Accounting Link Issue with Payment Transfer

[dtsservice]

We have been noticing that sometimes when Accounting Link moves over Customer payments from Mitchell to QuickBooks, instead of applying to the specific invoices, the payments go in as a credit. We then have to go in and manually apply the payment in QuickBooks. Has anyone noticed this? Is there a way that we can get this fixed?

AnnaMarie

[timbre4]

We have been noticing that sometimes when Accounting Link moves over Customer payments from Mitchell to QuickBooks, instead of applying to the specific invoices, the payments go in as a credit. We then have to go in and manually apply the payment in QuickBooks. Has anyone noticed this? Is there a way that we can get this fixed?

AnnaMarie

Hello - I've mad an inquiry on your behalf. Should be hearing something tomorrow.

[timbre4]

Anna Marie,

I received this response from The Back Office that includes 1) recommendation for you to contact them - 866-964-9699 and 2) some useful information I thought worth sharing for all:

My first suggestion would be to have this user reach out to our support team. We can easily pull the Audit Trail in QB and confirm our findings. There are certain instances when a payment will not be married to an invoice, automatically marking it paid. Our support team can look at example and see if something is out of the ordinary.

Let me outline some situations where a payment would not mark an invoice as paid.
1. The payment landed in QB first - Any prepayment does not have an invoice to mark paid yet. Once the invoice is posted at a later date, the user would need to manually apply that prepayment to the invoice.
2. The payment is an expensed payment - Often a user will have expensed pay types. These are any payment that never hits the bank account. Barter, Shop Vehicle repairs, Write Off are a few examples of expensed pay types. Because QB will not allow a "Payment" to hit an expense account, AL posts them as journals, which cannot automatically apply to an invoice.
3. The Repair Order encountered a warning message while exporting, but the payment did not. This situation behaves like example 1 and would not have an invoice to mark paid.

These are a few examples that happen during normal business, and it is also normal business for some "housekeeping" in accounting software to be needed in order to keep things tidy. Although we can't eliminate all instances when a payment is not married to an invoice, we can always look into an issue a customer is having and provide an explanation. They just need to reach out.