In a retail environment, frequent transactions overwhelm business management with the constant need to populate their chart of accounts associated with each transaction to ensure proper reconciliation of accounts accurately. And even if you’ve got a bit of idea about business accounting then you must know how delicately accounts must be debited and credited to reflect the accuracy of the accounting system. To achieve such a level of accuracy, however, one needs to define accounts properly. The level of complexity further increases when these accounting data need to be transferred between disparate solutions – then you must also define how transactions and accounts are linked between the two solutions. This is done via a process called mapping. This article will discuss the account mapping functionality of an integration solution by the x2xeCommerce called the x2xeCommerce RMH-QuickBooks integration solution and how it allows for an accurate data transfer between the solutions.
Account mapping functionality in RMH-QuickBooks
Accounting is a crucial step that determines the integrity of your accounting system, therefore, the x2x RMH-QuickBooks solution offers comprehensive account mapping features to enable you to establish an accurate & seamless synchronization of your accounts between the two solutions and ensure consistency of data. Since any chart of accounts could involve numerous different accounts to define the account mapping section of the solution has categorized them into different modules and sub-modules to facilitate the user with convenience when mapping. The account mapping section is divided into the following modules and sub-modules:
Account types
Sales
1.1 Tender
1.2 Tender Over/Short
1.3 Account Receivables
1.4 Deposits
1.5 Taxes
1.6 Cash
2. Cost of Goods Sold
2.1 Departments
3. Inventory
3.1 Department
3.2 Inventory Adjustment
3.3 Store Transfer
4. Purchase
4.1 Account Payable
4.2 Taxes
5. Rounding
Defining the mapping of accounts
The account mapping process is the foundation of this integration solution since it will decide how your QuickBooks accounts will get populated with RMH transactions. Therefore, the significance of this process. Thus to facilitate the customer efficiency of the mapping process the solution features a mapping window for each RMH store, with the column containing the RMH accounts in one column and a corresponding column for QuickBooks accounts. To make the mapping process efficient and more convenient for the user the solution incorporates the following features.
The RMH accounts are automatically populated from the RMH. Similarly, in the QuickBooks column, you can double-click to open the list of QuickBooks accounts and select the relevant account that you desire to map with the given RMH account. This eliminates the need to type in the account names and prevents any resulting error to ensure the accuracy of the mapping process.
Given the possibility of linking a single QuickBooks account to multiple RMH accounts the solution also features a copying feature making it more swift and convenient for the user to complete the mapping. The user can simply right-click on the account to copy and select the option to copy the given account on the account above and below it.
To facilitate an effiicnet mapping for multiple stores the solutions also allow copying mapping functionalities between stores enabling the user to copy mapping defined for one store to another. Since the accounting structure for a given business is likely to be similar between stores this feature is very useful in providing convenience to users and saving them time when mapping.
It is also worthwhile to mention here that while the synchronization of data between solutions is dependent on the defined mapping some features of the account synchronization and which account will get populated also depend on the enabled modules and settings. For example, if the account receivable module is disabled the user has to map the RMH account with the QuickBooks account receivable or the RMH account receiveable account in QuickBooks depending on if they want to track the specific details for customers or not
Customer and Vendor mapping
Since the sales and purchases are associated with the customers and vendor, it’s essential to have them synchronized between the two solutions as well. The x2x RMH-QuickBooks integration solution allows downloading of QuickBooks customers and Vendors into x2x RMH-QuickBooks where the solution matches the given transaction customers or vendors and records the entries into their account in QuickBooks when the transactions are uploaded. The synchronized customers/vendors can be seen in the customer/vendor window with their details, QuickBooks & RMH IDs, and synchronization status.
If any RMH customer or vendor does not exist in QuickBooks then the solution provides the “Create new” option which creates a new customer/vendor in QuickBooks associated with the given transaction. In this fashion, the integration solution ensures that the customers and vendors are in synchronization between the two solutions.
Conclusion
Accounting is at the heart of your financing operations and the necessity to ensure its accuracy is therefore is must. However, utilizing two systems to manage your operations can bring challenges in ensuring consistency between them, especially in an area as delicate as accounting. To meet such demands implementing an integration solution to achieve syncrhonization of accounts is needed. The x2xeCommerce RMH-QuickBooks integration solution is well-designed with such needs in consideration, allowing you to link your RMH transactions with your QuickBooks accounts and help you maintain transparency, consistency of data and compliance with tax rules with great accuracy.
The x2xeCommerce also offers various other integration solutions in the domain of ERP, POS, and eCommerce platforms that are not only comprehensive but also customizable per your specific needs and requirements. An example of another integration solution by the x2xeCommerce includes The x2x RMH-Shopify Integration Solution. If you’re looking for a solution to meet your integration and data synchronization needs, the team at x2x can help you by understanding your requirements and implementing a suitable solution. If you have any queries or want a free demo. Feel free to reach out to the x2x team.