REVEL POS to QUICKBOOKS DESKTOP INTEGRATION

Transcription

1 REVEL POS to QUICKBOOKS DESKTOP INTEGRATION An Overview of the Integration Quantum Loop Solutions, Inc. Cornell Technology Farm 500 Technology Farm Drive, Suite W01 Geneva, NY Prepared for QLS by Bianchi Consultants November 2017

2 Table of Contents MEET THE AUTHOR... 4 INTRODUCTION... 5 What s in a POS System?... 6 What s in an Accounting System?... 7 THE BASICS OF THE INTEGRATION... 9 The Initial Sync Accounts Created Items Created Payment Methods Created Customers Created Vendors Created After the Initial Sync o The Sync Tool Synchronization Type Sales Inventory Payouts / Payins Payroll Configurations Accounts Common Payment Methods Sales Summary In Next Sync Other o Transactions Recorded NUANCES AND WORKAROUNDS FOR ALL BUSINESSES SALES RELATED Held Receipts vs Invoices vs House Accounts Payouts/Payins/Safe Drops Returns/Refunds Page 2 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

3 Refund Substitute Receiptless Returns Sales Tax Payable Freight and Shipping Costs CRV Tips Recorded at the POS Gift card sales INVENTORY RELATED Vendor Bills and Purchase Orders o Reference Numbers o Finalized Purchase Orders Order Cost Physical Inventory App INTEGRATION RELATED MULTI-LOCATION RELATED PAYMENTS RELATED PAYROLL RELATED REPORTS RELATED NUANCES/INFO SPECIFIC TO WINERIES TIPS & TRICKS DATABASE MAINTENANCE Validating the Ongoing Integration Reconciling your Balance Sheet Reconciling Your Income Statement Revel Reconciliations CLOSING DISCLOSURES ADDENDUMS Page 3 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

4 MEET THE AUTHOR Shelly White holds all QuickBooks Certifications that have been offered by Intuit since the year She is an Advanced Certified QuickBooks ProAdvisor and a member of the Intuit Premier Reseller Program (IRP). She specializes in all versions of QuickBooks Pro, Premier, Enterprise, Online, Point-Of-Sale, as well as Revel s ipad Point of Sale. Shelly is considered an expert in the QuickBooks Point-of-Sale and QuickBooks Financial Accounting Interface. Shelly has built her reputation on providing prompt, courteous, accurate service throughout NY State and the country. Having put QuickBooks to work for hundreds of businesses, she has fostered lasting relationships along the way with her clients in many different vertical markets. Shelly has a MS in Education / BS in Mathematics - and was a Public-School Teacher in NYS for over 10 Years. She has an extensive background in accounting which includes being the former owner of an Accounting, Bookkeeping, Payroll, and Tax Preparation Business - where she provided services for small businesses and individuals for 10 years. Her current firm, Bianchi Consultants, focuses on all things QuickBooks. They provide consulting, installation, training, and support - with software selection, clean-ups, setups, new implementations, one time/ongoing/periodic support, and 3rd party application integration with QuickBooks. Services are provided through , phone, remote access and on-site appointments. Bianchi resells all versions of QuickBooks, as well as Revel POS (formerly QuickBooks ipad POS Powered by Revel Systems) and necessary hardware and supplies. They also resell QuickBooks connected services such as credit card processing and payroll. As a QuickBooks value added reseller, they have access to the best pricing, discounts, and promotions to pass along to their clients. Shelly s clients include retailers, wholesalers, manufacturers, construction companies, restaurant, and a wide variety of service providers. Included are many clients in the Wine Industry, and while they did not all use the same POS and/or Accounting Systems, the experience she gained in learning their business processes is vast. Shelly has had extensive experience with testing and implementing the Revel POS System and its integration to QuickBooks. When Intuit partnered with Revel on this POS, Shelly jumped in with both and helped with testing the integration and providing feedback to Intuit and Revel on her findings. This allows her to provide the following narratives for the benefit of those involved with this integration. Page 4 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

5 INTRODUCTION Many businesses will have a POS system that they draw reports from and then make manual entries into their accounting system from there. But what about a business looking for a POS system that will integrate to their accounting system electronically or automatically? What will these businesses be looking for? At the bare minimum, they will want the Sales and Cash Data pushed to QB to drive these portions of the Income Statement and Balance Sheet and to be able to perform their Bank Reconciliations. It is also desirable when Inventory, Cost of Goods, Accounts Receivable, Accounts Payable, as well as other payables such as Tips, Gift Cards, Customer Deposits and Sales Tax are pushed! The more of this data that is electronically shared, the less manual data entry that is necessary. The purpose of this document will be to focus on these processes and requirements, and then portray how the Revel POS to QuickBooks integration meets them. How will Revel POS drive portions of the Balance Sheet and Income Statement in QuickBooks? When the intended result is not met automatically or as desired, the workarounds necessary will be laid out. Specific needs of wineries will also be addressed, as this is the intended audience. Finally, processes for maintaining a healthy Revel POS and QuickBooks will be laid out and can be used as a tool for validating the ongoing integration. Page 5 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

6 What s in a POS System? Any business evaluating a POS system will be looking for several major features: Important POS Features Customer Satisfaction Employees Inventory Management Reporting Multi-Location User Friendly Easy to Learn Track Qty On Hand Sales Summary Fast User Friendly Cost of Goods Sold Payment Summary Transfer Inventory to other locations Carry different products at different locations Sales, Returns, Exchanges, Cancelations Fast History Sales by Category or Department Carry the same products at different locations but have different pricing Multiple forms of payment Assign EE to Transaction Related Vendor(s) Discounts Secure Payments Audit Capabilities Barcode Printing and Reading Returns Receipts Clock In/Out Create products from Other Products or Raw Materials Adjustments Electronic Receipts Security by EE Cloud Based - can run when internet is down or slow Commissions Take Payments when down Labor Costs Mobile Scheduling Staff Ecommerce Hourly Sales Till Management In relation to customer satisfaction, the POS system must be user friendly and fast, allowing for not only sales but returns, exchanges, and cancelations all very easily. The POS must take multiple forms of payment securely, and be able to provide a receipt to the customer, with electronic receipts being more and more popular. If the system is cloud based, it has to have the ability to run while the internet is down or slow, with customizable limitations being set by each business. Concerning their employees, this system needs to be easy to learn in a short period of time. Being able to assign an employee to a transaction for audit purposes, keep track of unique clock ins and outs, and assign security Page 6 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

7 rights by end user is key. Tracking sales by employee for commissions might also be useful, along with tracking labor costs and knowing when to have more or less staff scheduled by analyzing hourly sales. Till management is another must. Regarding inventory management, tracking quantities on hand, cost of goods sold, the history of a product, and what vendor it can be purchased from are just a few of the features that will be necessary. Printing barcodes and being able to create products from raw inventory or other products are often very desirable. For reporting, being able to see a sales summary or payment summary for the day is basic. Reports that can give more insight such as sales by category or department, discounts and returns, and adjustments are just a few more that are widely popular. Finally, if a business owns multiple locations, there are unique needs that this business owner looks for such as being able to transfer inventory from one location to another easily, or being able to carry different products in different locations or even unique pricing for the same product in different locations. What s in an Accounting System? These same businesses will look for these major features in their Accounting system: Important Accounting System Features Balance Sheet Track and Reconcile Cash and Bank Accounts Total Value of Inventory Accounts Receivable Prepaids Track Fixed Assets and Amortizables Accounts Payable Track and Pay Taxes Credit Cards Payable Other Payables such as Gift Cards, Tips, Customer Deposits Unearned Revenues Long and Short-Term Notes and Loans Shareholder's Equity Retained Earnings This Year's Profit or Loss Income Statement Revenues Discounts Cost of Goods Sold and Other Selling Expenses Payroll Expenses Depreciation Other General & Administrative Expenses such as: Rent and Utilities Insurance Office Supplies Insurances Legal and Professional Fees Other Income such as Interest Other Expenses such as Finance Costs Income Taxes Paid Page 7 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

