Account | Used to note how much cash is physically in the drawer |
Accounts Receivables | Accounts Receivable | Customer balances |
Gift Certificates | Other Current Liability | For sold gift certificates; redeemed are reported as income based on items purchased |
Undefined Expenses | Expense | For Expense Account payment type use |
Inventory Assets | Other Current Liability |
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Cost of Goods Sold | Cost of Goods Sold |
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Credit Cards Discounts and Fees | Expense | If you wish to deduct transaction fees prior to deposit to your bank account |
POS Deposits | Other Current Liability | Often used with sub-accounts, as Orchid POS supports multiple deposit types |
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Now you are ready to get started in Orchid POS.
Orchid POS Accounting Setup
Step 1 - Login to QuickBooks Online account through Orchid POS
In Orchid, go to Accounting > QuickBooks > Enable the QuickBooks integration toggle > select QuickBooks Online.
Select the "Connect QuickBooks Online" button under step 1
Follow the intuit login steps
Step 2 – Mapping your Accounts
You will now see a red Step 2 with a "Click here" link to start your account mapping.
This is where your accounts are mapped.
On the left side you will see the Orchid accounts, on the right you will see a --Select-- drop down where you can select the QuickBooks account you will want these transactions to go.
Income (Sales) – this is where you will define income, cost of goods sold, and inventory asset accounts for each department, category, or subcategory under each active invoice type.
Credit and Debit Cards – this is where you will define where credit card funds are deposited, and whether or not you want to calculate transaction fees during or after import to QuickBooks.
Chart of Accounts
This is where you select which Quickbooks accounts the accounting functions in Orchid POS will report to. Orchid POS functions are on the left, the menu of your imported Quickbooks accounts are on the right.
Gift Certificates – Redeemed: The Gift Certificate (account type: OCLIAB) account
Checks (for payment type funds): The bank account where checks are deposited (account type: BANK) OR Undeposited Funds (account type: OCASSETS; this requires you to “tell” Quickbooks when you make a bank deposit)
Checking account (for refund checks): The bank account where funds would be withdrawn in the case of a refund check being issued to a customer (account type: BANK).
Cash (for cash payment type funds): The bank account where cash is deposited (account type: BANK) OR Undeposited Funds (account type: OCASSETS; this requires you to “tell” Quickbooks when you make a bank deposit)
Gift Certificates – Sold: The Gift Certificate (account type: OCLIAB) account
Expense Account: A general expense account (account type: EXPENSE)
Petty Cash: This should match your Cash Drawer account, which is for funds in your physical cash drawer (account type: BANK)
Account Receivables: The A/R account (account type: A/R)
Cash Drawer (for funds in physical drawer): The account you’ve designated for your physical cash drawer (account type: BANK)
Deposits – Rental: The deposit account where rental deposits are held until rental items are returned (account type: OCLIAB)
Deposits – Travel: The deposit account where travel payments are held until the trip is sold (account type: OCLIAB)
Deposits – Work Orders: The deposit account where work order payments are held until the work order is sold (account type: OCLIAB)
Deposits – Sale Orders: The deposit account where sale order payments are held until the sale order is finalized as in invoice (account type: OCLIAB)
Deposits – Unknown: The deposit account where general deposits are held (account type: OCLIAB)
SalesTax1: A sales tax account (account type: SALES TAX PAYABLE)
SalesTax2: A sales tax account (account type: SALES TAX PAYABLE)
SalesTax3: A sales tax account (account type: SALES TAX PAYABLE)
Customer to attach Accounts Receivables to: A general Quickbooks customer record
Step 3 – Export
Once all fields are mapped, you are ready to begin exporting your financial information from Orchid POS.
Choose your desired date range and click Export. It will populate a preview that you can click to confirm everything is good to go then you will have the option to submit.
A few notes about importing to QuickBooks –
For the first few imports, we recommend doing just a day or two at a time until you are satisfied the account setup looks the way you would like.
Each import creates a journal entry.
QuickBooks does not look for existing date information prior to importing so if you import the same date twice, you will have duplicate data in your books.
If you experience an error during import at any time, please contact our support team with the date and error displayed.