A Step-by-Step Workflow for Mapping Products & Services and Chart of Accounts for register Integration #

Mapping ensures that sales, tenders, tax, and other financial data flow properly from register to QuickBooks Online. While item-level setup occurs in QuickBooks, all account mapping configurations including sales accounts, tender deposit accounts, tax destinations, and discount handling are facilitated in register’s backend portal.

This guide outlines how to manage and verify mapping within the register settings portal to support accurate syncing into QuickBooks Online.

Why This Workflow Matters #

register’s mapping interface ensures:

• Controlled routing of sales and payments into the correct QuickBooks accounts
  
• Real-time syncing of item usage, tenders, and tax into accurate categories
  
• Standardization that prevents sync errors and financial misstatements
  
• Clear visibility into how register aligns with QuickBooks Online data structure

All account-level mapping occurs within register’s backend portal, not inside QuickBooks.

Mapping Workflow Setup #

Use this workflow to complete or review all mapping configuration from the register backend portal. This is your central hub for settings and configurations. We will take a deep dive into the following tabs: Organization Settings and Payment Methods.

With in the tabs, you will access these areas:

This area is where you can control the account mappings that register uses within QuickBooks Online. The dropdown list is categorized by QuickBooks Online Account Types. Each Account is displayed in the dropdown with the corresponding account number if that setting is enabled. This setting is controlled in QuickBooks Online under “Account and Settings” -> “Advanced” -> “Chart of accounts” -> “Enable account numbers”. Each account will display in the dropdown as: Account Number – Account Detail Type | Account Name.

Login with your admin login credentials #

1. Select View Organization.
2. Navigate to the Organization Settings tab.
3. Select the blue button Manage Accounts.

1. Review Products & Services Account Mapping #

When setting up register, it’s important to review how your products and services are mapped to your Income, Cost of Goods Sold (COGS), and Asset accounts in QuickBooks Online. These default mappings determine where product revenue and related costs are posted on your books.

Ask yourself: “When I sell or purchase this item, which accounts in QuickBooks should reflect the revenue, expense, and asset value?”

Typical setup includes:

Inventory Products

• Income Account → Sales of Product Income
• Asset Account → Inventory Asset
• COGS Account → Cost of Goods Sold

Non-inventory Products

• Income Account → Sales of Product Income
• COGS Account → Cost of Goods Sold
• (No Asset account is used, since these items are not tracked as inventory.)

Service Products

• Income Account → Service/Fee Income
• (COGS and Asset accounts are not typically used unless tied to subcontractor or billable service costs.)

These mappings can be customized to fit your business. For example, if you want to separate retail vs. wholesale sales, or track different expense categories, you can edit and map your products and services to additional accounts in your QuickBooks.

2. Bank Account #

When setting up register, you’ll need to map each payment type to the appropriate Bank Account in your QuickBooks Online chart of accounts. This ensures customer payments flow correctly and are ready for reconciliation.

Ask yourself: “When payments sync from Register to QuickBooks Online, where should that money go first?”

Typical setup:

• Cash Payments → Cash in Drawer

Tracks physical cash received at the point of sale until it is deposited.

• Check Payments → Undeposited Funds

Holds customer check payments temporarily until you group and record them as a bank deposit.

• Credit Card Payments → Undeposited Funds

Records customer card transactions before transferring them into your business bank account.

Important: Cash, check, and credit card payments will remain in these accounts until you create a Bank Deposit in QuickBooks Online. At that point, you’ll move the funds into your actual business bank account, matching what appears on your bank statement.

• Cash In Drawer
• Card Payments

3. Accounts Receivable #

Accounts Receivable represents the money owed to your business by customers (debtors) for goods sold or services provided on credit. It reflects completed transactions where payment has not yet been collected.

In register, Accounts Receivable is managed through the “On Account” payment type. When you select “On Account” at the time of sale, the transaction is recorded as an outstanding invoice in QuickBooks Online. This invoice remains open and will be due according to the payment terms you have set for the customer.

This allows you to track unpaid balances, manage collections, and maintain accurate financial records for credit sales.