8 Regarding their Balance Sheet, they will want to track their Assets. Being able to reconcile their cash and bank accounts, and knowing the total value of their inventory as well as their Accounts Receivable balances will be crucial, in addition to fixed assets and prepaids. On the Liability side, having the total picture of their Accounts Payable including amounts owed to each Vendor and when is invaluable. If applicable, tracking taxes owed such as sales tax and payroll tax, as well as other payables such as Gift Cards, Tips, and Customer Deposits will also be important, as well as long and short-term loans and notes. And then there is the equity of the business. Tracking balances for each shareholder or member and stating retained earnings is of course very important, but what about this year s profit or loss? The Income Statement representing this year s profit or loss on the Balance Sheet is probably the most important number and tends to be the number most don t really have a feel for as the year progresses because they can t really count on this without an accurate POS and Accounting System. Tracking Revenue, Discounts, Cost of Goods Sold, and other Direct Selling Expenses such as Payroll and Depreciation is the bare minimum to calculate Gross Profit. Then there are the other Operating Expenses such as Rent and Utilities, Insurance, Office Supplies etc. that will get us to that all-important bottom line Net Profit. Page 8 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

9 THE BASICS OF THE INTEGRATION On their own, Revel POS and QuickBooks Desktop for Accounting can and do perform the necessary tasks suggested above in addition to many more. They are both great softwares that have been proven to meet the needs of small businesses. Where the true power comes in, is in the electronic integration of the two softwares, which allows for many of the manual entries to go away. This then allows the opportunity for human error to be eliminated. All are necessary components to allow for growth. First, it is important to lay out the roles that each software will play sort of the rules of the game. For example, Revel is where inventory will be managed, not QuickBooks. The same goes for Customers - all the detail is tracked in Revel including Accounts Receivable detail by customer, and by default A/R statements will be sent out of Revel and not out of QuickBooks. See below for a summarized list of key business functions / transactions and where to perform them: Function / Transaction Revel POS QuickBooks Desktop Create New Products and Track Inventory Create Purchase Orders and Receive Inventory Make Sales, Returns, and Exchanges Provide Discounts, Rewards and Store Credits and Report on Them Sell and Redeem Gift Cards/Certificates and Report on Them Collect and Report On Sales Tax Take Customer Payments Perform Till Management and End of Day Functions Manage Customer House Accounts (Accounts Receivable Functions) Add New Customers and Vendors after Initial Sync Run Sales Reports - Summary and Detail Run Inventory Reports - Summary and Detail Run Vendor Invoice Reports Allow Employee Clock Ins/Outs and Report on Them Run Employee Commission Reports Track Sales and Cost of Goods Sold in Detail Track Sales and Cost of Goods Sold in Summary Run Financial Statements (such as Balance Sheet and Profit & Loss) Record Bank Deposits Perform Bank Reconciliations Manage Bill Payments (Accounts Payable Functions) Report On and Pay Sales Tax Process Payroll x x x x x x x x x x x x x x x x x x x x x x x Page 9 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

10 After realizing what roles each software will play, it is then important to understand what happens in each of the softwares as a result of the initial sync, in addition to what happens day to day afterward. This link leads to the articles written by Revel in regard to the QuickBooks Desktop integration. While I believe much of this is helpful, I have also found that the articles are not always updated appropriately, sometimes have incorrect information, and in many cases just do not go far enough to explain what needs to happen next. So, while I will not go through each of the steps (as they are outlined by Revel in their documentation), I will concentrate on what happens during and after that process, so it can be understood when I feel there is more to the story. Knowing what Transactions, Accounts, Items, and Payment Methods are created, when they are created, and why they are created - as well as what happens with Customers, and Vendors during the sync - will be key to the success of the integration. The Initial Sync o The two softwares communicate through a sync tool that is downloaded and configured in the QuickBooks Settings area of Revel POS. Here is a link to that download process from the Revel POS website: Wizard. o Several things will take place in this initial sync. Accounts, Items, and Payment Methods will be created for example. Revel explains most of this, but they really don t tell you why each of these are created and when they will be used by Revel and QB. I will elaborate on this to better your understanding: Accounts Created Accounts That Are Created in QuickBooks Desktop Accounts Type Allow User to Change Account Type? Comments Merchandise Sales Income Yes (Other Income) Use to record sales revenue from Revel Service Fee Income Income Yes (Other Income) Use to record Service Fees Revenue from Revel if settings are enabled in Revel Advanced POS Settings to allow Service Fees to be created under the Products Tab Inventory Asset Other Current Asset No Used to record inventory received through a PO or returned through an RMA (Vendor Bill or Credit in QBST). Also used to record the offset of Cost of Goods Sold daily. Also used when Inventory is adjusted in any other way. Sync Tool must be set to track inventory and purchase data into QB. Cost of Goods Sold Cost of Goods Sold No Discounts Given Expense Yes (Other Expense, COGs) Used to record cost of goods sold daily - sync tool must be set to track inventory and purchase data into QB. Used to record discounts given in Revel Page 10 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

11 Gift Card Outstanding Other Current Liability Yes (Long Term Liability Only) Cash In Drawer Bank No Used to record the sales and redemption of Gift Cards / Certificates Used to record Cash Sales - typically must draw from this account to record cash deposits into the checking or savings account to match bank feed and/or bank statements when reconciling. Cash Drawer Payouts Expense Yes (Other Expense) Used to record payouts from the cash drawer if applicable. Sync Tool must be set to record Payout / Payins into QB. Journal entries will need to be made to record the actual expense account associated. Use the Payouts / Payins Report to assist in this process. See screen shots in this document. Cash Drawer Payins Expense Yes (Other Expense) Used to record cash drawer payins into the cash drawer is applicable. Sync Tool must be set to record Payout / Payins into QB. Journal entries will need to be made to record the actual account associated where the money came from. Use the Payouts / Payins Report to assist in this process. See screen shots in this document. Customer Deposits Other Current Liability Yes (Long Term Liability Only) Used when deposits are taken from customers on an invoice in Revel. Then offset when the deposit is either refunded or the invoice is converted to an order and closed. Freight and Shipping Costs Expense Yes Per Revel this is used when the Shipping Manager functionality is turned on in Revel and your customers are charged for shipping product to them. This only works if you have shipping enabled, the dining option selected is shipping, weight of the product is inputted to calculate the shipping cost, and you have a shipping service with a shipping table created. As of custom tables are not supported so you must be tied to a service. Misc. Cost Expense Yes (Other Expense, COGs) Account used when receiving inventory in Revel - appears at the bottom of the PO - usually used for additional fees other than Shipping that are incurred Sales Tax Payable Other Current Liability No Sales Tax Account used in QB that tracks sales tax collected in Revel Accounts Payable Accounts Payable No Used as the A/P account when inventory is received through a PO or returned through an RMA in Revel Accounts Receivable Accounts Receivable No Used as the A/R account for the daily sales invoice created by Revel - all payments and credit memos are made against this invoice and it should zero out daily Page 11 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

