Applying an Organizational Credit from ConnectBooster to QuickBooks
Overview
Organizational credits in ConnectBooster usually appear when a credit has not yet been applied in QuickBooks Online (QBO) or when a sync has not been completed.
Step-by-Step Instructions
Log in to ConnectBooster.
Open the client’s profile.
Locate the credit under Organizational Credits.
Note the Credit ID (for example, 11,261).
Log in to QuickBooks Online.
Click Create in the top-left corner.
Select Receive Payment.
Search for and select the customer (for example, Atomar’s Best Tackle).
Review the invoices listed. QuickBooks will automatically apply the credit to the oldest open invoice.
If this is the correct invoice, click Record and Close.
If you want to apply the credit to a different invoice:
Select the correct invoice (for example, Invoice #10040).
Uncheck any other invoices.
Update the payment amount to match the credit amount (for example, $10).
Click Record and Close.
Return to ConnectBooster.
Click Entities in the left-hand menu.
Change the dropdown to Invoices.
Search for the invoice number (for example, 10040).
Click the three-dot menu next to the invoice and select Resync.
Confirm the invoice balance updates (for example, $110 of $120).
If the invoice balance updates but the organizational credit still appears, go to Integrations.
Select QuickBooks Online.
Click Sync Now.
Adjust the sync date range if needed.
Monitor the sync status until it completes.
Note: If you use a PSA such as Autotask or ConnectWise, that sync will run first, followed by QuickBooks Online.
Return to the client profile in ConnectBooster.
Verify the invoice shows the updated balance.
Confirm the organizational credit is no longer visible.
Video Transcription:
In ConnectBooster, you may see a credit showing under a client's page under the organization credits. This is generally a situation where either the credit has not been applied within your accounting package or it has been applied, but the sync has not been completed yet. To get started, you'll want to notate the ID listed in the credit. And as we can see in this example, that is listed underneath ID eleven thousand two hundred sixty one.
We'll then go into our QuickBooks Online account and click on create on the top left hand side and select receive payment. This will allow us to then apply that credit to a later invoice. So next, we'll search for the customer in question, which in our example was going to be a Domar's best tackle. Once we select this, you'll see that by default, QBO will attempt to apply the credit fully to the oldest invoice.
If this is the invoice that you'd like to apply towards, you can simply click on the record and close option on the bottom right of the screen. If, however, you'd like to apply this to a different invoice, which in our case, we're going to use invoice ten thousand forty, you'll want to then select that invoice and unselect any others. Then update the payment amount of that invoice, which in this case, our credit total is going to be ten dollars. So we'll update this to match that as well.
Then what we'll want to do is click on the record and close option. Now we'll go back to the ConnectBooster portal, and I'll explain some of the caveats on how that information gets synced. First, you can sync the invoice directly by going to the entities tab, which is on the left, changing the drop down to invoice, and then searching for the invoice in question, which in our case was ten thousand forty. As we can see here, the invoice total is showing one hundred and twenty dollars.
But if we want to sync this record individually, we can click on the three dot icon and then select resync. What we can see here now is that the balance has changed to one hundred and ten dollars out of one hundred and twenty dollars. So if we now go back to that customer, what we'll see during our view of the open invoices is that the balance there should have now been updated. However, in the same state, you'll also notice that the organizational credits, which in this case were ten, are still showing as being visible.
So while our invoice is showing one hundred and ten dollars, we have not updated all of the information from the accounting package, which is why in these cases, we would actually recommend going to the integrations tab, then selecting your accounting package, which in this case is QuickBooks Online, and then opting to resync the integration as a whole. By default, this will sync to the last day. However, if you have made any modifications that are earlier than this, you can certainly set the date back. So we'll click the sync now option, and as we can see, it has triggered requesting the sync.
In the case of using auto task or PSA, such as ConnectWise, that sync will run first. Then it'll be followed by QuickBooks Online. So what we can see here is that the most recent sync was run at four forty four. So we'll refresh until we see a record that's updated showing us that the sync has completed.
We can see that it's currently pending, which is giving us the indication that the sync is running, and we can see now that it's showing as active. And if we check the history, we can see that it has finished its sync history, and we can see that auto task ran as expected, and then QuickBooks ran as expected. If we click on the details, we can also see here that the invoice and the payments have synced over, and we do have information that is relevant to the records that we've changed.
So now if we were to go back to Atomar's best tackle, what we should see is that the invoice should remain showing one hundred and ten dollars out of one hundred and twenty, and the organizational credits are no longer showing.
Video Link: https://helpdesk.kaseya.com/hc/en-gb/articles/41989937505681-ConnectBooster-Applying-Credits-and-Resyncing-Quickbooks