HOW TO SETUP ACCOUNTING INTEGRATION

  1. From the Blackpurl Header > click on User-added image > System settings


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  1. From the System Settings Dashboard > click on User-added image

  

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  1. Work through each step - take your time as the system will not allow you to progress until you have finalised each section.  If you need assistance, please contact Blackpurl Support by emailing support@blackpurl.com

Accounting Provider tab

QuickBooks
  • From the dropdown User-added image select your Accounting Provider and select QuickBooks Online.

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  • Then click on User-added image

  • At this time, you will be asked for the Consumer Key and Consumer Secret.  Please contact support@blackpurl.com for these codes.
They will be sent to you by email for you to cut and paste the codes into the relevant fields.
  • Once you have entered the information click on User-added image.
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  • The QuickBooks log in page will pop up for you to type your username and password into.
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QuickBooks may ask you to go through a few checks, such as

  • Verification - just follow the prompts
  • Confirm the company name of your QuickBooks Online - just follow the prompts
  • Authorise the connection and sharing of data - click on Authorise

Then just continue to Step 4



XERO
  • For XERO setup you will require the assistance of Blackpurl Support. 
  • Please contact Blackpurl Support and ask them to assist you with the XERO connection 
  • You will need to ensure that you have given Blackpurl Support access to your XERO accounting package prior to contacting them.
  • Once the link is established, Blackpurl Support we will also sync your Chart of Accounts into the Accounting Integration.

Then just continue to Step 4 


Once Blackpurl and your accounting package are linked, your Blackpurl screen should look similar to this ie your company name should be listing:

Click on User-added image to continue to the Chart of Account tab.

  1. Chart of Account tab
QuickBooks
  • Click User-added image to sync the latest QuickBooks Chart of Account with Blackpurl.  
 

XERO
  • As Blackpurl Support has already synced your Chart of Accounts, continue to the next step.


Once the systems have synced, click on User-added image to go to the next tab.


For Australian Blackpurl Dealers - Please proceed to Step 5 - Tax Code Mapping 

For all other locations - Please proceed to Step 6 - Control Accounts.


  1. This Step is FOR AUSTRALIAN BLACKPURL DEALERS ONLY with Prices Includes Tax setting
Tax Code Mapping tab

For Australian Blackpurl Dealers there is an additional step required - Tax Code Mapping.
On each of the Blackpurl Tax Rate you will need to map the Tax Rate by clicking on User-added image and making your selections.


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Work your way down the tax rates until completed then click on User-added image as this will finalise the Tax Code Mapping.

Once the Tax Codes have synced > click on User-added image continue to Step 6 - Control Accounts tab

  1. Control Accounts tab
On each of the Control Accounts, click on User-added image to select the relevant General Ledger Accounts.
Please take your time to make sure that you are selecting the correct General Ledger Accounts.
All fields must have a General Ledger Account listed or you will not be able to move to the next section.

For the Cash Sale Customer and Internal Service Customer - these customers will first need to be setup or already be customers in QuickBooks.
It is the Customer ID from QuickBooks that you need to enter into these fields.

To get the correct Customer ID from QuickBooks, see below:

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Then you will need to type (copy and paste also works) the relevant Customer ID into the Cash Sale Customer field:

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Do the same process to find and enter in the Internal Service Customer ID as well.

XERO

For the Cash Sale Customer and Internal Service Customer - these customers will first need to be setup or already be customers in XERO.
It is the Customer ID from XERO that you need to enter into these fields.

To get the correct Customer ID from XERO, see below:

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Then you will need to type (copy and paste also works) the relevant Customer ID into the Cash Sale Customer field:

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** Do the same process to find and enter in the Internal Service Customer ID as well.

Once you have finished, click on User-added image and then User-added image.

This will take you to the next tab Undeposited Funds


  1. Undeposited Funds tab

            

            For each Payment Method that you have setup in your Blackpurl (under System Settings > Settings and Controls - 

            Payment Methods), you can now assign a individual / different General Ledger account to each payment type.

            

            The system will also allow you to use the same General Ledger account


            Just work your way down the list of Payment Methods and assign the relevant General Ledger account 



When funds are receipted in a Customer Order (both Deposit and Checkout sections), the General Ledger account indicated on the relevant Payment Type is where the funds will show in your Accounting Package.



Once you have assigned a General Ledger account for each Payment Type click  and    

         to take you to the next section - Default Accounts tab


        8.  Default Accounts tab

As with the Control Accounts, you will need to allocate General Ledger Accounts to each Default Accounts.
Again work down the list, taking your time.

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Once you have finished the list, click on User-added image and then User-added image to take you to the Categories tab. 


        9. Categories tab


This will list the Categories (these are default categories that were provided when your Blackpurl was created) that are currently listed in Blackpurl for you to allocate a relevant Income / COGS / Inventory General Ledger Accounts to.

For further information about Categories, please review this video - Video - What is a Category?

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On each Category line - click on User-added image and it will open the Edit Category screen for you to add in the relevant General Ledger Accounts to and once you are finished click User-added image.User-added image                                                                                                                                                                                                                                   
At this point you can also add in new Categories (if required) by clicking User-added image

Once you have finished with your Categories tab > click User-added image take you to the Transaction Type tab.

    10. Transaction Type tab


This section will allow you to create new transaction types for use in either Service Jobs and Parts and Accessories sections.

It will allow you to allocate specific Categories to those transaction types as you may want to 

            map certain transactions to certain general ledgers in your accounting package.


For example you may wish to create additional Third Party (ie Insurance) or Internal (ie charge out consumables) job types.
To create a new Sales Type,  click User-added image to complete New Job type window


  • Type - select if it is to be a Service Job or Part Sales Transaction Type.  Basically where do you want to use this new Transaction Type - on a Service Job or in a Parts & Accessories section?
  • Code - what is the name of your new Transaction Type
  • Part Category - indicate what part category this transaction type will follow ie what General Ledger mapping 
  • Labour Category - indicate what Labour category this transaction type will follow ie what General Ledger mapping 
  • Indicate if is to be the Default then click User-added image
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Complete this step for all new Transaction Types that you want to create.


11.  Nearly there! If you have green ticks beside each tab then you are ready to finalise the Account Integration setup.


  

If you need to review or change any of the settings or you do not have the relevant green ticks, click on the relevant tab 
Once you have finished and ready to implement, click on User-added image.


    12.  Please sent an email to support@blackpurl.com to indicate you are ready for us to "copy" over your Blackpurl                          Customers and Vendors to your accounting package.

Please also advise what date you intend on going live with Blackpurl so we can switch on / activate the Accounting Integration.

Please contact Blackpurl support by emailing support@blackpurl.com if you have an issues etc.