DealerCenter Accounting Manual - DealerCenter Support

DealerCenter Accounting Manual

Table of Contents

SETTING UP AND USING THE QUICKBOOKS BRIDGE APPLICATION CHART OF ACCOUNT DESCRIPTIONS CASH ACCOUNTING INVENTORY ACCOUNTING SALES ACCOUNTING BHPH ACCOUNTING RFC ACCOUNTING MONTH END CLOSING TROUBLE SHOOTING

PAGE 3-10 PAGE 11-14 PAGE 15-16 PAGE 17-19 PAGE 20-27 PAGE 28-30 PAGE 31 PAGE 32 PAGE 33

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Setting Up and Using the QuickBooks Bridge Application

The QuickBooks bridge application acts as a middleman between the cloud based DealerCenter and your QuickBooks files which are stored on your local computer. The QuickBooks bridge only allows users to post the activity through the previous day so as to avoid posting partial activity in the middle of the day. OPENING THE APPLICATION In order to begin the posting process, open the QuickBooks bridge application and login with your DealerCenter credentials. Once inside the application you will see the following display

1. SAVE ? This button saves your configuration for the next time you login 2. DEALERERSHIP / RFC ? This button allows you to toggle between the accounting for the dealership and the

accounting for a related finance company. Dealers who do not have a RFC need not ever click on the RFC button. Dealers who do have a RFC should pay special attention to whether the accounting bridge is currently connected to the dealership QuickBooks or RFC QuickBooks when preparing to post. 3. LINK NEW FILE ? This button allows you to select the QuickBooks file you wish to post to. This section also verifies the link to the QuickBooks file to make sure that the QuickBooks file location has not changed since last time and is accessible.

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4. CHART OF ACCOUNTS ? This button allows you to view the chart of accounts. In this section, the default DealerCenter chart of accounts is compared to the chart of accounts in the linked QuickBooks file to ensure that all accounts are properly mapped and linked. Any accounts without a green tick must be relinked before proceeding any further.

5. JOURNAL ENTRIES ? This button allows you to preview the data before it is actually posted to the QuickBooks. Select the dates you wish to preview and you will see a summarized journal entry for the days' activity. Once you are satisfied with the activity you may post it into the QuickBooks file. Once posted the application will show a green tick mark next to that day indicating the activity is already posted to the QuickBooks.

DEALERERSHIP / RFC For dealers who operate a related finance company, the QuickBooks bridge allows posting to separate QuickBooks files, one for the dealership and one for the finance company. Please select whether you wish to post to the dealership or the RFC before proceeding to the other steps.

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LINK NEW FILE Whenever the application starts up, it verifies the connection to the QuickBooks file. If the QuickBooks file has moved, you will need to relink the file. QuickBooks need not be open in order to post to the QuickBooks file, but it must be in multi-user mode. The process for linking a new QuickBooks file for the first is as follows.

a. Open QuickBooks and have the Company file open b. Open the QuickBooks bridge application c. Select Dealership or RFC d. Click the browse button

e. Browse to the location of the QuickBooks file, select it and press open.

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