Quickbooks Desktop

Total Party Planner will recreate an invoice in QuickBooks very similar as it appears in Total Party Planner, including all menu, beverage, rental, staffing, taxing, and service charge detail.

Pre-requisite: TPP Web currently interfaces with QuickBooks Pro (Desktop) Versions 2002 or higher for Windows only.

Installation

1. 1. Download the Total Party Planner Interface Setup File
      1. Click the install link at: TPP Web Interfaces – Quickbooks Install
      2. When download is complete, double-click the setup.exe icon in the folder it was downloaded to.
      3. Follow the wizard instructions for installation.

Setting Up the QuickBook Link

1. 1. If the setup form is not present from the last step, use top Navigation Menu Bar and select ‘QuickBooks | Setup’.
   2. The ‘Total Party Planner QuickBooks Setup’ window will appear.
   3. Find your QuickBooks company file (the one currently opened in QuickBooks) by clicking the ‘Browse’ button. If you do not know the location of your QuickBooks company file, please see your administrator.
   4. Once you have found your company file from the explorer window and click the ‘Save’ button.
   5. Click the Save button.
   6. You will be prompted with login credentials. The username and password combination is the same used to log into the Total Party Planner Web Application.

Selecting Invoices to Export

1. 1. From the top Navigation Menu Bar, select ‘QuickBooks | Export Invoices’.
   2. When selecting this option for the first time, the QuickBooks security window will appear showing the certificate status for our company. Allow Total Party Planner access to the file by choosing the ‘Yes, Always’ button.
   3. The ‘Select Export Events’ window appears with data in the grid.
      1. By default, the data grid rows displayed is loaded with the current months Events. The date range can be updated by changing the dates inside the ‘Dates’ frame.
      2. Change the status of Events displayed via the drop-down list inside the ‘View Status:’ frame.
      3. Click the ‘Retrieve Events’ button.
      4. Put a check mark (by clicking the row) in the first column of the grid labeled ‘Sel’ for the invoice(s) to be exported. Multiple rows may be selected for export.

Assign Tax Rules

1. 1. Assign a QuickBooks tax value for each invoice checked. Note that the tax that you assigned in Total Party Planner is shown in the grid under the column labeled ‘TPP Tax’. There are two ways to assign a QuickBooks Event tax.
      1. Use the ‘Default Event Tax’ drop-down box to quickly assign a single tax to ALL the selected Events.
      2. Assign taxes individually at the Event level. The tax value is assigned for each selected row under the column labeled ‘QkBks Tax’. Click that row column for a list of QuickBooks takes to select from.

Select a Payment Account

1. 1. Any payments applied to an Event will also be exported with the other Event detail.
   2. Select an account to deposit the payment into from the ‘Deposit Payments To:’ drop-down list.

      IMPORTANT: Payments marked as ‘Deposit’ in Total Party Planner will NOT be exported to QuickBooks. Because the money will typically be deposited before the Event is complete, you will manually add deposits into QuickBooks. This is by design so that the invoice does not have to be exported multiple times to reconcile changes.

Initiate the Export Process

1. 1. Review your tax settings as this is probably the biggest reason why there may be a discrepancy between Total Party Planner totals and the QuickBooks export total.
   2. Click the ‘Export Sel. to QuickBooks’ button.

The Export Process Prompts

1. 1. New Contacts
      1. If a Total Party Planner Contact does not exist in QuickBooks, the ‘Define QuickBooks Name’ window appears.
      2. Type in the company name you would like to save this contact as in the ‘Customer Name’ field, or simply leave the default value.
      3. Click the ‘Assign’ button.
   2. New Items (Menu, Beverage, Miscellaneous, Staff, etc.)
      1. If a Total Party Planner item does not exist in QuickBooks the ‘QuickBooks Account Select’ window appears.
      2. Type in the name of the item in the ‘Item Name:’ text box, or simply leave the default value.
      3. Select the ‘Account Type’ as Service and any valid SALES ‘Account’ (you cannot export to accounts receivable, accounts payable, liability, etc accounts!). If the new item should be listed under a sub-account of the selected account, check the ‘Sub-item of:’ checkbox.
      4. Select the appropriate tax code (item is taxable or non-taxable) from the ‘Tax Code:’ drop-down list. This is the general taxing rule for the item being defined.
      5. Click the ‘Assign’ button.

Export Confirmation

1. 1. Once the invoice has been exported, the ‘Invoice Display’ window appears. This screen displays the detail line items of the new QuickBooks invoice.
   2. Click the ‘OK’ button to continue exporting any other selected invoices, or end the exporting process.

Discrepancies

After exporting Total Party Planner details to QuickBooks, there may be discrepancies in the totals between the two applications. You will be warned that a difference was found.

1. 1. From the top menu bar, click the ‘QuickBooks | Export Discrepancies’ option.
   2. The detail grid columns list the Invoice #, Total Party Planner Total, QuickBooks Total, and the date the invoice was exported to QuickBooks. Use this information to research the invoices in both applications. Some common mistakes are:
      1. Incorrect Event tax assigned, perhaps the Event was marked exempt in Total Party Planner.
      2. Incorrect tax declaration (taxable or non taxable) at the item level.
      3. The service charge was not marked as taxable in QuickBooks.
   3. Fixing Discrepancies
      1. There is no way to automatically detect and correct an invoice discrepancy. Once exported to QuickBooks, you must research and fix the invoice record in QuickBooks, or delete the invoice and export it again. When the error is fixed, click the ‘I Fixed It’ button to remove the record from the grid.