Accounting

DealerLogic is the only QuickBooks® GOLD Certified Dealership Management Software system recommended by

QuickBooks ProAdvisors. Before continuing, please make sure the correct company in Quick Books is open.

To begin, from the Office Operations Tab, Select Set Map Codes. This is a one time process to associate Dealer Logic

items to Quick Book Items.

Here we are looking at items in a deal.

To associate an item click into the column QBItem. Your QuickBooks Item List becomes available. If you do not use the

item, leave the line blank. For example, my dealership may not install Anti Theft Systems. I would leave that item blank.

You can easily go to the next item by clicking on the down arrow. It’s sometimes easier to complete this table by module,

When the table opens, the items are grouped by

Module. Click on the to expand the list.

use the group by feature to

assist you. Before starting this

table, make sure you know what

Invoice and Repair Order types

you will be using. Make any

item you are not using inactive

before opening this table.

In the Quickbooks grouping you will find

List Unposted Deals – Inventory that has been sold but not brought into Quickbooks. When selecting the option, a link is

created between Dealer Logic and Quickbooks.

To select a deal, double click the blue ribbon. The details of the deal will be brought into the accounting window.

The invoice date and delivery date can be updated. When you are ready to send the deal, click Save.

A

A

C

K

K

B

B

C D

D E

E F

F F

F

C

G

G

C

H

H

I

I

J

J

This is B + F Offset

Each line of the accounting

window has a corresponding

enter either on the inventory

or on the deal. Each line has

been represented with a letter.

Locate the matching item to

see where the amount is

coming from. The contract

price and the total should

match. If they don’t, check the

cost information on the

aftermarket items.

D + E

E

Start End of Day Parts & Service

The first time you open End of Day select Start End of Day. If the End of Day has been saved, regardless if it has been

processed or not, select Search End of Days. The drawer number is selected using the drop-down window. Select an

End Date. Multiple End of Days can be run for the same day. Let’s say it’s Friday. The last day of the month. Your

process your End of Day, and up pulls the delivery truck with a large Warranty Check. Post the Warranty Check to the

open RO’s and run a 2nd

End of Day. Any transactions from your last end of day are carried forward to the next day. In

the example if an EOD was not run after posting the warranty check, they would be included on the next EOD.

The EOD# is assigned by DealerLogic. The

Drawer# and End Date were selected

from the prior screen. The Location and

Salesperson are defaulted from the user

signon. Opening: Enter the amount that

is in your drawer before taking any

transactions. To help count, enter the

number of coins and bills into the

corresponding fields. An accounting copy

is supplied for Part Invoices & RO’s.

Whatever your method of keeping track

of your totals throughout the day, enter

the Totals for each payment type in the

Drawer Amt column. Click Compare.

No Credit Card information was entered

in the drawer totals. The column Invoice

Amt is the totals by payment type, Dealer

Logic has calculated for this drawer. In

this case the receipt got behind the

printer and was not immediately seen.

Any out of balance situation should be

investigated. It will not prevent you from

posting. You can close the compare

window and view transactions or view the

reports associated with End of Day to help

you investigate.

The Transaction List can be

viewed in Summary or in detail

by clicking on the to expand

the list. On the bottom portion

of the screen you can use the

group by feature to look at the

transactions differently. To

print use the icon in the upper

left icon.

When you have accounted for all of the transactions for the day and are ready to send to accounting, Select Process.

Only End of Days that have been PROCESSED will appear in the accounting window. No new transactions will be

added to this end of day. Multiple End of Days can be run for the same end date.

Once accounting has Posted the End of Day into Quickbooks, the Posted flag is set.

The tool bar at the top of the EOD Settlement Window

Save – Saves any changes made to the form. Delete will permanently remove from the EOD from the list.

Print – A list of reports: EOD Transactions: Summary (the coins and bills you counted)

EOD Transactions: Part Sales Detail and Summary of Part Invoices

EOD Transactions: Service Sales Detail and Summary of Repair Orders

EOD Transactions: EOD Transaction Summary/Detail by payment type

EOD Transactions: EOD Count Comparisons Difference between what the system had versus

what you entered in the Drawer Amt.

