Phone 805.462.8410 ~ FAX: 805.466.0396

November 17, 1999

COUTS Industries
Aloha 2 QuickBooks Pro
Interface Service Pack #3

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This Service Pack contains updated information and replaces Service Pack #1 and #2

COUTS Industries is announcing additional enhancements and updates to reported bugs with the Aloha 2 QuickBooks Pro (A2QB) Interface Program. 

EMPLOYEE NAMES AND ID NUMBERS 

QuickBooks uses both the Aloha Employee Number and the Employees Name to track and maintain Tips and Auto gratuities, Time and Attendance Reporting, payroll report and other activities.  We now provide a vehicle to use existing information in Aloha to report this information.  Previously we required that Employee ID Numbers be three characters between 100 and 999.  This is no longer a requirement.  Your present method of assigning ID Numbers is now imported to QuickBooks and placed in the Employee’s QuickBooks Template as a “Salutation”.

 Employee names must be unique.  This rule is imposed by QuickBooks.  The uniqueness is derived from the combination of the initials of the employee.  QuickBooks uses First Name, Middle Initial and Last Name to arrive at the unique combination.  Insure that the Aloha Employee File contains no duplicated entries, an example follows that will trigger an error in QuickBooks prior to running the interface.

EXAMPLE:
You have two employees in the Aloha POS, one is named Jane Adams and the other is John Anderson.  If an import is attempted, an error message will be displayed indicating duplicate Employee Names as the employee initials are identical; J A.  To correct this if Jane Adams Middle Name is Sue, adding this information to Aloha will correct the problem.  QuickBooks will now see your two employees as unique.

The Aloha Employee File is the Master File for the A2QB interface.  If you change data in the Employee File in QuickBooks and not Aloha, the information from Aloha will overwrite the data in QuickBooks.  To keep your information up-to-date, always change the data in Aloha prior to exporting to QuickBooks.  This includes utilizing the Terminated and Rehire Fields in the Aloha Employee File.

SOCIAL SECURITY NUMBER ISSUES

Certain Social Security Numbers (SSN) are invalid and will either cause an error in QuickBooks or not be imported.  A SSN containing all 3’s is not valid and will cause an error in QuickBooks.  Also, the interface will ignore SSN’s consisting of all 9’s, all 1’s or a 0 (zero) only.  As this data is “filtered out” by the interface, you could use these numbers for testing or training.  Any information behind these numbers will not be reported to QuickBooks, but sales activity would be if a training database were not used. 

PAY PERIODS

If you pay on a weekly basis, nothing needs to be done, however, if your pay period is daily, bi-weekly, semi-monthly or monthly, please follow the instructions below. 

  1. In Windows, go to the root directory of A2QB
  2. Select File, New, Text Document from the menu bar
  3. Rename the file, depending on your pay period
    1. Daily
    2. Biweekly
    3. Smonthly (for semi-monthly)
    4. Monthly
  4. Do not give the file an extension name (i.e. TXT, DOC, FIL, etc.)

During the import process, your pay periods will now be reported properly.

PDF Format

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