With the QuickBooks Integration set up, you can use Retail POS (S-Series) with QuickBooks. Change the QuickBooks accounts data syncs to, update the posting method, check which Retail POS register shifts have synced or which transactions are pending, and view QuickBooks Journal Entries, Sales and Refund Receipts, Transfers, and recommended reports.

Updating Account Mappings

Advanced users can change which QuickBooks accounts receive each piece of Lightspeed Retail data. Account mapping updates take effect during the next register shift and do not affect data already in QuickBooks.

Update account mapping before any data syncs to QuickBooks to avoid potential issues.

1. Navigate to Integrations > QuickBooks Accounting.

2. Click Settings > Update Account Mappings.

   

3. Click through the tabs to navigate the different types of accounts.

   

4. Use the dropdowns to select new QuickBooks accounts.

   

5. Click Save.

Viewing Synced Register Shifts

The Synced Shifts table gives details on all closed register shifts sent to QuickBooks after enabling the integration. See when a register shift was closed, check if it synced, and view Journal Entries and Sales Receipts directly in QuickBooks.

To view synced register shifts:

1. Navigate to Integrations > QuickBooks Accounting.

2. Scroll down to view the Synced Shifts table.

   

   • Status: A green check means the register shift posted to QuickBooks, a red x means there was an error. Visit QuickBooks Troubleshooting guide for help resolving common errors.
   • Shift Closed Time: Date and time the register shift was closed.
   • Last Sync Time: Date and time the register shift synced to QuickBooks. If there was an error, this is the date and time the register shift attempted to sync.
   • Register Number: Number of the register on which the register shift took place.
   • Register Name: Name of the register on which the register shift took place.

3. Click a register shift to expand its view and see Journal Entries, Sales Receipts, and errors.

   • Click View in QuickBooks to open a Journal Entry or Sales Receipt in QuickBooks.
   • Click View Errors and Retry to review any QuickBooks sync errors.

   

Viewing QuickBooks Transactions and Reports

Explore the Journal Entries and Sales Receipt that post to QuickBooks.

Sales tax figures in reporting are estimates based on how you have configured your tax rates and tax groups in BackOffice. For official filings, always verify your current local rates, then manually calculate tax using net taxable and non-taxable revenues. Be aware that tax laws can change at any time and you should contact a tax professional for specific tax advice regarding your business.

To learn how tax is calculated in Retail POS, visit the Sales by Tax Rate Report article.

Journal Entries

At least one Journal Entry posts for each register shift closed in Lightspeed Retail. If the Post Payouts feature is enabled during setup, an additional entry will post. Learn below how to view both the Tenders and Cash Drawer entries in QuickBooks.

To view journal entries:

1. Log in to QuickBooks after a register shift is closed.
2. Click Reports.
3. Search for 'Journal'.
4. Select an entry to view.

   • Tenders Entry: Begins with TE, R# (register), S# (shift), and the date. This posts if there are sales in the register shift and includes the total amount tendered, tax, totals by tender, and gratuity accrued from sales paid for with credit and gift cards.

     

   • Cash Drawer Entry: Begins with CD (cash drawer), R#, S#, and the date. This posts if the Post Payouts setting is enabled and there are drops or payouts in the register shift. This entry includes safe drops and all types of payouts.

     

Sales Receipts

Each register shift also gets a QuickBooks Sales Receipt. The Sales Receipt shows a breakdown of total sales for each department.

To view sales receipts:

1. Navigate to the Journal report.
2. Click a Sales Receipt to view.

   • Sales Receipt: Begins with SR, R# (register), S# (shift), and the date. This entry posts if there are sales in the register shift. The Sales Receipt includes sales totals by department, total returns, and net discounts.

     

Viewing Recommended Reports

• Profit and Loss: This report shows total income (sales, returns, and discounts) and any expenses you have entered in QuickBooks.

  

• Balance Sheet: This report shows total assets (cash drawer cash, undeposited funds, buy inventory payouts) and liabilities (sales tax, total outstanding gift card balance, and credit card tips).

  

• Sales by Product/Service Summary: This gives a breakdown of sales by department and includes total returns and discounts.

  

• Sales by Department Summary: This displays total net sales for each Retail POS store syncing to QuickBooks. To view this report, you must enable QuickBooks Departments during integration setup for each store and turn on location tracking in QuickBooks (set the Location Label to Department).

  

To view recommended reports:

1. Click Reports.
2. Search for and click on a report.

3. Select a preset or custom date range and click Run Report.

   

Having issues with sales syncing to QuickBooks? Visit the QuickBooks Troubleshooting guide.