Set up a Quickbooks file

Ascend software is compatible with Quickbooks. If you want to use Quickbooks for your shop's accounting, you'll need to set up a Company File with the recommended Chart of Accounts (COA).

Ascend's retail accountant team also offers Bookkeeping services for Ascend retailers. Learn more here.

Purchase and Download Quickbooks


Follow this link to sign up for Quickbooks and download the latest version. 

Set up your account


1. In Quickbooks, go to File > New Company.
2. Choose Express Start. The Glad you're here window opens.
3. Enter your Business Name.
4. For the Industry field, select help me choose or Other/None.
5. Select your Business Type from the dropdown menu, or click Help me choose if needed.  



6. Fill in any other information as needed.
7. Select Create Company. It may take a couple minutes for the file to be created.
8. Once it's created, select Start Working.



9. Click on the Lists tab to view your Chart of Accounts (COA).
10. You should see five accounts:
     a. Payroll Liabilities
     b. Members Draw
     c. Members Equity
     d. Opening Balance Equity
     e. Payroll Expenses


Configure your COA


Now it's time to import the recommeded Chart of Accounts (COA). Be sure to use the correct one; there is one version for single stores, and one for multi-store locations.

1. In Quickbooks, go to Files > Utilities > Import > Excel Files. The Add or Edit Multiple List Entries window opens.



2. Click No. The Add your Excel data to Quickbooks window opens.



3. Select Advanced Import. The Import a File window opens.
     a. Click Browse to navigate to the location you saved your COA. Select the COA.
     b. Choose Sheet 1.



4. Under Choose a mapping, select Add New. The Mappings window opens.
5. Add this information:
     a. Select COA for Mapping Name.
     b. Choose Account for Import type.  
     c. For Type, select ACCNTTYPE.
     d. For Number, select ACCNUM.
     e. For Name, select NAME



6. Select Save.
7. Back on the Import a file window, the Choose a mapping field should be filled in.
8. Select Import



9. Select Yes to confirm the import on the Import window.



10. The Duplicate records found window opens. This is totally normal! 
11. Just check the circle for Replace ecisting data with import data, ignoring blank fields
12. Select Apply to All



13. A prompt will appear asking if you'd like to save the error log. Select Save if you'd like to save it, or Don't Save if you do not.


Turn on Account Numbers

In order for Quickbooks to work with your Ascend software, you need to turn on the account numbers.

1. In Quickbooks, navigate to Edit > Preferences > Accounting > Company Preferences.
2. Check the box for Use Account Numbers.
3. Select OK.



4. Now you should delete (or make inactive) the five original accounts that existed before the import. They are easy to find because the accounts are five digits long (Ex: 55434).  In case you need a refresher, the names are:
     a. Payroll Liabilities
     b. Members Draw
     c. Members Equity
     d. Opening Balance Equity
     e. Payroll Expenses  

FAQs and Troubleshooting


Q: Where do I get the COA Excel document that I'm supposed to import?

A: You can email accounting@ascendrms.com to get the document(s). 

Additional Resources


Article: Import COA into Ascend

Article: Assign your Quickbooks accounts in Ascend 

Article: Move files from Ascend into Quickbooks

Integration

  1. Submit an idea for an improvement to the software
  2. Create an Ascend University account
  3. Process Trek warranties
  4. Display my product availability on TrekBikes.com
  5. Accounting for bikes bought on TrekBikes.com (Click & Collect)
  6. Return an item bought on TrekBikes.com
  7. Use the SmartEtailing Direct Mail Customer Export with Ascend
  8. Sign up for text alerts when there's an Ascend service issue
  9. Set up Gift Cards in my shop
  10. Send inventory & pricing information to Locally
  11. Set up a Quickbooks file
  12. Import a chart of accounts into Ascend
  13. Assign your Quickbooks accounts in Ascend
  14. Move files from Ascend into Quickbooks
  15. Ascend recommended practices for QuickBooks®
  16. Join the Ascend Customer Network (ACN) on Yammer
  17. Accessing Dexter from Ascend
  18. Set up Ascend to export (upload) products to an ecommerce (SmartEtailing) website
  19. Set up Ascend to import (download) ecommerce (SmartEtailing) sales
  20. Export (upload) product information to an eCommerce (SmartEtailing) website
  21. Process eCommerce (SmartEtailing) sales
  22. Set up email integration
  23. Help a customer apply for a Trek Card in your store
  24. View availability for Trek products using Order Grids
  25. Get started with Listen360 integration
  26. Listen360 Overview with Ascend
  27. Send purchase and registration information to Bike Index
  28. Register Bikes with Trek during transactions
  29. Selling Trek Project One (P1) bikes
  30. Use the Ascend Retailer Portal on ShareFile
  31. Quality Bicycle Products (QBP) integration
  32. Send bike sale information to Project 529 Garage
  33. Send inventory & pricing information to Bike Exchange

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