Using the QuickBooks Online integration

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This article includes:

  • How do my register closures send to QuickBooks Online?
  • How do my purchase orders send to QuickBooks Online?
  • How do my on account sales send to QuickBooks Online? 
  • How do I process refunds when I'm using QuickBooks Online?
  • How do gift cards work with QuickBooks Online?
  • How does store credit work with QuickBooks Online? 

How do my register closures send to QuickBooks Online?

Once you've set up the QuickBooks Online integration, your register closures will automatically post to QuickBooks Online.

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This will include:

  • Sales - XXX: The sales total of what has been sold is broken down into relevant product types. This will use the mapped product or service in the integration settings.
  • Discounts given: The total value of discounts given in the register closure. This will use the product or service mapped in the integration settings.
  • Gift card liability: The total value of gift cards sold in the register closure. This will always be mapped to this gift card liability service however the liability account can be chosen in the integration settings.
  • Revenue received in advance: The total amount of deposits taken for sales not yet completed. This will always be mapped to this revenue received in advance service however the liability account can be chosen in the integration settings.
  • Till discrepancies: The total discrepancy of cash counted when closing the register and the expected cash. This will either increase or decrease the mapped product or service depending on whether the count was higher or lower.
  • Store credit liability: The total amount of store credit refunded to customers in the register closure. This will always be mapped to this store credit liability service however the liability account can be chosen in the integration settings.

What happens if my register closure doesn't post/appear in QuickBooks Online?

Sometimes, your register closure sending might be delayed. This is usually caused by Retail POS needing to queue requests to send information to QuickBooks Online.

In this case, your register closure report, located in Reporting > Register Closures, will have a red QuickBooks Online logo next to the register closure listing. This may also appear if there has been an error sending your register closure.

You can click the red logo to reattempt sending the register closure information to QuickBooks Online.

 


How do purchase orders send to QuickBooks Online?

Once you've set up the integration, you will have the option to post your purchase orders to QuickBooks Online. 

In the stock control page, you'll see the option to 'Send to QuickBooks Online' next to received purchase orders. Click this to send the purchase order to QuickBooks Online. 

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Once the purchase order is sent, the value of the order will be sent to the Inventory Assets account you'd selected in your QuickBooks Onlinesettings page. Purchase orders will not be sent to QuickBooks Online automatically; you will need to select 'Send to QuickBooks Online' for each purchase order you'd like to send to QuickBooks Online.  

You can learn more about managing stock with the Retail POS/Quickbooks Online integration here


How do my on account sales send to QuickBooks Online?

When an on account sale is created in Retail POS, it will automatically send to QuickBooks Online as an Accounts Receivable Invoice. 

If you take a payment on the sale in Retail POS, this will also be sent to QuickBooks Online and allocated to the correct invoice. 

If a payment is taken on the invoice in QuickBooks Online, this will not sync back to Retail POS, and you will need to apply the payment to the sale manually in Retail POS using these steps: 

  • Locate the customer's on account sale in Sales Ledger, and click Apply payment / refund
  • Select the method of payment from the Payment type drop-down.
  • Enter the amount paid into the Amount field.
  • Select the register the payment was taken at from the Register drop-down menu.
  • Select the date the payment was taken from the Payment date drop-down.
  • Select the time the payment was taken at from the Payment time drop-down menu. 
  • Click Save to finalise the payment. 

You can learn more about how on account sales in Retail POS work with the QuickBooks Online integration here


How do I process refunds when I'm using QuickBooks Online?

At the moment, there are some limitations with how you can process refunds when you're linked to QuickBooks Online.

I'm refunding a payment taken using an integrated payment type:

  1. Complete your refund using the standard refund process for your payment provider in Retail POS.
  2. In QuickBooks Online, complete a manual adjustment to record that change in your sales totals.
  3. If the amount you've refunded customers exceeds the total taken that day for payments, your register closure will fail. Please contact our Support Team.

I'm refunding a payment taken through another payment type, such as cash, check, or non-integrated card payments:

  1. Complete your refund using the standard Retail POS refund process
  2. The daily sales total and payment totals will include this when you close your register.
  3. If the amount you've refunded customers exceeds the total taken that day for payments, your register closure will fail. Please contact our Support Team for help.

How do gift cards work with QuickBooks Online?

When a gift card is sold or reloaded, your Gift Card Liability account will increase. When a gift card is redeemed, your Gift Card Liability account will decrease by the amount redeemed. 

If you have enabled Gift Card expiry, any gift card amounts that expire will increase your Gift Card Revenue account. 


How does store credit work with QuickBooks Online? 

When store credit is manually issued, your Store Credit Expense and Liability accounts will increase. If store credit is issued through a return, only your Store Credit Liability account will increase. 

When store credit is redeemed, your Store Credit Liability account will decrease to reflect this. 

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