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Your POS is now connected to Garde and you can see sales and set up your budgets. But would it not be great if Garde could post those sales into your accounting system daily and you did not have to sweat it? Just follow these instructions and you will be on your way.
NOTE: Even if you do not ever plan to export your sales data, setting up your Category Types and selecting which to Include/Exclude are essential to see accurate reporting within Garde.

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Flow of Sales Data to Accounting

To post daily POS sales to your accounting system automatically, you need to go into Garde and for each POS line, associate/map every line from your POS to an accounting code in your accounting system. If you do not know how these POS items should be coded/mapped, you may need to contact your accountant regarding the best way to record this information. This article will help break down what is usually included in a Sales Journal entry: Sales Mapping - Components of a Sales Journal Entry While you can skip these steps and still see your sales within Garde, we cannot export your POS data to your accounting system until you have completed this process.

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Setup

Log into Garde and go to Accounting > Setup. You will see the following fields (the * denotes required fields): DESCRIPTION will autofill as the name of the line directly from your POS system. *ACCOUNTING SYSTEM ACCOUNT: this should be completed with the correct account from your chart of accounts. By double-clicking this field, you can select an accounting code from your chart of accounts, which sets how your sales entries will flow over to your accounting system from Garde. TYPE will autofill as either credit or debit. *CATEGORY TYPE will either be blank or one of these categories: “Food, Beer, Wine, Liquor, NA Bev, Retail or Other.” This does not have to be completed for exporting, but it is required for your sales data to correctly flow to Garde reporting. *INCLUDE IN SALES REPORTING: This field gives you the power to see Gross or Net sales by letting you choose to include or exclude things like discounts from your sales reports and emails. This controls how you see your total sales in Garde, not whether it is or is not exported to your accounting system. MEMO: Optional. This line is available for you to add a note that will appear in the memo field in your accounting system if memos are supported. ACCOUNTING SYSTEM ACCRUALS: Required if you map to an A/P or A/R account. If you map a line from your POS system to an Accounts Payable account, you will need to specify the Vendor to whom it is Payable. CLASS: If you are using Classes in QuickBooks you will see this column and will need to set the appropriate class for this unit. GROUP: If you put the same Group number on multiple rows, we will combine them and send them across as a single amount. You can have an unlimited number of groups (or none). DO NOT FORGET TO SAVE.

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Sending Sales Entries from Garde to Your Accounting System

You can now go to Accounting > Sales Journals, where you will see daily entries. If you want to see what it will look like when exported, you can select any daily entry row and go to the Edit Sales Record page to see your setup and mappings, or click the “Print Journal Entry” button. When you are ready to send an entry to your accounting system, click on Accounting > Delivery Journals. Click the checkmark on the left side of the row for any Daily Sales Entry you want to send, and then hit the blue Send button on the top right. Take a look at your system, and if all is right, you can set your sales to auto-send every night. Note: There are some instances where sales may update in your POS after your sales entries have been sent to Garde (with credit card processing fees for example). If sales entries in Garde have not been exported to your accounting system, we will update them in Garde. Once a sales entry exports to your accounting system, we will not update Garde’s records (or your accounting system). If you commonly expect to have updates to your POS one or several days after sales data is synced, we recommend you export sales entries manually or set a delay on automatic exporting. To do this, go to Setup > Integrations > Edit Configuration and enter the number of days you would like to delay. If something is updated in the POS after a sales entry has been exported from Garde and you need it updated, contact contact@garde.app to update the entries.

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Changes to Your POS Setup

Quick note: if you make changes to your POS that do not affect the journal entry (like adding a new beer to an existing category), you do not need to do anything. But if you add something like a new payment account, we will not send the entry to your accounting for that day and will notify you that it needs to be set up/mapped. Once you make this tweak, the sales flow restarts. There is more information about these notifications here: Fixing Unmapped Sales Entries. As always, reach out to contact@garde.app if you need help with this process.