12 POS Inventory Adjustments Employee Tips Payable Refunds Pending Undeposited Funds Expense Other Current Liability Other Current Liability Other Current Asset Yes (Other Expense, COGs) Yes (Long Term Liability Only) Yes (Long Term Liability Only) No Bank Bank No PayPal Bank No Used when any adjustments are made to inventory items not done through receiving, RMA, or selling. I.e. waste, adjust, cycle counts etc. Tips Paid on credit cards are entered into this account. If tips are paid out to employees with cash, a payout should be done in Revel. The payout will be sent to the account chosen in the mapping for this. A Journal entry will need to be made to offset the payout expense account and this tips payable account. See screen shots in this document on this procedure Used as a place holder for refunds and credit memos - Revel creates a $1 transaction with a description of "Tax Only Padding" on an invoice and a credit memo each time Used for all payments made in Revel POS excluding Cash Used when Intuit Payments is integrated into Revel and Payment Reconciliation is turned on in the sync tool Used when PayPal payments are taken - these payments will automatically be deposited to this bank account. Unbilled Purchases Other Current Liability No Used as the offset to receive inventory before a PO Receiving is finalized in Revel. This account is used as a place holder. Once the PO receiving is finalized, this account is relieved, and a Vendor Bill is created. Tax on Purchases Expense No Used when the "Tax" field is used on a PO if you are charged tax on the PO by the Vendor and you don't choose to include this in the cost of the product line items Misc. Costs on Purchases Expense No Used when the "Misc. Amount" field is used on a PO - typically used for fees other than shipping and handling or tax that you do not want to include in the cost of the products - i.e. see CRV below as one example Shipping & Handling Expense No Used when the "Shipping and Handling" field is used on a PO Gift Cards Adjustment Expense No Used when Gift Card balances are adjusted in any other way than purchasing or redeeming them. If a user has the security right to do so, they can create a gift card or adjust a gift card balance without receiving any money for the transaction. If this is done, a journal entry might want to be made in QB to offset this to the appropriate expense account - i.e. donations, etc. Page 12 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

13 CRV Charges Other Current Liability House Account Other Asset No No CRV stands for Container Redemption Value. This is used when a product has an amount attached to it automatically when sold. For example, in NYS we charge a 5 cent bottle deposit on certain drinks such as water. When purchasing the water, we pay the Vendor a deposit and then when we sell the product to our customers, we charge them a 5 cent deposit - thereby netting this account to zero in theory. See Misc. Cost on Purchases above for one way to handle this when receiving the product from the Vendor. You can also wait until the Vendor Bill shows in QB and add the entry there to the CRV Charges Liability account. This is turned on in the Advanced POS settings, can be set to display on the receipt by product or by total, can be taxed or not taxed itself, and its Label can be customized. Once these settings are completed, individual products can be set to include and display a CRV and each product's CRV amount can be unique. When the product is sold, this amount is automatically added to the order. Used when House Account Charges on an order or a Payment on a House Account takes place on the ipad POS. This is also used when an Adjustment is made on the management console to a Customer's House Account. House Account Adjustment Expense No Used when House Account balances are adjusted in any other way than charging the balance on an order to the customer's House Account or taking a Payment on a House Account at the POS. If a user has the security right to do so, they can create or adjust the balance on Account for a customer in the management console. If this is done, a journal entry might want to be made in QB to offset this to the appropriate expense account - i.e. Bad Debt Expense etc. Short Other Current Asset No Used when the daily invoice does not match the payments made against it in a day. For example, if a held order is carried over from one day to the next, the sales data will be included in the daily invoice in QB - however if there was no payment taken on the order the payments in QB will not match the total daily invoice. In this scenario, when the held order is finalized, and a payment is taken on it, then the daily sales invoice will. Page 13 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

14 Items Created Items That Are Created in QBDT from Revel: Item Type Account in QB that Item Points to Originally Taxable Comments POS Taxable Sales POS Non Taxable Sales POS Taxable Service Fees POS Non Taxable Service Fees Non Inventory Type Non Inventory Type Non Inventory Type Non Inventory Type Merchandise Sales Merchandise Sales Service Fee Income Service Fee Income Taxable Non Taxable Taxable Non Taxable POS Surcharge Other Charge Other Charge Non Taxable POS Gift Card Sales POS Gift Card Applied POS Item Discount POS Order Discount POS Coupon Discount POS Rounding Delta POS Customer Deposit Received POS Customer Deposit Applied POS Tips Other Charge Other Charge Gift Card Outstanding Gift Card Outstanding Non Taxable Non Taxable Used when the Summary option is chosen in the Sync Tool for Sales - represents a summary of the Taxable Sales for the day. Used when the Summary option is chosen in the Sync Tool for Sales - represents a summary of the Non Taxable Sales for the day. Represents the Taxable Service Fees charged to Customers for the day Represents the Non Taxable Service Fees charged to Customers for the day The surcharge is a tax that is applied to all items, regardless of other tax status. It is in addition to the prevailing or item tax. The surcharge is itself taxed. This is turned on in the Advanced POS Settings and its name can be customized. Represents Gift Card Sales Represents Gift Card Redemptions Other Charge Discounts Given Non Taxable Represents Line Item Discounts Other Charge Discounts Given Non Taxable Represents Global Order Discounts Other Charge Discounts Given Non Taxable Represent Discounts Given as a Coupon Other Charge Misc. Cost Non Taxable Rounding Delta if needed for any reason Other Charge Other Charge Other Charge Customer Deposits Customer Deposits Employee Tips Payable Non Taxable Non Taxable Non Taxable Represents deposits made by customers when using an invoice Represents when the customer deposit has been used on an invoice that has been converted to an order and closed Represents Tips Paid for by Credit Card Page 14 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

15 POS Refund Substitute POS 0.00% Tax POS Sales Tax POS Default Product Class Item POS Default Product Item POS CRV Charge Item House Account Charge House Account Payment Other Charge Refunds Pending Non Taxable Sales Tax Sales Tax Non-inventory Type Non-inventory Type Other Charge Sales Tax Payable Sales Tax Payable Merchandise Sales Merchandise Sales CRV Charges Non Taxable Non Taxable Applicable Tax or Non Tax Applicable Tax or Non Tax Applicable Tax or Non Tax Other Charge House Account Non Taxable Other Charge House Account Non Taxable Represents place holder used for refunds and credit memos - note that Revel creates a $1 transaction with a description for "Tax Only Padding" on an invoice and a credit memo each time. Used as place holders in QB - actual Sales Tax items created in Revel Used as a placeholder Used when the Summary By Product Class option is chosen in the Sync Tool for Sales - this item will be used if no class is set on a product in Revel Used when the Summary By Product option is chosen in the Sync Tool for Sales - this item will be used when an item does not exist in QB or cannot be created in QB for a product dealt with in Revel Used when a CRV charge has been added to a product in Revel and then been sold or returned - see CRV Charges account info for more details Used when House Account Charges on an order takes place on the ipad POS. This is also used when an Adjustment is made on the management console to a Customer's House Account. Used when House Account Payment on a House Account takes place on the ipad POS. This is also used when an Adjustment is made on the management console to a Customer's House Account. Short Other Charge Short Non Taxable Used when the daily invoice does not match the payments made against it in a day. For example, if a held order is carried over from one day to the next, the sales data will be included in the daily invoice in QB - however if there was no payment taken on the order the payments in QB will not match the total daily invoice. In this scenario, when the held order is finalized and a payment is taken on it, then the daily sales invoice will. Page 15 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

