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Chart of Accounts

TenCon requires the use of Bank Accounts, Liability, Revenue and Expense accounts to import your data. We recommend using account numbers in your chart of accounts. To turn this feature on in QuickBooks®, go to Edit/Preferences/Accounting/Company Preferences and select the option “Require Accounts”.

The Chart of Accounts List in QuickBooks® is a list of accounts that you use to categorize your income, expense, assets, liabilities, and equity amounts. If you want to track a particular transaction type on a report, or activity in a bank account, you need an account for that line item.

To set up a new account within your Chart of Accounts List, follow these steps:

Choose the Lists?Chart of Accounts command.

Click the Account button at the bottom of the window.

QuickBooks® displays the Account menu. One of the Account menu options is New, which is the command that you use to add a new account.

Add a new account by choosing the New command from the Account menu.

QuickBooks® displays the first Add New Account window.

Use the Type buttons to identify the type of account that you’re adding.

QuickBooks® supplies the following account types: Income, Expense, Fixed Assets, Bank, Loan, Credit Card, Equity, and, if you mark the Other Accounts Type and open the Other Accounts Types drop-down list, Accounts Receivable, Other Current Asset, Other Asset, Accounts Payable, Other Current Liability, Long Term Liability, Cost of Goods Sold, Other Income, and Other Expense.

These account groups essentially tell QuickBooks® in which area of a financial statement account data gets reported. Note, too, that the first Add New Account window shows examples of the selected account type in the box above the Continue and Cancel command buttons.

Click Continue.

QuickBooks® displays the second Add New Account window.

Use the Name box to give your new account a unique name.

The name that you give the account will appear on your reports and statements.

(Optional) If you’re setting a bank account that uses another currency other than your home country currency, select the bank account currency from the Currency drop-down list box.

If you told QuickBooks® that you work in multiple currencies — you would have done this during the EasyStep Interview setup process — QuickBooks® wants you to identify those bank accounts, customers, and vendors that use a currency different from your home currency.

(Optional) Provide a description for the new account.

You don’t need to provide a description. Without a description, QuickBooks® can still use the account name on financial statements. If you want a more descriptive label placed on accounting reports, however, use the Description box for this purpose.

Provide other account information.

The Add New Account window includes a Bank Acct. No. box that lets you record the bank account number for a particular bank account. Other account types may have similar boxes for storing related account information.

For example, the credit card account type version of the Add New Account window lets you store the card number. If you do have another box or two in which to store account information, go ahead and use that, if necessary, to collect the bits and pieces of data that you want to save.

Each bank account which receives tax deposits, liability payments, or revenue (Invoices) will need to be set up with a corresponding liability account. For example, if your bank account for impounding taxes is a separate account, you would set up that bank account as well as a matching liability account. These two accounts should always maintain the same balance, as the liability account reflects the amount of funds you are holding in your account for pending tax payments.

Example:

Account No Description Type Bank Account Number

1010 Checking – Tax Impound Bank 123456789

2010 Impound Liability Other Current Liability

These accounts will be used in the set up process of TenCon. Your Chart of Accounts must be set up in this manner prior to importing files using TenCon.

ITEMS

TenCon will use the Item feature in QuickBooks® during the import process. You will set up your TenCon items from within the TenCon Reconciler. Once you have launched the program, select “Admin” in the bottom right corner and type in the administrator password. The Items Set-Up screen will appear. Items created in this screen will automatically be set up within your QuickBooks® data file. You will need to have QuickBooks® running and open on your company file during this process.

Items – we recommend you create an item for each of the types of incoming funds included in your Nacha and EFTPS files. For example, you would create the following items, and link those items to your Chart of Accounts as follows:

Item Name Account

Invoice 4000 – Sales (This will post all incoming invoice payments to your Revenue account)

Taxes 2010 – Impound Taxes Payable (This will record all impounded taxes into the liability account)

Once you have set up your items, select the Next button to map your Chart of Accounts in TenCon.

The next screen in the set up process is to set up your Nacha files. In the top section of the set up screen you

will need to type in your bank account numbers, as they appear in the Nacha file. Next, you will need to tell TenCon which QuickBooks® Chart of Accounts number is associated with that particular bank account, as well as the item that will be depositing money into that bank account.

For example:

Bank Account Number QB Account Number Item

123456789 1010 – Checking Invoice

The lower portion of this screen is where you would designate payments that would be in your Nacha file. You would designate the bank account the payments will be coming out of, as well as the corresponding QB accounts for these payments.

For example:

Bank Account Number QB Liability/Expense Account: QB Bank Account Number

123456789 6600 – Payroll Expenses 1010 – Checking

This example would be for your in-house payroll expenses included in your Nacha file.

Once you have set up all of your bank accounts, select “Next” on the bottom of the screen.

The EFTPS section of the set up screen is where you tell TenCon which bank account your EFTPS payments are derived from, as well as the corresponding Liability account you set up previously. You will need to select the accounts from the drop down lists, which is a complete listing of your QuickBooks® Chart of Accounts.

For example:

QB Tax Liability Account: 2010 – Tax Impound

QB Bank Account: 1010 – Checking

TenCon Admin Screen:

You will select the “Admin” button within TenCon to set up the QuickBooks® accounts you just created.

Default Admin password is “password”. This can be changed in the Admin screen.

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