Accounting connections: terms of use
1. Who we are
RKP POS is the point-of-sale platform behind EnAffaire for Restaurants and MulliganOS (golf courses). It is provided by 687441 N.B. Inc., operating as RKP Atlantic Business Services, 105-69 Cap Bimet Blvd., Grand-Barachois, NB E4P 6X5, Canada (“we”, “us”).
These terms are the end-user licence for the optional accounting connections: the connection to your own QuickBooks Online company, the connection to your own Sage Accounting business, and the accounting files your bookkeeper can download (Sage 50, QuickBooks Desktop, CSV). Your RKP POS subscription terms still apply to everything else.
2. What the connections do
For each business day, RKP POS prepares one balanced journal entry from your till’s end-of-day figures: sales by category, GST/HST, tips, how customers paid, refunds, house-account (member) charges, gift cards sold and redeemed, golf online booking payments and deposits, prepaid online orders taken on your EnAffaire ordering page, and card processing fees (from your processor’s statement when you have imported it, otherwise estimated at the rates you set).
QuickBooks Online and Sage Accounting: your till sends the day automatically (yesterday and today, every six hours) and when you ask. Sending a day again updates that day’s entry; it never creates a second one. In Sage Accounting, a changed day is replaced by posting the new journal first and then deleting the earlier one. We may create the few accounts the entry needs, each named “… (RKP POS)”, and we read your chart of accounts and tax codes to find the right ones. You can choose a different account for any line from the till. Only one online ledger can be connected at a time.
Files for your bookkeeper: from the till you can create a private link (valid 14 days) to a page where your bookkeeper chooses the dates and the format, enters your account numbers or names once, and downloads a file to import. A day imported twice is entered twice: import each period once.
3. Your responsibilities
You connect only an accounting company you are authorised to use for your business, and you share the bookkeeper link only with your bookkeeper: anyone who has it can download your daily totals until it expires.
You review what is posted. RKP POS reports what your till and your ordering page recorded; it does not give accounting or tax advice, and you and your accountant remain responsible for your books and your tax filings.
GST/HST is posted to your GST/HST payable account as a plain line, without tax codes (QuickBooks Online Canada does not accept tax-coded lines in this kind of entry, and the files work the same way). Your accountant includes those amounts when preparing a return. Card fees may be estimates until a statement is imported.
4. Connecting and disconnecting
You connect from your own till (Back office → Accounting), and only from there: no link or web page can attach an accounting company to your business. You can disconnect at any time, from the till or from inside QuickBooks or Sage. On disconnect we stop sending, delete the stored access credentials, and leave everything already in your books untouched; we never delete entries from your books, except the earlier Sage journal of a day we are replacing at the same moment.
5. Data
How we handle the data of these connections is described in Accounting connections: privacy. In short: only daily totals go to your books, the connection credentials are encrypted, and we do not sell or share your data.
6. Availability
The connections depend on Intuit’s and Sage’s services and on your internet connection. A day that could not be sent is kept and tried again on every send for 14 days, and the till’s sync log shows each day’s result. We do not guarantee that a particular entry is posted by a particular time.
7. Fees
The accounting connections are included in your RKP POS subscription at no extra charge unless we tell you otherwise in advance. Your QuickBooks, Sage or other accounting subscription is between you and its provider.
8. Intuit and Sage
QuickBooks and QuickBooks Online are trademarks of Intuit Inc. Sage, Sage Accounting and Sage 50 are trademarks of The Sage Group plc or its licensors. RKP POS is not made or endorsed by Intuit or Sage; neither is responsible for RKP POS, and these terms are between you and us.
9. Limitation of liability
To the extent the law allows, our total liability arising from the accounting connections is limited to the fees you paid us for RKP POS in the three months before the claim, and we are not liable for indirect or consequential losses, including losses from relying on an entry without reviewing it.
10. Changes and ending
We may change these terms with 30 days’ notice by email or on the till. You can stop using the connections at any time by disconnecting them; the bookkeeper link stops working when it expires.
11. Law
These terms are governed by the laws of New Brunswick and the federal laws of Canada that apply there.
12. Contact
[email protected] · 687441 N.B. Inc., operating as RKP Atlantic Business Services, 105-69 Cap Bimet Blvd., Grand-Barachois, NB E4P 6X5, Canada.