16 Payment Methods Created (if they do not already exist in QB) Payment Methods Payment Methods Type Comments QB Account Used Cash Cash Used when Cash is tendered on an order - Summary for the day Cash In Drawer Check Check Used when a Check is tendered on an order - Summary for the day Undeposited Funds Visa Visa Used when VISA Credit Cards are tendered on an order - Summary for the day Undeposited Funds MasterCard MasterCard Used when MasterCard Credit Cards are tendered on an order - Summary for the day Undeposited Funds American Express American Express Used when American Express Credit Cards are tendered on an order - Summary for the day Undeposited Funds Discover Discover Used when Discover Credit Cards are tendered on an order - Summary for the day Undeposited Funds PayPal Other Used when PayPal is tendered on an order - Summary for the day PayPal Other Other Used when "Other" or any Customizable Payment Methods are tendered on an order - Summary for the day Undeposited Funds Debit Card Debit Card Used when Debit Cards are tendered on an order - Summary for the day Undeposited Funds Page 16 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

17 Customers Created Revel will create one customers called POS Default Customer in QB. You can change the name of this customer later if you want to but this customer needs to stay in QB as it has a unique ID in the background that Revel links to. This is the customer that Revel will use for the daily invoice unless you go into the settings and change this to another customer (talked about later in the After the Initial Sync section below). Customers will not be transferred from QB to Revel. If you want to bring customer information into Revel you will need to do an export out of QB, copy and paste the data into a Revel template, and then import the data into Revel. Here are some directions to helpful information: o In QB Help Contents Search for Export Customer or Vendor Data to an Excel or CSV file o Revel In the Management Console, go to CRM > Export/Import Vendors Created Revel will create two vendors: o The first is called POS Default Vendor - you can change the name of this vendor later if you want to, but this vendor needs to stay in QB as it has a unique ID in the background that Revel links to. This is the vendor that Revel will use for inventory received not on a PO unless you go into the settings and change this to another vendor (talked about later in the After the Initial Sync and Nuances Inventory Related sections below). o The second is called POS Default Tax Vendor. As you can see from my example below, if you have a default sales tax item created in QB prior to the initial sync, Revel will link to this vendor for the POS Default Tax Vendor. In my example below, I created a POS Sales Tax item using the vendor NYS Sales Tax prior to the sync so that is the vendor that Revel linked up to. Page 17 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

18 Existing Vendors in QB will be synced to Revel as well. Be careful that if you create a vendor in Revel that is already in QB, if the information is not exactly the same, including punctuation and capitalization, a new vendor will be created in QB with an underscore and then a number for example: Vendor would result in Vendor_1, Vendor_2, Vendor_3, etc. Here are some directions to helpful information: o In QB Help Contents Search for Export Customer or Vendor Data to an Excel or CSV file o Revel In the Management Console, go to Inventory > Vendors > Vendors Info Export/Import After the Initial Sync Once the initial sync takes place, the settings configured as well as many others can be accessed and modified see these links for some documentation provided by Revel - For more detail from me see below: o The Sync Tool When first opened (The Sync Tool appears in the list of programs installed on your computer), the sync tool shows you what Revel URL this QB file is attached to, the name of the QB Company file, where this company file is located, when it was last updated, and the status of the last sync. The Settings are located in the Sync Tool under the Gear Icon. Page 18 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

19 Synchronization Type Revel sends 1 daily invoice to QB for all of the sales, discounts, and any other applicable items, along with all of the different types of payments on it to zero it out. There are 3 different types of synchronizations that allow you to have this data sent in different ways on that daily invoice. When you first click on the gear icon in the sync tool, this screen below pops up. You will have 3 choices which are explained below: Summary o Revel will send 1 invoice per day o 2 items will be used in QB > Taxable Sales and Non Taxable Sales o Daily Sales in summary for all Taxable Sales and Non Taxable Sales will be listed on the Daily Invoice o You can go in and change the names of these items in QB in the QB Item List by editing the item from there if you want to or you can choose another Non Inventory Item in these settings see discussions above and below under Accounts and Items Summary Product by Class o Revel will send 1 invoice per day o 1 Item will be created in QB and used for each of the Revel Classes o It is very important to not here that REVEL CLASS DOES NOT CORRELATE TO QB CLASS! They correlate to QB Items only. Revel Classes are used to departmentalize products and sales in Revel and are used to be able to filter many screens and reports there. They are also used here in QB as items only Page 19 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

20 o o o for the purpose of being able to point to different Income Accounts on the General Ledger. Daily Sales - in summary - for each of the Revel Class / QB Items, will be listed on the Daily Invoice Each of the Items created in QB for each Revel Class can be pointed to any Income Account you choose. You must go to the QB Item List and edit each item there. However, it is very important to note that even if these items make you think you can also choose the Cost of Goods Account when you are editing them, this is not the case. No matter what you choose in the items for these, the accounts that will be affected are the ones listed in the settings only and these cannot be classed using the items. The Inventory and Cost of Goods Account will be the same for all sales coming from Revel. Only the Income Accounts can be unique. Entries to COGS will be made by Journal Entry. If a Revel Product does not have a Revel Class, the Item called POS Default Product Class Item will be used to represent these sales. My suggestion is to run the Product Mix Report and include the products under each class that were sold to see if there are any sales that fall under the Unclassed Section so that sales do not go over to QB unclassed. Here is what that report looks like: Summary by Product o Revel will send 1 invoice per day o 1 Item will be created in QB and used for each of the Revel Products o Daily Sales - in summary - for each of the Revel Product / QB Items, will be listed on the Daily Invoice o The Item called POS Default Product Item will be used to represent any sales for any items that cannot be matched up for any reason. o Each of the Items created in QB for each Revel Product can be pointed to any Income Account you choose. You must go to the QB Item List and edit each item there. However, it is very important to note that even if these items make you think you can also choose the Cost of Goods Account when you are editing them, this is not the case. No matter what you choose in the items for these, the accounts that will be affected are the ones listed in the settings only and these Page 20 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

21 cannot be classed using the items. The Inventory and Cost of Goods Account will be the same for all sales coming from Revel. Only the Income Accounts can be unique. Entries to COGS will be made by Journal Entry. Sales Sales Data in QB? o You must say yes to wanting your Sales data in QB if you say no, the sync will not transfer ANY data to QB Payment Reconciliation? o Per Revel and Intuit, If you are an Intuit Payments user, Intuit offers payment reconciliation in conjunction with Revel. This setting allows all payments pushed into QuickBooks to auto-reconcile Revel created transactions against deposit batches in the bank feed. If you choose this option then each and every credit card payment will be sent to QuickBooks. o If you choose no, then payments will be sent in summary for each of the credit card payments types (Cash to Cash in Drawer, and All Other Types to Undeposited Funds) based on the calendar day of 12:01 am to 12 Midnight for your time zone (which should also be set by Revel in the Establishment Settings). o It is important to note that if you use Intuit Payments, your start of day settings (Report Settings in Revel) is when your Payments will Batch. o However, if your report settings for the start of your day does not match the calendar day, and you choose to not use the payment reconciliation, your summary will not match your batch. This would also be the case for any other payment types you use that has a batch time that does not match the calendar day. o If this is the case, then you will most likely need to use a reconciling account to drop payments into and then pull back out of to match what you see happen on your bank statement. This is not the most desired approach as you will not really be able to reconcile this unless you stop processing and the reconciling account zeros out. o If you use Intuit Payments and do not choose to use the Payment Reconciliation feature, this would still apply. Page 21 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

