Trade Customer Center: QuickBooks Integration

The Trade Customer Center is designed to integrate seamlessly with QuickBooks.  There are specific setup steps required to ensure a smooth sync with QuickBooks

How to setup:

Your business must be currently setup with the QuickBooks integration AND QuickBooks for Trade Invoicing.  If you do not have both QuickBooks systems enabled, please contact customer service and we will get you setup.  

You will need to be sure that you are logged into QuickBooks, and also have your QuickBooks Configuration completed to begin using the system.

Once the integration is active, you will need to go to Admin-> Trade Customers and go to the edit page for a Trade Customer.  

There are two consolidation methods that we offer,  one is Case Totals, the other is Case Line Details.  Case Line Details is the only method that can work with QuickBooks.  This will consolidate each line from each case as an individual line on the invoice.  Change this setting using Invoice Consolidation Details.

Once this has been selected, all future consolidated invoices, as well as payments and credits will sync with QuickBooks automatically.  Each time we consolidate your trade cases into an invoice, the new invoices will automatically sync with QuickBooks.  If there are any errors with this, you will receive an email with a list of all errors if the error occurs during the consolidation. This email address is set in Admin->Customer Information.  If this is a manually entered invoice, you'll receive a pop up notification when saving. 

How the Integration Works

Invoices that have been successfully synced with QuickBooks will appear with a green QB icon.  If the icon shown is red, this mean an error has occurred.  You should have received an email with this information, but if not, you can select the invoice to open it.  From there, either click the red icon, or select "Edit Invoice" and save.  This will return with the error message from QuickBooks.  These are often issues due to incorrect configuration.

If an error occurs, once within an invoice, you can either go to "Edit Invoice" and save again to force a sync, or click the red QB icon next to the invoice number:

This integration works in one direction, from Halcyon to QuickBooks.  Do not make changes to the invoice in QuickBooks as it will result in an error when syncing. 

If you need to add manual items to an invoice, you can either create a new invoice, or edit an existing invoice and selecting "Add Invoice Line".  These all need a QuickBooks reference to set which account they are mapped to.  This is done in Admin->QuickBooks Configuration.  If this isn't done, it will not allow you to save manual items. 

QuickBooks Rules

Negative Balances:
QuickBooks absolutely does not allow negative balances on an invoice.  This would only occur for refunds, adjustments, or discounts you may have given a partner in any given time period.  The way we work around this is that if there is a negative balance, we create a credit for overpayments that will be applied to future invoices.   We also create an "offset" line on the invoice to bring it to a zero balance. This is done automatically when cases are consolidated for an invoice.  For manual invoices or when editing an existing invoice, we ask if you would like to create a credit when saving.  If you don't, the invoice will not push until the balance is no longer negative.  

Credits: 
If you have credits saved to a customer's account, these will automatically be applied to future invoices with a positive balance during the invoice consolidation.  When a credit is applied to the invoice, several things occur.  A payment is applied to that case, and then the credit is applied to that payment.  You will be able to see all of these actions in Halcyon as well as QB.  You can not delete credits that have been created automatically during the consolidation.  Additionally, you can not delete credits that have been applied to an invoice.   If you'd like to apply credits to an existing Invoice, open the invoice, select Edit Invoice, then Save.  You will be asked if you would like to apply existing credits to the invoice.

 

Payments:
Payments can be applied to multiple invoices when entering them manually.  Any payments made from the Partner Portal will sync to QuickBooks automatically.  You can edit and delete payments that have been made on an invoice.  You can not edit or delete payments that have been created by credits that have been applied.  

Write-Offs:
When writing off an invoice, it is considered to be bad debt.  When you write off an invoice it creates a credit memo for the amount due, this credit amount it applied to the invoice so it will no longer reflect in your A/R reporting.  You can not take additional payments on an invoice once it has been written off. If you'd like to "Un Write Off" the invoice, select the invoice and within it, select "Un-Write-Off Invoice."  You will then be able to take additional payments.  You can not write-off an invoice that has been paid in full.

Deleting An Invoice:
If you delete an invoice, there is no way to undo this action.  If there are any payments applied to the invoice it will be applied to the customer's account as a credit.  If there are any credits that have been applied as payments, those credits will regain their original value used for that payment.

Trade Partner Payments in the Partner Portal

Any payments made to invoices from within the Trade Partner Portal, will automatically push to QuickBooks.  If an error occurs during the QB push, it will send you an email with all errors with the trade partner's name and the invoice number, so you will be able to go into the Trade Customer Center to fix any issues with this invoice/payment that would stop this payment from pushing.

Limitations:
Once we configure your system with QuickBooks for trade invoicing, we set a start date for QuickBooks.  This will only allow future invoices to push to QuickBooks.  You will not be able to push any past invoices created. Additionally, if you already have cases entered that will be consolidated that have pushed to QuickBooks, please reach out to support and we will assist you with reconciling this issue.