Steps
- Fetch the payment methods. If you haven't yet, click Fetch from QuickBooks on the Accounts & items tab and let Web Connector run, so the fields become dropdowns.
- Open the Payments tab. Go to QuickBooks › QuickBooks Desktop › Payments.
- Pick a payment method. For each Payment source, choose the QuickBooks payment method, for example Visa for Visa sales.
- Pick the deposit-to account. Choose the Deposit to account, the clearing or bank account your statements reconcile against.
- Save. Save. New sales use the mapping straight away.
- Fix older invoices. To update invoices already in QuickBooks, go to the Send data tab and use Update invoices.
Undeposited Funds or a clearing account
Leaving the deposit-to account blank sends payments to Undeposited Funds. That's safe, but your accountant has to group them into deposits by hand. Mapping each card brand to a clearing account that matches your processor's payouts makes bank reconciliation quicker.
Payment methods missing in QuickBooks are created automatically.
Before you go live
Turn off Automatically apply payments in QuickBooks preferences so payments are applied to the invoice SeroPOS names. QuickBooks is part of the Pro plan. The QuickBooks item shows in the back office sidebar when your subscription includes it and you're an admin or hold the QuickBooks permission.
Frequently asked questions
Where do card payments go in QuickBooks Desktop?
To the deposit-to account you map for each card brand on the Payments tab. If you leave it blank, they go to Undeposited Funds.
Why don't I see dropdowns on the Payments tab?
QuickBooks' payment method list hasn't been read yet. Click Fetch from QuickBooks on the Accounts & items tab, run Web Connector, and refresh.
I changed a mapping. Do old invoices update?
Not by themselves. New sales use the new mapping immediately. To correct invoices already in QuickBooks, use Update invoices on the Send data tab.