22 o It is important to note that some Revel documentation says that you have the ability to use a House Accounts Reconciliation and shows another option on this screen however this has not come to light yet and there is not timeline that I know if at this time. Inventory Inventory and Purchase Order Data in QB? o If Yes, then the following occurs There is 1 GJE created for each action which points to the Inventory Asset Account. This is either a debit or a credit depending on the type of transaction it is. The offsetting entry is either: o o COGS (Sales called Used in Revel POS, Returns) OR POS Inventory Adjustments (Damage/Wastage, Transfers In/Out, Reset, Reset Cost, Actual Adjustments) There is one Bill created for: All the products that are received each day through the Receive Action on the Inventory Tab Each PO that is received and finalized (see Inventory Related Section below for more details) If No, then no actions are taken and no inventory related transactions are recorded in QB This is a really good link to Revel Documentation on what happens in QBDT as a result of specific actions in Revel POS - It is important to note that COGS entries are made by GJE no matter what the item in QB says. This account is chosen in the sync tool settings under the Account Tab. You cannot choose different COGS accounts for different classes for example. It has been my experience that even if you change it on the item it reverts back to the sync tool account during the sync. o For Multi-Location, you could choose a different COGS Account for each Establishment however. Page 22 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

23 Payouts / Payins If Yes, then money taken out of or put into the Cash In Drawer is accounted for in QB and the remaining cash will be properly reflect there in QB. If NO, then your Cash In Drawer account will not reflect these actions and you will manually need to account for them in QB yourself. See the Section titled Payouts, Payins, and Safe Drops for more info on this. Payroll If Yes, then you must connect to the Payroll Items you have created in QB. This requires that Intuit Payroll Services are turned on in QB. Time entries will be sent to QB Timesheets and can be used to process payroll in QB from there. Actual Payroll setup is really beyond the scope of this document but here is a link is to more documentation on how to do this and these are the Payroll Items that will need to be chosen in the sync tool: o Regular Hours Payroll Item o Overtime Payroll Item o Double Time Payroll Item o Salary Hours Payroll Item Configurations Accounts o See the Section above t learn more about these accounts. Basically, once the initial sync takes place, you can then come back here and choose to point any of these automatically created accounts to other accounts of your choosing as long as you follow the rules discussed above. You may also choose to go into QB and change the name of the account and it will be reflected here the next time you go into the sync tool. Common o These are auto created during the initial sync but can be changed to others or the names can be edited directly in QB and the changes will be reflected here the next time you log into the sync tool settings. o Multi-Locations - One of the reasons you might want to change these is if you have multi-locations and you have several Establishments in Revel pushing into the same QB Company File. If you use a different one for each then there is the opportunity for better tracking, filtering in reports, etc. For example, you might have POS Customer Location 1, POS Customer Location 2, etc. or for Classes, you might have them named Location 1, Location 2, etc. Page 23 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

24 Payment Methods o Pretty self-explanatory but again you may change the names of the payment methods in QB directly and the changes will be reflected here or create new ones in QB and then attach them here. Page 24 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

25 Sales Summary o Under the Section above called Items Created you will see the items that were created in the initial sync that are used to record revenue etc. Not all of the items will be used some are specific to the synchronization type you choose above. o You can change the names of the items in QB directly and the changes will be reflected here the next time you log into the sync, or create new ones in QB and then attach them here. In Next Sync Basically, this does what it says if any of these are missing, they are recreated during the next sync o Sync All Products o Sync All Product Classes o Sync All Vendors o Sync All Employees o Sync All Sales Tax Other Restore Deleted Items for a specific data range - Basically, this does what it says and for a specific date range, if any of these are deleted, they are restored during the next sync: o Vendors o Customers o Product Classes o Products o Employees o Sales Taxes o Tax Agencies Manual Employees Mapping allows you to map individual employees to specific payroll mapping rather than use the defaults. o Transactions Recorded The following Journal Entries will be created the first day after the sync tool is set up. Page 25 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

26 Inventory On Hand in Revel if inventory exists in Revel and you have the Inventory Settings turned on in the tool, an entry will be made to reflect the current inventory as a Debit and then POS Inventory Adjustments is Credited. This is significant because 1 of 2 scenarios will exist: o If you have been using QB to track your inventory, this entry effectively doubles the Inventory Asset Account and also create an entry into the POS Inventory Adjustments Account. This will need to be corrected. If the amount of this entry from Revel is the same as the amount you were tracking in QB, the items in QB need to be adjusted to a zero quantity and the offsetting account should be the POS Inventory Adjustments Account. If the amount of this entry from Revel is not the same as the amount you were tracking in QB, the items in QB need to be adjusted to a zero quantity and the offsetting account should be the POS Inventory Adjustments Account. There will be a balance remaining in each of the accounts so thus will need to be looked into further and will require discussion with your accountant. o If you do not use QB to track inventory this will need to be looked into further and will require discussion with your accountant. Page 26 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

27 Gift Cards in Revel - Any Gift Card Balances that currently exist in Revel will be sent as a Credit to the Gift Cards Outstanding Account and Debited to the Gift Cards Adjustment account. This is significant because 1 of 2 scenarios will exist: o If you have been using QB to track your Gift Card Liability, this entry effectively doubles the Gift Card Liability Account and also creates an entry into the Gift Card Adjustments Account. This will need to be corrected. If the amount of this entry is the same as the amount you were tracking, then this entry just needs to be reversed. If the amount of this entry from Revel is not the same as the amount you were tracking prior to the Revel sync, this will need to be looked into further and will require discussion with your accountant. o If you have not been using QB to track Gift Card Liability, this will need to be looked into further and will require discussion with your accountant. House Accounts in Revel if House Account Balances for Customers exist in Revel, an entry will be made to reflect the current House Accounts Balance with a Debit to House Account and a Credit to House Account Adjustment. This is significant because 1 of 2 scenarios will exist: o If you have been using QB to track your House Accounts, you have most likely been using Accounts Receivable with individual balances for each customer. This entry effectively doubles this Asset area of the Balance Sheet. This will need to be corrected. Because you will now be tracking your House Accounts in Revel, each customer s balance should be zeroed out in QB by creating a journal entry with a Credit to A/R and a Debit to House Accounts Adjustment Expense. This will effectively show as a Credit on the Customer s Account which should be applied to their open balance through the Receive Payments window in QB. House Accounts Adjustment Expense should zero out ultimately, so if this is not the case, this will need to be looked into further and will require a discussion with your accountant. o If you have not been using QB to track your House Accounts, this will need to be looked into further and will require discussion with your accountant. Page 27 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

28 Page 28 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

29 NUANCES AND WORKAROUNDS FOR ALL BUSINESSES Once the initial sync takes place, the settings are all modified to meet the business wants and needs, there needs to be an understanding of where Revel and QB leave off and human interaction comes in. This next section will discuss the nuances that exist and what to be aware of. Manual entries and workarounds will be demonstrated along with instructions for how to handle them. SALES RELATED Held Receipts vs Invoices vs House Accounts o Held Receipts Held Receipts are a posting document in Revel they will be included in the day s work sent to QuickBooks so revenue etc. will be affected in QB. If there is no payment on the held order, the daily invoice in QB will include an item referred to as Short in the amount of all the held orders total which is initially mapped to an Other Current Asset Account with this same name. If there are payments on the held orders, a Credit Memo will be created in QB that will include an item referred to as Short in the amount of the total of all the held orders less the amount paid on the held orders. The credit memo will be applied to the daily invoice. The reason for this is that QB will put the total amount of the held orders into Revenue and Sales Tax as if they were part of the day s work on the daily invoice but since all the money has not been collected in reality, they remaining amount is offset to the Short account. If they are later voided out, then revenue etc. will be reduced and the Short account will be offset in the reverse thereby zeroing it out. If they are later sold out and closed and the remaining amount due is collected, the daily transactions will offset to the Short account thereby zeroing it out. Please Note - Product Mix vs Payments received for the day may not match if held receipts are used and held over from day to day. Because of these issues, with the appropriate Revel Setting many will use auto close held orders to make sure they are all closed but if there is a payment on them then they won t close. If you have the Auto Logout feature set, this will hold orders that are open when logging out. o Invoices If you need to hold an order because you are not ready to close the order by the end of the day, or if you have not fulfilled an order and want to wait until you do so, the better solution compared to a Held Order is the Invoice. Its functionality is similar to a layaway or sales order and payments (deposits) can be taken prior to or at the time the products are actually received by the customer. Many businesses that take deposits from their customers ahead of time such as taking deposits on rentals or deposits on an upcoming event will find invoices very helpful. Held Invoices are a non-posting document in Revel their revenue and sales tax will not be included in the day s work sent to QB. Page 29 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

