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QuickBooks Accounting Setup for NIADA Chart of Accounts Users

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If your non-franchise dealership uses Autosoft's Sales and F&I (SFI) platform but employs QuickBooks rather than the full Autosoft DMS Accounting module, Autosoft's QuickBooks integration will allow you to easily transfer vehicle sales data from your Autosoft SFI platform to QuickBooks.

If your dealership uses the NIADA chart of accounts in QuickBooks, your Autosoft QuickBooks integration setup should be relatively simple. After you've purchased the QuickBooks integration from Autosoft, Autosoft will turn on the integration for your dealership and will populate your system using default general ledger accounts and vehicle sales formulas based on the NIADA chart of accounts. 

These accounts and formulas are set up with the appropriate formulas and account names and numbers to comply with NIADA, so you will only have to make adjustments if you choose to edit, remove, or add accounts or vehicle sales templates tailored to your dealership's policies and usage. 

All QuickBooks integration setups are performed within Autosoft DMS's Setup application under the Accounting and Sales tabs. It may be best to begin with the Sales setups affected by the QuickBooks integration and then move to the Accounting setups. 

The Accounting tab's menu is comprised of two options: General Ledger and Vehicle Sales

General Ledger

Clicking the General Ledger option in the Accounting tab's options menu opens the General Ledger Account Search Screen. For dealership's that employ the NIADA chart of accounts, upon activation of the QuickBooks integration, the General Ledger page of Accounting setup is automatically populated with all the general ledger accounts used by NIADA. Accounts are listed by Account Type, Account Name, Account Number, Account Description (this field will be blank for all pre-loaded general ledger accounts, as it's not required by QuickBooks), and account Status.

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You can sort the list by column content by clicking the column heading by which you wish to sort. For example, clicking the Account Number column header once sorts the list by account number in ascending order. Clicking the Account Number column header a second time sorts the list by account number in descending order. 

The General Ledger Account Search screen also allows you to search for an account using the Search bar. Simply type a search term into the Search bar and click Search

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The search results populate the screen. To clear a search, click the gray X in the Search bar. 

Single-click an account from the list to open its quick-look card, where you can view the Account Type, Status, Account Number (if entered), and Account Description (if entered). The quick-look card also contains the Edit Account button, which opens the account's General Ledger Setup pop-up in edit mode, allowing you to edit the information entered for the account. 

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You can also open the general ledger account's General Ledger Setup pop-up in edit mode by double-clicking the account from the list.  

The General Ledger Setup pop-up will open. Here, you can make any necessary adjustments to the Account Type, Account Name, Account Number, or Account Description (optional field). 

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You can also set an account as "Inactive" here by clicking Set Inactive. (Inactive general ledger accounts do not appear in the General Ledger Account Search screen unless you click the Show Inactive toggle to include inactive accounts in the list.) After clicking this button, the button label changes to Set Active; clicking this button reactivates the general ledger account.

If you make any changes in an account's General Ledger Setup pop-up, be sure to click Save and Close to save your changes. 

You can add accounts to this list using the Add Account button in the upper-right corner of the screen. For full directions, see the Knowledge Base article, "Adding General Ledger Accounts for the QuickBooks Integration."

Vehicle Sales

Clicking the Vehicle Sales option in the Accounting tab's options menu opens the Vehicle Sale Search screen. For NIADA chart of accounts users, this screen will be preloaded with the used vehicle sales templates you'll use most frequently, but you can use the Add Setup button in the upper-right corner of the screen to add any additional templates as needed. (See the Knowledge Base article, "Adding a QuickBooks Vehicle Sales Template," for full step-by-step directions.)

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Each vehicle sales template is listed on the screen by Deal Type, Inventory Type (always "Used"), Class, Sale Account, and Status. You can sort the list by column content by clicking the column heading by which you wish to sort. 

The screen is searchable. Simply type a search term in the Search bar and click Search, and the list will be limited to the results that meet your search criteria. Clear a search by clicking the Clear button; the full Vehicle Sale list will reappear.

To view a vehicle sales template, double-click the template from the list. The template will open, listing all the associated general ledger accounts and the formulas used to calculate values posted to those accounts.

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The formulas are created for you and use figures from sales deals and vehicle records. Most formulas do not require adjustment (Hard Pack and Other custom formulas may need to be added, as these items differ from dealership to dealership), but you can adjust them by clicking the Edit toggle in the upper-right corner of the screen and using the small blank fields to the right of each formula.

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You can select +, -, x, or ÷ from the menu that opens. You can then add a preset formula from the data dictionary by clicking Table and selecting a field from the Deal or Inventory table lists; click Formula Builder to create a formula from scratch. You have the option of creating a simple formula with dollar figures and table items, or using the percentage formula type to create a forumla that takes a percentage of dollar figures and/or table items. Click Save to save any changes you've made. (See "Creating Formulas for Vehicle Sales Templates," for full instructions.)

If you make any erroneous adjustments to templates, you can click the Reset to Defaults button in the upper-right corner of the screen. The system will confirm that you wish to reset the current template to the account and formula defaults. Click Confirm to continue. Any changes you made to the template will be undone, and the original Autosoft-created template will appear. 

Warning:  If you've made previous changes to a template and saved them prior to the erroneous formula adjustment, those changes will be lost when you use the Reset to Defaults button. Before making changes to any preset templates, be sure you understand the formula change and any previous changes that have been made so you can recreate those changes if a reset is necessary. 

You can also mark a template as "Inactive" if it's no longer relevant. Simply click Set Inactive in the upper-right corner of the template screen. (Inactive vehicle sales templates do not appear in the Vehicle Sale Search screen unless you click the Show Inactive toggle to include inactive templates in the list.) You can easily reactivate a template by opening the inactive template and clicking the Set Active button in the upper-right corner of the template screen. 

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