Frequently Asked Questions

General

Every time you create a transfer, the date range that you set when you created the “charges” report is entered into a log file. When you look at the log file, it will show you if there are any gaps in the dates.

Every time you create a transfer, the date range that you set when you created the “charges” report is entered into a log file. If you create a new “charges” report where the date range overlaps any of the dates in the log file, Extender will prohibit you from making the transfer.

What happens if we have to make an adjustment in Atlantis that changes the information that has already been transferred to QuickBooks?Simple. In automatic mode, use the transfer log screen to delete or void the entries in QuickBooks. Then redo the transfer to QuickBooks.

In Paper mode, re-generate the entries and then edit the existing entries in QuickBooks.

Extender can handle the transfer of accounting data in the following circumstances:

  • Operations where there is a separate Atlantis database for each location and the accounting data for each location is kept in separate QuickBooks company files each of which corresponds to one of the Atlantis databases.
  • Operations where there is a separate Atlantis database for each location but the data for all locations are kept in one QuickBooks company file using a separate QuickBooks ‘Class’ for each location.
  • Operations where the data for multiple locations are kept in one Atlantis database and data for all such locations are kept in one QuickBooks company file using a separate QuickBooks class for each location.

Each time you generate a new “charges report,” Extender scans the Atlantis setup files for new or changed charge codes. Since Extender cannot determine where to “map” these items into QuickBooks, you are prompted to tell Extender how to handle such charges. You don’t need to worry about keeping Atlantis, Extender and QuickBooks “in sync.”

Yes. Extender can be installed on as many machines as you like. Each installation must be able to access the mapping information you have entered into Extender. This information is all in a settings file that can be located anywhere on your network.

Sales of “Inventory” items are included in the “Retail Sub Total” on each of the charges reports. Sales of items defined on the Atlantis Inventory tab and which are NOT flagged as “Is Inventory?” are included in the “Services Sub Total.” These sub-totals (but not the item details) are transferred to QuickBooks.

However, if you purchase the optional Inventory Module, you can map and transfer the item details to QuickBooks.

No. Extender only transfers the totals that are on the charges reports that are produced by Atlantis (or Avalon.) All customer level data are maintained in Atlantis including:

  • Accounts receivable by customer
  • Deposit liability by customer
  • Revenue by customer
  • Etc.

There is no point in having two systems (Atlantis and your accounting software) maintain exactly the same data.

Getting started

Of course. We have helped a number of small businesses ensure that they get the most from their accounting data. Business owners need to understand that the accounting function is not just a “necessary evil” that they have to worry about so that they can file their taxes. A properly structured general ledger and QuickBooks setup will ensure that you have the critical information you need to run your business in the most profitable manner. With years of experience helping a large pet care facility with multiple locations, we can help.

We have prepared a white paper that provides some advice on the relationship between Atlantis, Extender and QuickBooks in terms of accounting for your revenues. Click here to download: Accounting guidance for pet care facilities.pdf

Download our “Getting Started” document for detailed instructions. This document covers:

  • Setting up QuickBooks
  • Extender system configuration
  • How to enter mapping information
  • Daily (or weekly, monthly) operation

There are two appropriate approaches to accounting for punch cards: the cash basis and the accrual basis. The cash approach means that the amount of the sale of any punch card is taken into income on the date the punch card is sold. The accrual basis will allow you to take the revenue into income only when the punch card is applied (which could be months after the sale.) The accrual basis is the best way to match your income to your expenses.

Unfortunately, Atlantis does not yet allow for Extender to account for punch cards on an accrual basis.

Installation and system setup

The QuickBooks On-Line edition (QBOE) is a web based version of QuickBooks hosted by Intuit where your company data is on an Intuit server. Intuit no longer allows for other systems to inject entries into QBOE.

However, you can still use the powerful mapping functionality of Extender to create the entries that can then be entered manually. You can also purchase a QBOE add-on that can import an Excel / CSV file created by Extender. For more information on this approach click HERE.

If the Atlantis program is installed on the same machine as Extender, you do not have to make any adjustments to the installation of Extender. If Atlantis is NOT installed on the same machine as Extender (e.g. you are running Atlantis using remote desktop), you will have to install an ODBC driver and create a DSN (Data Server Name) that points to the Atlantis data. Contact us for detailed instructions.

No. When you install Extender, the QuickBooks Remote Connector is also installed. The Remote Connector will allow you to connect to the QuickBooks company file located on your network or somewhere on the internet. The Extender help system contains very detailed instructions on how to set this up.