30 There is a default setting that remove products from inventory, or you can be prompted to do so order by order and product by product. If a payment is taken on the invoice, this payment will be sent to QB as a Customer Deposit which is tied to an Other Current Liability account. If the deposit is refunded to the customer, then the liability is reduced in QB. When the invoice is converted to an order, the deposit is applied to the order and any balance due is shown thereby allowing you to take that remaining payment at that time. When this happens, the liability in QB is reduced and this is also when sales and sales tax payable are affected as they should be. Here is Revel s documentation on this - o House Account If you have fulfilled an order for a customer, but are not going to be taking a payment or full payment on the order, but you do want revenue to be affected in QB, the better option is to use a regular order but with a House Account payment method. Even though the customer has received their goods, they are accruing a balanced to be paid sometime in the future. This type of payment method will create an entry to an Other Current Asset account called House Accounts in QB. When payment is taken later on, cash will be increased, and House Accounts will be decreased in QB. It is important to understand that by default Revel is where House Accounts are tracked and where statements can be sent to customers from rather than the traditional method of performing these functions in QB. Here is Revel s Documentation discussing how to use House Accounts in Revel POS - Here is another link that discusses what takes place in QB it references QBO specifically but the same goes for QB Desktop in theory - Payouts/Payins/Safe Drops o Payouts, Payins, and Safe Drops are done at the POS. They then show up on the management console in several places. The notes you enter at the POS will carry through to these reports as well as to QB. Page 30 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

31 What Happens In Revel: o Tills Report o Cash Office Report Page 31 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

32 o Sales Summary Report o Payouts/Payins Report Page 32 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

33 o Payment Summary Report What happens in QB o Payins Page 33 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

34 o Payouts o Bank Drops No entries are made in QB for Bank Drops Returns/Refunds o This link to Revel s documentation explains the process of refunds and the transactions that are recorded in QB Desktop. Desktop o - It is a pretty good representation of what takes place. o Other things to Note: As discussed in Revel s documentation, the Refunds Pending Account in QB will be used and should zero out. If it is not, then further investigation is needed. It is really just used as a clearing account for the transactions. See below under Refund Substitute for more on this topic. House Account Refunds - the refund of an order charged on account is returned to House Accounts as well. If a tip is refunded, tips payable is affected. To enable refunds by cash, these are the settings used: Page 34 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

35 Refund Substitute o Please see below for an explanation from Revel of how this is used in QB. Basically, this account needs to be monitored please see the Database Maintenance Section for further details. This specific transaction is an invoice padding transaction which allows us to manipulate tax amount of refunds. Because of the way the integration is built, we have to pass all payments onto the invoice, then decrease the invoice using the credit memo and refund receipts. 'Credit Memo tax padding' is needed because we override QBO's tax calculation on the invoice and replace it with the tax which was collected on that date. This padding is intended to assist with that process when there are refunded transactions. I see these transactions consistently looking like this, some customers have 1 per day. It is the way the summary by product and summary by class integrations work at this time. I have many customers who prefer the summary integration because it's the least complicated to work with, and the integration produces fewer credit memos and tax padding transactions such as the one referenced here. There is also not an effect on the client's numbers because the $1 is washed out by the Credit Memo -$1. I hope that this helps. This mechanism isn't a cause for alarm, it's just the way the integration has been built to ensure we have correct tax calculations and tax amounts when syncing to QuickBooks. Many times this goes unnoticed because it shows on the credit memo with other refunds/voids. Page 35 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

36 Receiptless Returns o Receiptless returns are a result of returning products that were either sold prior to using the Revel POS System or sold through Revel POS but are being returned without a receipt. This functionality is turned on in the settings see this link for a complete guide to this feature. Page 36 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

37 o What is important to note that you can choose to give a store credit or cash back. Here is what happens in Revel Reports and in QB: Store Credit when store credit is used is used for a receiptless return it shows as an order discount on Revel reports. Discounts show in QuickBooks wherever that mapping is pointed to in the sync tool with the offsetting entry to the Gift Card Outstanding Liability. Cash Back cash is treated as a Payout Expense and shows on the Revel Sales Summary as a Pay Out. Therefore, as discussed earlier in the Payouts/Payins section above, a GJE is created in QB with a Debit to Cash Drawer Payouts and a Credit to Cash in Drawer. You must then make a manual entry to offset this Expense. This is probably one of the more problematic areas as there is likely to be sales tax involved with the return. It would be simple to just Credit Cash Drawer Payouts to zero it out and then Debit Merchandise Sales but if there is sales tax involved you need to know this and make a split entry to Merchandise Sales and Sales Tax Payable. This then becomes problematic as this is only happening in QB and not in Revel. As a result, this has to be either manually tracked or an account needs to be created in QB to alert you maybe a subaccount under Sales Tax Payable. Revel s Sales Tax Report will include this as a reduction in Page 37 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

38 Sales and Sales Tax however. Which leads us into the next topic of Sales Tax. Sales Tax Payable o Because of the way QuickBooks interacts with third party softwares with sales tax, the Sales Tax Liability Report in QuickBooks can show some crazy information. This is not limited to just Revel s integration. Therefore, I have come up with some processes for Sales Tax: In Revel, run the sales tax report under Reports > Other Reports > Tax and then the Sales Summary Report Make sure your filters and dates are set appropriately and the same for both Page 38 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

39 In QB, run the sales tax report under Reports > Vendors & Payables > Sales Tax Liability Make sure your dates match the dates in the Revel Report Page 39 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

40 Freight and Shipping Costs o As indicated above in the Accounts Section, when using the Shipping Manager functionality in Revel you can charge your customers for shipping product to them. Please note that the way Revel and QB have this mapping is set up is to send the amount of the Shipping and Handling you have charged to and collected from your customers to an expense type account rather than revenue. Effectively, if you use this same account to pay your shipping bills with, the net effect will be zero if these two amounts equal or negative if you have charged them more than you are being charged. I have put in a request to have this changed to allow for this account type to be a revenue type account but have not been informed of any changes. o Link to Revel Documentation on how the Shipping Manager works - AS a side note - please understand that they say you must use an account (ie UPS or FedEx) to tie to and not have your own shipping table as an update to this article at the top. However, I tested this in Sept 2017 and it does still work. The article shows you how to create the table and you can use these instructions as well. CRV o o CRV stands for Container Redemption Value. This is used when a product has an amount attached to it automatically when it is sold. For example, in NYS we charge a 5 cent bottle deposit on certain drinks such as water. CRV functionality is turned on in the Advanced POS settings, can be set to display on the receipt by product or by total, can be taxed or not taxed itself, and its label can be customized. Page 40 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

