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Your POS is connected to Garde and you can see your sales and set up budgets — nice! Now let’s take it a step further and get Garde posting those sales into your accounting system daily so you don’t have to think about it.
Note: Even if you never plan to export sales data, you still need to set up your Category Types and Include/Exclude settings for accurate reporting inside Garde.

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Video Instructions

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Flow of Sales Data to Accounting

To post daily POS sales to your accounting system automatically, you’ll need to map every line from your POS to an accounting code in Garde. We can’t tell you the exact mappings since every operation sets up their accounting differently — if you’re unsure how items should be coded, check with your accountant. For a breakdown of what’s usually included in a sales journal entry, see Sales Mapping - Components of a Sales Journal Entry. You can skip these steps and still see your sales within Garde, but we won’t be able to export POS data to your accounting system until the mapping is done.

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Setup

Log into Garde and go to Accounting > Sales Mapping. You’ll see the fields listed below. An asterisk (*) means the field is required. DESCRIPTION autofills with the line name from your POS system. ACCOUNTING SYSTEM ACCOUNT: Double-click this field to select the right account from your chart of accounts. This determines how your sales entries flow from Garde into your accounting system. Multiple rows can map to the same account. TYPE autofills as either credit or debit. CATEGORY TYPE will be blank or one of: Food, Beer, Wine, Liquor, NA Bev, Retail, or Other. This isn’t required for exporting, but it is required for your sales data to show up correctly in Garde reporting. For any line you want included in your Garde sales calculations, select the Category Type you’d like it reported under. (This is how Garde knows to count a sale as “Food” in your P&L, food usage, budgets, etc.) Lines set to “Exclude” don’t need a Category Type. INCLUDE IN SALES REPORTING: This controls whether you see Gross or Net sales by letting you include or exclude things like discounts from your sales reports and emails. It affects how totals appear in Garde — not whether the line gets exported.
  • Include — the line shows up in Garde reporting. Including discounts and comps gives you Net Sales.
  • Exclude — the line is left out of Garde reporting. Excluding discounts and comps gives you Gross Sales. Lines set to “Exclude” don’t need a Category Type.
MEMO: Optional. Add a note here and it’ll 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 a line maps to Accounts Payable, specify the vendor it’s payable to. If it maps to Accounts Receivable, specify the customer it’s receivable from. If the line doesn’t map to A/P or A/R, you can leave this blank. CLASS: If you use Classes in QuickBooks, you’ll see this column and can set the appropriate class for each unit. If you don’t see it, no worries. GROUP: Your POS may have separate rows for Visa, Mastercard, Discover, and American Express — but they all come into accounting as one deposit. Put the same Group number on multiple rows and Garde combines them into a single amount. Start with “1” for the first group, “2” for the next, and so on. You can have as many groups as you need (or none). Don’t forget to save. That’s it — you’re all set!

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Sending Sales Entries from Garde to Your Accounting System

Head to Accounting > Sales Entries to see your daily entries. To preview what an entry will look like when exported, you can:
  • Select any daily entry row and go to the Edit Sales Record page to review your setup and mappings.
  • Click the Print Journal Entry button at the bottom right of the page to see the exported format.
When you’re ready to send, go to Accounting > Export. Check the box on the left side of any Daily Sales Entry you want to send, then hit the green Send button at the top right. Take a look at your accounting system to confirm everything looks good. If it does, you can set your sales to auto-send every night through your Accounting System Integrations settings. A note about POS updates: Sometimes your POS updates sales data after entries have already been sent to Garde (credit card processing fees are a common example). Most POS systems send updated information for a few days. If entries haven’t been exported yet, Garde will update them automatically. Once an entry has been exported, Garde won’t update it or your accounting system. If you regularly expect POS updates a day or more after the initial sync, we recommend either exporting manually or setting a delay on automatic exports. To set a delay, go to Setup > Integrations, select your accounting system, and enter the number of days in the “Days to delay sending sales entries” field. (In the example below, entries wait 1 day before auto-exporting to capture any POS adjustments.) If something gets updated in the POS after a sales entry has already been exported, reach out to contact@garde.app and we’ll update the entries for you.

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Changes to Your POS Setup

If you make changes to your POS that don’t affect the journal entry — like adding a new beer to an existing category — you don’t need to do anything. But if you add something like a new payment account, Garde will hold that day’s sales entry and notify you that it needs to be mapped. Once you set it up, the sales flow picks right back up. You can learn more about these notifications here: Fixing Unmapped Sales Entries. As always, reach out to contact@garde.app if you need help with this process!