EOD Transactions: EOD Deposits

EOD Transactions: EOD On Account

EOD Transactions: EOD Sales Tax Override Rate

EOD Transactions: EOD Disbursements

These can be printed at any time.

E-mail - if set up in the company file and the employee file, e-mail can be sent from Dealer Logic. Select e-mail and

enter the recipients’ e-mail address. Dealer Logic has formatted the subject line, body, and attached a PDF file of the

quote.

Documents, with a file extension of PDF, JPG, or GIF can be linked to vehicle inventory. In the drop-down arrow you

can add or view any documents.

The next step in the process is to make sure the Map Codes have been completed. This is a one time set up. From the

Office Operations tab, select Set Map Codes.

To associate an item click into the column QBItem. Your QuickBooks Item List becomes available. If you do not use the

item, leave the line blank. You can easily go to the next item by clicking on the down arrow. It’s sometimes easier to

complete this table by module.

When you are ready to bring the EOD to QuickBooks, click on List Unposted EODs from the Office Operations tab.

Double click the blue ribbon to select the EOD you want to process

Use the group by feature to

assist you. Before starting this

table, make sure you know what

Invoice and Repair Order types

you will be using. Make any

items you are not using inactive

before opening this table.

The amount should always be Zero.

Send an e-mail to

support@breezego.com that you are

out of balance. I glance to make sure

everything looks ok. And then click Save

in the upper right hand corner to

process.

The tool bar in the End of Day to Quickbooks

Save – Will send the EOD to Quickbooks

Print – Shows the Dealer Logic Map Code, QB Item, and Amount. Total should always be zero

In Quickbooks

Refresh – If you made any changes to the Item list, Accounting list, or Map codes, click Refresh to update your list.

EOD – Will launch the Dealer Logic End of Day Transaction window.

List Unposted Stock

This is inventory that is being brought into the dealership. There are 8 map codes for inventory to be completed prior to

bring the transactions to Quickbooks. Select Map codes from the Office Operations tab.

Select List Unposted Stock. Use the drop-down list to select the appropriate value for A/P Account. The inventory will

be Floor Planned so I have select the AP account of floor plan, entered the amount of the flooring, and the terms. The

other values are coming from the mapping tables. The fields in BOLD are required. When you are ready to send to QB,

click Save. The radio button at the bottom determines what gets created in QuickBooks. It’s your choice. If Save as

Default is checked, it will remember any values you have selected using the drop-downs.

Quickbooks sends a response when the item was

created.

List Unposted Parts – All Purchase Orders are sent to Quickbooks. Set the Map Codes. Map Codes are on the Office

Operations tab.

To associate an item click into the column QBItem. Your QuickBooks Item List becomes available. If you do not use the

item, leave the line blank. You can easily go to the next item by clicking on the down arrow. It’s sometimes easier to

complete this table by module

Here we should see the total amount of the purchase order. If they have forgotten to add freight, it can be added using the

drop-down and entering an amount. We are only creating a bill. Select the Create as option to fit your needs.

Deposits

Deposits can be taken from a Deal, Parts Invoice, Repair Order, or from the Office Operations tab. A customer is required

to add a deposit. If there is not a customer click to add customer. If a customer is not found where searching, add new.

This is the Customer Deposit window from the Office Operations tab. After you enter the payment type and amount,

select the department in which the customer will be using the deposit. When an invoice of that type is opened, you are

asked if you wish to apply the deposit. In the example we have added a $100.00 Deposit for a Sale.

When adding a customer to the deal, the customer name was entered and selected. The Customer deposit window

presents and you can elect to use the deposit or not.

The taken deposit window is the same in a Parts Invoice and repair Order. Select Take Deposit from the drop-down

menu.

In a quote the function is identified by the icon to the left of the Deposit label. The same take Deposit screen opens. All

deposits taken are included with the Parts & Serviced End of Day Processing. The transaction appears the day the deposit

is taken. The Deal, Invoice, or RO does not have to be closed.

Take Deposit

Delete Deposit

View Deposit