• Accounts Receivable

4. Other Current Liabilities #

Other Current Liabilities are a category on a company’s balance sheet that represent short-term financial obligations. This account gives business owners a clearer picture of all the short-term obligations a company must settle. It ensures that the balance sheet reflects a complete and accurate view financial responsibilities.

• Customer Deposit
• Gift Certificate

Currently in register, you will need to create non-inventory items for Gift Certificate and Customer Deposit. These items would be used to sell and redeem. The items are tied to the appropriate chart of accounts to align with your books.

5. Misc Expense paid with cash out of POS #

When you record a cash payout from the POS, register sends the transaction to QuickBooks Online as an Expense.

• Cash Drawer Payout

Once you have completed reviewing and updating your mapping, be sure to select Submit to save your changes.

Manage Payment Methods for Custom Payment Types & Return Settings #

In register, you have the flexibility to add additional payment types to manage how customers pay. We have also included how returns are handled. This ensures every transaction posts correctly to QuickBooks Online.

1. Custom Payment Types #

Use this to manage the list of your accepted custom payment types. This will allow you to accept payments that are outside of the standard Cash, Stripe (Card), or On Account.

1. Navigate to the Payment Method tab.
2. Select the blue button Manage Custom Payments.

Add a New Custom Payment Method

• Select Add a New Custom Payment.
• Enable Link Existing Payment Method. Be sure you have created this payment method in QuickBooks Online first. (e.g., Gift Card, Store Credit, Third-Party Financing).
• Enable if this is a credit card.
• Enable if you want to open the cash drawer.
• Select the Deposit Account to map to.
• Create a custom field for notes like check number or authorization number.
• Save Changes.

The custom payment type will be ready to use at the checkout.

2. Return Settings #

Manage how payment methods will be refunded on sales returns.

When completing a return that has multiple payment methods, users have the option to select to auto refund their payments based on the original transaction. You can manage and rank which payment methods get returned first and in which order the payments will be returned.

Access by Navigate to the Payment Method tab and select the blue button Manage Return Settings.

Review Sales Tax Mapping #

register uses QuickBooks Online automatic sales tax feature. Set your default tax location.

• Navigate to the Organization Settings tab.

• Select the blue button Manage Taxes.

Verify alignment with the rates and agencies configured in QuickBooks Online.

Run a Test Sale in register #

Process a test transaction using multiple tender types, tax, and discount elements. After reviewing, be sure to return the transaction. This allows you to validate how each part posts into QuickBooks based on your mapping.

Review in QuickBooks Online #

Open QuickBooks Online and go to Reports > Profit and Loss and Reports > Sales by Product/Service. Verify that the income, tax, tender, and refund activity is reflected in the correct accounts. Make any adjustments in the register settings portal as needed.

Summary: Mapping Workflow Snapshot #

Step	Action Summary
Log into register portal	Access Account Mapping from QuickBooks Integration
Review Products & Services Account	Map product and services with default accounts: income, asset, cost of goods.
Review Bank Account	Map customer payments to Bank Accounts: Cash in Drawer or Undeposited Funds
Review Accounts Receivable	Accounts Receivable is managed through the “On Account” payment type. When you select “On Account” at the time of sale, the transaction is recorded as an outstanding invoice in QuickBooks Online.
Review Other Current Liabilities	Map Customer Deposits and Gift Certificates to a Liability account,
Review Cash Payout	Map the cash payout to your Expense account.
Review Return Settings	Manage and rank how payment methods will be refunded on sales returns.
Review Sales Tax Mapping	register uses QuickBooks Online automatic sales tax feature.
Test and return a transaction	Validate sync results
Review QuickBooks Reports	Confirm posting accuracy across categories

Why It Matters: Features and Benefits Recap #

Centralized Control in register
All mapping is handled in one place with full visibility.

Sync-Ready Structure
Mappings ensure that transactions post correctly on first sync.

Custom-Fit Accounting
Align register data with your existing QuickBooks Chart of Accounts.

Ongoing Flexibility
Adjust mapping anytime as your business structure evolves.

Final Thoughts #

Mapping is one of the most critical configuration steps for long-term data integrity. By using register’s backend portal to manage how register integrates with QuickBooks Online, your accounting team gains confidence, your books stay clean, and your reporting remains accurate.