41 o Once these settings are completed, individual products can be set to include and display a CRV and each product's CRV amount can be unique. When the product is sold, this amount is automatically added to the order. o When purchasing the water, we pay the Vendor a deposit and then when we sell the product to our customers, we charge them a 5 cent deposit - thereby netting this account to zero in theory. Revel records this 5 cent deposit in QB using the CRV Charges Account by way of the See Misc. Cost on Purchases on the Accounts Section above for one way to handle this when receiving the product from the Vendor. If you do use this method, and entry will be made into the Misc. Cost on Purchases Account in QB as a Debit. You will need to create a GJE and Credit this account and Debit the CRV Charges Liability Account You can also wait until the Vendor Bill shows in QB and add the entry there to the CRV Charges Liability account. Tips Recorded at the POS o Revel to QB Sync: No matter the payment method, when tips are recorded at the POS, they are sent to QB as an entry into the Employee Tips Payable Account (Other Current Liability type) using the POS Tips Item both created in the initial sync to QB as explained above in the Sync Tool Accounts and Items Sections. Recall that the account name can be changed or the account that is pointed to by the item can be changed as long as it remains an Other Current Liability or Long Term Liability type account. Page 41 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

42 o Tips Paid Out to Employees from the Cash Drawer: Revel Procedures: If tips are paid out to employees using cash paid out of the cash drawer, then a payout should be recorded in the till recording the reason as Tips being paid out and maybe even the employee names if desired. Payouts can then be seen on the management console under the Payouts/Payins Report. Payouts are sent to QB as an entry into the Cash Drawer Payouts Account (Expense type) created in the initial sync to QB as explained above in the Sync Tool Accounts Section. Recall that the account name can be changed or the account that is pointed to can be changed as long as it remains an Expense or Other Expense type account. The opposite entry would be an entry decreasing the Cash In Drawer Account. QB Procedures: If you were to leave things as they happen in the sync, your Cash in Drawer Account will be reflected properly on the Balance Sheet, however your Balance Sheet would still reflect a liability in the Employee Tips Payable Account and your Income Statement would still reflect an expense in the Cash Drawer Payouts Expense Account. Page 42 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

43 o o This is where you need to do a manual entry. A GJE would need to be made to Debit the Employee Tips Payable account and Credit the Cash Drawer Payouts Expense Account. This will effectively wash out the original entries. Tips Paid Out to Employees Through Payroll: Revel Procedures: If tips are paid out to employees using Payroll, there is no cash payout entry necessary in Revel. QB Procedures: If you were to leave things as they happen in the sync, your Cash in Drawer Account will be reflected properly on the Balance Sheet, however your Balance Sheet would still reflect a liability in the Employee Tips Payable Account. o You will need to make entries to Debit the Employee Tips Payable Account as part of your normal Payroll GJE or if using Intuit Payroll by creating a Payroll Item (Addition Type) that points to this account. This will effectively wash out the original entry. It is important to note that I am speaking in generalities here as it is out of the scope of this document to present or advise in this area. You should speak with your accountant and explain what is happening during the sync and they should be able to advise you how to proceed properly. Links to Revel Documentation on Tips and Till Management to assist with this section. Tips - Till Management - Page 43 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

44 o What Happens in Revel Table View of the Above: Tips are recorded at the POS - the payment method does not matter. Tips Recorded at the POS What Happens in the Sync Daily QB Invoice is used to show the tips coming in using the POS Tips Item. Payment tender used at the POS is recorded normally as a payment against the Daily QB Invoice. What Shows Up in QB Payment Tender is reflected in the appropriate account (Debit) - i.e. cash in drawer or undeposited funds. The offsetting entry (Credit) is made to increase the Employee Tips Payable Account. Manual Entries in QB N/A at this point - see below Tips Paid Out to Employees from the Cash Drawer - A payout should be recorded in the till recording the reason as Tips being paid out and maybe even the employee names if desired. Payouts can then be seen on the management console under the Payouts/Payins Report. GJE used to Increase Cash Drawer Payouts (Debit) and Decrease Cash in Drawer (Credit). The GJE shows a reduction in Cash with an entry (Credit) to the Cash in Drawer account and an offsetting entry to the GJE to (Debit) decrease Employee Tips Payable and Decrease (Credit) Cash Drawer Payouts Tips Paid Out to Employees Through Payroll - there is no cash payout entry necessary in Revel. Nothing happens during the sync beyond what is described above because nothing additional happens in Revel Nothing happens during the sync beyond what is described above because nothing additional happens in Revel Decrease (Debit) the Employee Tips Payable Account as part of your normal Payroll GJE or if using Intuit Payroll by creating a Payroll Item (Addition Type) that points to this account. This will effectively wash out the original entry. It is important to note that I am speaking in generalities here as it is out of the scope of this document to present or advise in this area. You should speak with your accountant and explain what is happening during the sync and they should be able to advise you how to proceed properly. Page 44 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

45 Gift card sales o Revel Documentation same in QBDT except the naming conventions are a bit different. See the Initial Sync and After the Initial Sync Sections for more detail. INVENTORY RELATED Vendor Bills and Purchase Orders o Here is the link to Revel Documentation on Purchases Orders in Revel and Vendor Bills in QB - QuickBooks-Desktopo Reference Numbers on Receiving in Revel and Vendor Bill Ref No in QB - when creating a receiving from a Purchase Order in Revel, a Vendor Bill will be created when the Receiving is Finalized. However, there are a few things to be aware of: First, it is important to know that if you have Tax on Purchases, Misc Costs on Purchases, and/or Shipping & Handling on the Receiving, these will be sent as a 2nd Vendor Bill to QB. This means you will have to pay the two Vendor Bills when making a payment that will total the actual Vendor Bill you are paying. Second, the invoice # is not recorded on the 2nd Vendor Bill. You will therefore have to enter it into the Ref # Field. This will be important so that you can select the 2 bills needed to pay. See this example of a Revel PO Received notice the $96 in inventory, $1 in Tax, $3 in Shipping & Handling, and $2 in Misc Charges Page 45 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

46 And the resulting Vendor Bills in the Pay Bills Window in QB notice there are 2 Bills, and that the on for $96 for the inventory does show the 9999 in the Ref No field, but the Ref No does not show the 9999 for the $6 in charges that are not inventory in the 2 nd bill. You will need to highlight that bill and click on Go To Bill to open that bill and make the entry yourself. If your settings are set to notify you if you have more than one bill with the same number you will need to click through that to allow you to do so. Page 46 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

47 Once you have completed this, you will have the 2 bills with the same invoice#. This should be done as soon as possible on the day following your receivings so that you don t have to search too hard for the bills that go together.to pay that total the correct amount and can pay your vendor. o Finalized Purchase Orders When saving a receiving on a PO in Revel, Revel will ask you if you want to finalize the transaction. If you click No on this screen, The transaction will show as Received in Revel but not as Finalized on the PO List. In QB this will make an entry into the Other Current Liability account called Unbilled Purchases instead of creating a Vendor Bill. Page 47 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

48 Once the PO Receiving in Revel is Finalized, this entry will be reversed in QB and a Vendor Bill will be created. Order Cost - when receiving inventory, the new order cost is not automatically updated to the product details this must be done manually. If not, then the next time a PO is created the old order cost will still be used. Physical Inventory App o As of the time of writing this document, this app does not have a way of dealing with items not counted so their quantity will remain as Revel sees it when the count is finalized. The reason for this is that the app will only change the quantities of the products actually counted (and if you don t have any of an item but Revel thinks you do, Revel has no way of knowing this). If you use the manual export/import method of doing a cycle count, you can deal with this effectively by entering a 0 for the count although this is a much more manual process. This has been reported and I hope to see changes in this area. Page 48 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

