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Accounting Modules

The accounting modules in MiMS are designed to reduce the amount of double entry of information by allowing you to take all the information you type into MiMS and export to QuickBooks or Peachtree.

Once installed the module is located under the File menu. Here you should see 2 new items available in the list; Accounting Options and Set Account Numbers.

Quickbooks Module

After the module is installed follow the instructions below for setting up the Quickbooks module.

Accounting Options Setup

Open MiMS and under the File Menu click on Accounting Options. The Accounting Options window will open.

  1. Locate the directory containing the Quickbooks program.
  2. Use Account Numbers - Choose “Yes” if Quickbooks has been set to use account numbers.
    **To Use Sub Accounts in Quickbooks, Quickbooks and MiMS must be set to use Account Numbers.
  3. Select the Quickbooks file containing the company data.
  4. At this point Save the work that you have done, open Quickbooks to the correct Company file, and then go back into the Accounting Options area.
    **If this is the first time you are setting up the Quickbooks module, Quickbooks should ask you if it should allow communication from MiMS. Make sure to set it always allow communication as long as the company file is open.
  5. *Select Bank to Receive Payments – Choose the bank that payments will be deposited to.
  6. Select Bank for Refunds – Choose the bank that checks will be written against to pay refunds.
  7. Select Expense Account for Refunds – Choose the expense account in Quickbooks that refund checks are posted against.
  8. Write Off / Bad Debt Account – Choose the expense account in Quickbooks that write offs are posted against.
  9. Name to transfer as customer – Choose which name entered in MiMS to transfer to Quickbooks.
  10. Name Order for Account – Choose how the name should be sent to Quickbooks.
  11. Enable Class Tracking – This option should ONLY be set to “Yes” if Class tracking has been set up in Quickbooks. (Class tracking is an option in Quickbooks to allow tracking of multiple companies in a single company file).
  12. Click Save when options have been set.

*These items MUST be filled in, they cannot be left blank.

Set Account Numbers Setup

Before setting up the Account Numbers make sure to open Quickbooks to the correct Company file.

Open MiMS and under the File Menu click on Set Account Numbers. The Set Account Numbers window will open.

From the Drop-down Menus select the appropriate Account Name/Number for each field. (Entering the same Account Name/Number in multiple fields will total those fields. Fields without Account Names/Numbers will NOT be transferred to Quickbooks).

**All accounts used must be of type Income, Other Current Asset.

Repeat step 3 for ALL drop-down fields in Set Account Number Screen. When finished click on Save & Exit.

Peachtree Module

Accounting Options Setup

Open MiMS and under the File Menu click on Accounting Options. The Accounting Options window will open.

  1. Enter the location of your Peachtree Program, Usually “C:\Peachw\” without the double quote marks. (You can Browse Folder to locate the correct folder.)
  2. Enable Use of multiple Peachtree Companies - If there are multiple Peachtree Companies files to work with set this option to Yes.
  3. This section will change based on if multiple company files is set to Yes or No.
    1. If set to No: Enter the location of your Peachtree Data. (You can Browse Folder to locate the correct folder.)
    2. If Set to Yes: Click on the “Click Here to Set Multiple Companies” button.
      1. In the new window select the company file to be used against each funeral home entered in MiMS.
  4. Use MiMS Case Id for Peachtree Id -- Select if MiMS is to use the Case Id for the Peachtree Id.
  5. Use Date of Contract for Peachtree Date -- Select if the Date of Contract is to be used as the Peachtree Date.
  6. Name to transfer as customer – Choose which name entered in MiMS to transfer to Peachtree.
  7. Enter GL Account -- Enter your General Ledger Account. This account number can be found by:
    1. Opening Peachtree.
    2. Clicking on Maintain.
    3. Select Customers/Prospects.
    4. Select the Sales Defaults tab.
    5. The second item listed should be the GL Sales Acct.
  8. Enter Accounts Receivable Cash Account Number -- Enter your Accounts Receivable Cash Account number.
  9. Enable Peachtree Masking -- If Masking is being used in Peachtree set it to Yes.
  10. Number of Digits in Acct. Numbers -- Enter in the number of digits in the account numbers.
    **This is only needed if the Peachtree Masking is being used.
  11. When finished Click on Save.

Set Account Numbers Setup

Before setting up the Account Numbers make sure to open Quickbooks to the correct Company file.

Open MiMS and under the File Menu click on Set Account Numbers. The Set Account Numbers window will open.

From the Drop-down Menus select the appropriate Account Name/Number for each field. (Entering the same Account Name/Number in multiple fields will total those fields. Fields without Account Names/Numbers will NOT be transferred to Quickbooks).

**All accounts used must be of type Income, Other Current Asset.

Repeat step 3 for ALL drop-down fields in Set Account Number Screen. When finished click on Save & Exit.

Using The Accounting Module

After all of the installation and setup is done the module is ready to use to transfer data to Quickbooks.

Before using the module make sure to open Quickbooks to the correct Company file.

Transferring Invoices

Transferring invoices can only be done on a case by case basis. It is not possible to transfer multiple invoices in bulk.

  1. Open MiMS and go to Case Info, Find the case you want to transfer to Quickbooks/Peachtree.
  2. Click on the Finance button in Case Info.
  3. Click on the Quickbooks/Peachtree button.
  4. Verify that the totals appear correct and if so, click on the Export Data button to transfer the displayed information to Quickbooks/Peachtree.
    **The Date Posted box displays the date the financial information was transferred. If the financial information has not been transferred before it will be left blank.
  5. A message will display letting you know if information transferred properly.

Transferring Alterations

When entering in alterations in MiMS make sure that you fill in the correct account to use for each alteration. If you do not then you will not be able to transfer the alteration to Quickbooks/Peachtree.

  1. Open MiMS and go to Case Info, Find the case you want to transfer alterations to Quickbooks/Peachtree.
  2. Click on the Finance button in Case Info.
  3. In Finance click on the Alterations button.
  4. In Alterations, click on the Quickbooks/Peachtree button.
  5. In the Select column, choose the Alteration to transfer to Quickbooks/Peachtree and click on the Transfer Data button.
    **Alterations create a new invoice or Credit /Memo in Quickbooks as such you can only transfer 1 alteration to Quickbooks at a time.
    **The Date Posted box displays the date the financial information was transferred. If the financial information has not been transferred before it will be left blank.

Transferring Payments

Unlike Invoices and Alterations, Payments can be transferred in bulk.

  1. Click on the Payments button and choose At-need or go to Case Info, Click on the Payment button.
  2. In the Payments screen, click on the Quickbooks/Peachtree button.
  3. In the Select column, choose the payment records to transfer to Quickbooks/Peachtree. To view only payments for the current case, click on Show Only Current Case.
    **Financial information (Invoices) should be transferred before payments. This will insure Payments are applied to the correct invoice in Quickbooks/Peachtree.
    **The Date Posted box displays the date the financial information was transferred. If the financial information has not been transferred before it will be left blank.
  4. When all payments to transfer have been selected, click on Transfer Payments.