NexReps does not keep your books. It prepares your supplier invoices for QuickBooks Desktop, which does the accounting. For that it needs to know, for each venue, which QuickBooks company file it files under, and that company’s chart of accounts and vendor list. That is this page: Accounting → Entities.
Pick the venue first. One venue files under one company; most have their own, some share one.
| Account | Number | Type | Status |
|---|---|---|---|
| Cost of Goods Sold:Food | 5010 | Cost of Goods Sold | Active |
| Cost of Goods Sold:Beverage | 5020 | Cost of Goods Sold | Active |
| Accounts Payable | 2000 | Accounts Payable | Active |
- 1The company, its number of GL accounts and how many venues file under it.
- 2Entity settings: the legal entity, its tax regime, its company file and its default accounts.
- 3Import chart: load the chart of accounts from QuickBooks.
Setting up a venue
A venue with no company shows Set up accounting for the venue. It cannot be exported until it has one — nothing falls back on a default. Type the Legal name and pick the Tax regime: HST Ontario (13%), GST + QST Quebec, US — exempt or US — state sales tax. Country and currency come from the venue. Then Create entity.
Entity settings
Legal name, Country, Currency, Tax regime.
Accounting software — QuickBooks Desktop. Company file — the name of the .qbw file, so everyone knows which file the export goes into.
Default A/P account — the Accounts Payable account every bill is credited to. Default tax account — where the tax on purchases goes; in Ontario, the HST ITC sub-account. Both are picked from the imported chart.
CLASS column — turn it on when the company file uses QuickBooks classes; the export then writes a CLASS on each line.
Save changes sends only what you changed, so you never overwrite a value another accountant just set.
Chart of accounts
Export the chart of accounts from QuickBooks as a CSV file, then Import chart here. The import always shows a preview first: accounts parsed, new, updated, deactivated, the file’s encoding and any rejected rows. Nothing changes until you Confirm import.
| Change | Count |
|---|---|
| Parsed | 217 |
| New accounts | 3 |
| Updated | 2 |
| Deactivated | 1 |
| Encoding | UTF-8 |
| Rejected rows | 0 |
- 1Choose the CSV exported from QuickBooks.
- 2Read the preview.
- 3Confirm import.
A re-import is a difference, never a replacement: accounts are added, updated or deactivated, never wiped, so the product mappings that point at them keep working. Import again whenever your accountant adds accounts in QuickBooks.
The table lists every account with its Number, Type and Status. Filter by type, or search by account, number or description. The type matters: Product Mapping only offers accounts a purchase can post to.
Venues in this company
A company is one QuickBooks file, and the export carries the invoices of every venue listed here. Add venue attaches another venue you manage; NexReps tells you what it changes before you confirm — if that venue already had its own company, that company and its accounts are deleted. The bin removes a venue; a company keeps at least one.
| Venue | Cost center | Status | |
|---|---|---|---|
| Bluefin | — | Active |
| Vendor | Mapped suppliers | Status |
|---|---|---|
| Harbour Seafood Ltd | 1 | Active |
| Northfield Produce | 2 | Active |
| Old Mill Dairy | 0 | Inactive |
- 1Add venue: another venue files under this company.
- 2Import vendors: the vendor list of the company file.
QuickBooks vendors
Every bill names a vendor, and QuickBooks creates a new vendor when it does not recognise the name. To avoid that, NexReps uses the vendor list exactly as your company file has it. Export it from QuickBooks — Excel from the Vendor Center, or File > Utilities > Export > Lists to IIF Files — or use a CSV with one name per row, then Import vendors.
The preview lists new vendors, vendors reactivated or deactivated, changes of spelling, duplicates and rows ignored. When a vendor about to be deactivated is still used by one of your suppliers, the preview names both. Re-importing adds, reactivates and deactivates; it never deletes.
The table shows each vendor with the number of your suppliers mapped to it.
When you see only part of a company
If a company also includes venues you do not manage, the page tells you which company your venue files under, and that its settings, chart and export belong to someone who holds all of them.
Next
Product Mapping — which account each product posts to.