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QuickBooks Integration Sales and F&I Setup

Autosoft -

If your dealership doesn't use the NIADA chart of accounts, you will need to do some setup before you can use Autosoft's QuickBooks integration. Autosoft auto-populates the system with NIADA chart of account-specific general ledger accounts and corresponding vehicle sales templates. Non-NIADA chart of account users will have to change the settings to meet their individual needs.

Important:  If you use the NIADA chart of accounts and change individual general ledger accounts in the system to meet your dealership's needs, the accounts are updated throughout the system anywhere they're used as defaults. For example, if you change Autosoft's default Used GAP Payable general ledger account to Cash in Bank, anywhere Autosoft auto-populated Used GAP Payable as the default general ledger account within the Sales setup, Cash in Bank will replace it. If you don't edit the existing NIADA chart of accounts to match your dealership's needs, you must choose all of the accounts in each Setup screen listed below. 

The Sales tab of the Setup application contains several screens in which QuickBooks integration users can specify general ledger account information. The information you enter here refers back to your chart of accounts.

To set the general ledger account information for all of the affected Sales setup screens, follow these steps:

Step 1. Click the Setup button in the blue main navigation bar along the left side of the screen.

Step 2. Click the Sales tab above the Dealership Summary Card. A menu of Sales setup options opens. 

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Step 3. Several items on this list contain general ledger account fields. To set these general ledger account selections, click each of the following options in the Sales setup options menu (Clicking the options below displays the screens on which you'll see general ledger account fields):

Banks
Commissioning
Coverage Providers
Credit Insurance
Options: Back
Taxes & Fees

 

Banks

Step 4. The Bank Search screen opens. Double-click on a bank from the list to open its bank record.

Step 5. Click the Defaults button under the Bank Summary Card.

Step 6. The Defaults page's Reserve card contains the G/L Account field, where you'll select the general ledger account you use for bank reserves. Click the field to open the drop-down menu listing the general ledger accounts you established in the General Ledger Account Search screen that apply to the field type. Click to select the account you wish to use for each field.  

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Step 7. Click Save to save the changes. 

Repeat this process for all of the banks listed in the Bank Search screen.

Note:  When adding new banks to your list of banks, the G/L Account fields default to the appropriate general ledger for those banks. 

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Commissioning

Step 4. The Commissioning screen opens. 

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Click the Expense Account - Used and Payable Account fields in the Salesperson Commission, Sales Manager Commission and Account, and Finance Manager and Account cards to select the general ledger account you use for each of these commissioning areas. A list of the general ledger accounts you established in the General Ledger Account Search screen that apply to the field type opens. Click to select the account you wish to use for each field.  

Step 5. Click Save to save the changes. 

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Coverage Providers

Step 4. The Coverage Providers Search screen opens. Double-click a coverage provider from the list to open their record. 

Step 5. The coverage provider record opens to the Overview page, where the Gap Plan Information, Maintenance Plan Information, Service Plan Information, and Warranty Plan Information cards each contain a Payable Account field, Used Retail Account field, and Used Cost Account field.

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Click each of the account fields. A list of the general ledger accounts you established in the General Ledger Account Search screen that apply to the field type opens. Click to select the account you wish to use for each field.  

Step 6. Click Save to save any changes. 

Repeat this process for all of the coverage providers listed in the Coverage Providers Search screen.

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Credit Insurance

Step 4. The Credit Insurance Search screen opens. Double-click a credit insurance provider to open its record. 

Step 5. The credit insurance provider record opens to the Overview screen. Click Life Insurance to open the Life page, where you can view the life insurance plan information. 

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Step 6. Click the Used Retail Account, Used Cost Account, and Payable Account fields to select a general ledger account from the list of general ledger accounts you established in the General Ledger Account Search screen that apply to the field type. 

Step 7. Click Save

Step 8. Click Accident and Health Insurance to open the Accident and Health page of the credit insurance provider's record.

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Step 9. Click the Used Retail Account, Used Cost Account, and Payable Account fields to select a general ledger account from the list of general ledger accounts you established in the General Ledger Account Search screen that apply to the field type. 

Step 10. Click Save

Repeat this process for all of the credit insurance providers listed in the Credit Insurance Search screen.

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Options: Back

Step 4. The Back Options screen opens. Double-click a back option to open the Back Option pop-up.

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Step 5. The Back Option Account Numbers card contains the Used Retail Account, Used Cost Account, and Payable Account fields. Click the fields to select a general ledger account from the list of general ledger accounts you established in the General Ledger Account Search screen that apply to the field type. 

Step 6. Click Save and Close to save the changes. 

Repeat this process for the remaining back options.

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Taxes & Fees

Step 4. The Taxes & Fees screen opens to the Taxes page. 

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Click the Primary G/L and Lease G/L fields in the state tax card at the top of the screen to select the general ledger accounts from the list of general ledger accounts you established in the General Ledger Account Search screen that apply to the field type.

Step 5. In the Tax Defaults card, click the Additional Tax Primary G/L, Additional Tax Lease G/L, and Tax on Cap Reduction G/L to select a general ledger account from the list of general ledger accounts you established in the General Ledger Account Search screen that apply to the field type. 

Step 6. Click Save.

Step 7. Click Fees to open the Fees page of the Taxes & Fees screen. 

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Step 8. In the Local Fees and State Licensing Fees cards, if Advanced Setup has not been used for a fee, use the fields in the G/L Account column to select the appropriate general ledger account for the fee. 

If Advanced Setup has been used for a fee, click the Advanced Setup button in the far right column of a fee listing. A fee pop-up opens, displaying the setup information. 

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Step 9. The fees are broken down for New and Used vehicles and Retail, Lease, Cash, Balloon, and Wholesale deal types. Click the G/L field for each category to use the drop-down menu to select a general ledger account from the accounts you established in the General Ledger Account Search screen. Only the accounts that apply to the field type are displayed. 

If the Split Fee toggle is selected (toggle background will display as blue when selected), you can split each fee into two amounts and associate each amount with a separate general ledger account (G/L 1 and G/L 2). Click the G/L 1 and G/L 2 fields for each category to use the drop-down menu to select a general ledger account from the accounts you established in the General Ledger Account Search screen. Only the accounts that apply to the field type are displayed. 

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Step 10. Click Save

Repeat this process for the remaining fees.

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