49 o As of the time of the writing of this document, inventory that has multiple units of measure have to be scanned 1 at a time as there is no way to enter in a manual count for these. This has been reported and I hope to see changes in this area. o A workaround for both of the instances above might be to export all inventory out and import zero quantities back into Revel. Then use of the inventory app to scan/count what is truly there this would be effective. o Here is a link to the Revel Documentation on the Physical Inventory App o Here is a link to documentation I created for my clients on how to use the app effectively as it functions now with a bit more detail than Revel - Products Tracked In Inventory vs Hidden Inventory Every product has a setting called Tracked in Inventory which is checked by default when creating a new product. Tracked in Inventory o If checked, the qty of this product is shown in reports (and at the POS if applicable). o These products can be brought into a PO and ordered and then received. o When received, the entry in QB is to the Inventory Asset Account. Hidden Inventory o If not checked, this product is hidden on screens and reports unless the box is checked to filter for Hidden Inventory and then their qty is shown. o These products can only be brought into a PO through the reorder process o When received through the reorder PO process, the entry in QB is to Cost of Goods Sold. Value of Inventory Revel vs QB o Negative Inventory Values are not included in the total value displayed in Revel o Negative Inventory must therefore be dealt with before comparing this value in Revel to the value in QB. Tag Printing Page 49 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

50 Inventory Costing o LIFO, FIFO, Average the method of costing is set in the Inventory Settings however this is a setting that only resellers or Revel employees can set. You will need to contact them to do so. I cannot speak to FIFO and LIFO Costing results in QB as I have not tested these as of the creation of this document. o There are also other inventory settings that determine what cost to use these are also located in the Inventory Settings and can be accessed by users with the appropriate privileges. o Static Cost Be careful not to track In Inventory a product that also has a recipe with products that are being tracked in Inventory this can result in double costing in QB with the cost of the recipe and the static cost of the product. The idea is that if you have created a product in Revel that has a Recipe that you want to use for costing the sale of the product, then the product that is used for sale should not also be tracked in inventory. The ingredients of the recipe would be tracked in inventory and pulled from inventory when the sale product is sold. Revel has added some functionality recently around pulling ingredients from their inventory when creating menu items I have not tested this as of the writing of this document. Reset Function o Be Careful! This will completely remove all historical data for this inventory item ie values for cost, inventory, actual, etc to 0. Inventory Levels are not maintained in QB they are maintained in Revel. To try and work around this is not recommended and in my opinion should not be done. You can easily duplicate products by naming them the same name be sure to have unique barcode and/or sku to avoid this. Hidden Inventory o Products that are not marked to Track In Inventory are considered Hidden by Revel POS. o These products are entered on a PO through the Reorder process only, but since many don t realize this they never get received into inventory. o However their quantity is still tracked behind the scenes so if you click to Show Hidden Inventory on a screen you will often see negative quantities. Page 50 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

51 o o It is important to realize that these products when purchased through the reorder process are expensed directly to COGS in QB they do not first get charged to Inventory Asset and then to COGS when they are sold. When they are sold, there is not entry to COGS as they have basically already been expenses at the time of their purchase. INTEGRATION RELATED Initial Sync between Revel and QB: Classes in Revel vs Classes in QB o Be careful! These are not the same thing! Classes in Revel are assigned to each Product. These classes are then used to filter reports by sort of a departmentalization method. Classes in Revel do not correlate to Classes in QB. Establishments (locations) in Revel do correlate to Classes in QB. If you choose to send Sales to QB from Revel by Class an item will be created in QB for each class. This item can then be used to point to a different G/L revenue account. This item cannot be used to point to a different COGS or Inventory Asset account however so beware of this. All COGS and Inventory Asset entries for sales are entered through journal entries and not through these items. Per Revel - No class will be assigned for generic items such as " Item Discounts", "Tips", and "Refund Substitute". No class will be assigned on Journal Entries for Payouts. Transactions for ingredients will not be assigned to any class. Likewise, because sales tax is not a line item in QuickBooks Online, there will not be a class assigned. A single Revel Establishment can be synched to a single QB Company file and can be assigned to its own QB Class (needs to be set up in the sync tool settings for each Establishment). Multiple Revel Establishments can be synched to a single QB Company file as well and each one can be assigned to its own QB Class (needs to be set up in the sync tool settings for each Establishment). Page 51 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

52 Synching Data o By default, this is not an on-demand sync. o The sync takes places daily at the start of the business day for the previous day s work. o If the sync tool cannot complete the sync (for example the wrong QB Company File is open), it will keep trying. o To force the sync tool to try again, you can use the keyboard shortcut of Ctrl-S to start the tool o If data needs to be resynched, there is an option to do so in the tool itself. Beware this can be very dangerous and should be done under a very controlled environment. The maximum number of days that can be resynched is 8, but the dates are customizable. o All orders must be sent to the server from the ipads before shutting down the ipads otherwise these orders will not be included in the day s work sent to QuickBooks from Revel at the start of the next day o An Integration pops up a dialog box when syncing old data warning you might have to do journal entries this is because Revel does not check to see if this data is already in QB, it just sends the data related. If this data is already in QB or partially in QB, it will be duplicated. A message to this affect is also displayed during the initial sync to QB warning of the possible duplication of inventory values etc. MULTI-LOCATION RELATED Multiple Revel Establishments can be synced to a single QB Company file Each Revel Establishment can be assigned to its own QB Class (needs to be set up in the sync tool settings for each Establishment). Each Revel Establishment can assign its own Common configurations ie unique POS Default Customer, POS Default Vendor, Default Sales Tax Vendor Gift Cards Gift Cards sold and redeemed can be done at different establishments. The entries made in and out of the Gift Card Liability account, effectively zero each other out but only if using the same QB Company File. However, if liabilities needs to be tracked into separate accounts, this could also be done if using the same QB Company File. Transfer of Inventory If inventory is transferred from one establishment to another, the entries made in and out of Inventory Asset and POS Inventory Adjustments, effectively zero each other out but only if using the same QB Company File. However, if inventory needs to be tracked into separate inventory accounts, this could also be done if using the same QB Company File. Page 52 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017

53 PAYMENTS RELATED Payments Reconciliation with Intuit Payments o Per Intuit and Revel, if Intuit Payments is used as the integrated solution for taking payments from your customers, and payment reconciliation is turned on in the sync tool, every credit card payment is send to QB instead of a summary. Each payment has a transaction ID. This allows QB to gather all the correct payments together and batch them together into a deposit automatically, thereby effectively matching the actual bank deposits you will see on your ban statement. This ultimately leads to easier and more accurate bank reconciliations. o The Bank Account used in the sync tool is the account the batched deposit will record to. PAYROLL RELATED Time Clock entries in Revel with Intuit Payroll Processing in QB o Time Clock Entries made in Revel can be synced to QB and will show on the Weekly Time Sheet if using Intuit Payroll and the settings are correct. It is important to note that entries need to be monitored and edited/modified prior to the syncing of data to QB if done after, the changes will not be sent to QB and will need to be dealt with manually. REPORTS RELATED It is important to run your reports with the same filters in order to see the same results on different reports. You may also have to add numbers together to get them to match. For example, the Product Mix $ $15.45 = $ on the Payment Summary. Page 53 of 60 TIP: Hit CTRL + HOME AT ANY POINT TO RETURN TO TOP November 2017