IMPORTING PAYMENTS FROM QUICKBOOKS
The Payment Import is very useful in the case that you accept Credit Card payments via QuickBooks, but normally process other types of payments through WorkSpace.
To Access the Payment Import, in the menu bar of Practice Management, click Setup -> QuickBooks -> Time & Billing -> Import Payments
The Import Payments form contains only a Date Range Filter, and a Hide Synchronized filter. The Hide Synchronized filter (on by default) will hide all payments that already exist within WorkSpace. The Date Range filter will filter the list to show only Payments that were made on or between the dates specified.
Once you have filtered the list to the items you want to import, you can begin the export process by click the ‘Export Selected’ button. As the items are exported, the data grid will update. If any items run into an error while exporting, the row corresponding to that item will become highlighted in a red/pink background. Clicking on the red/pink rows will display a message underneath the data grid that explains why the export failed for that specific item.
PLEASE NOTE: If you import a payment that has been applied to an invoice inside of QuickBooks, the sync will look inside of WorkSpace to see if the applied invoice also exists in the system. If the Invoice does exist in WorkSpace, it will attempt to auto-apply the payment to that particular invoice. So for best results, create all invoices inside of WorkSpace… that way when you import a payment that is already applied to an invoice in QuickBooks, the invoice will also already exist inside of WorkSpace and the sync can automatically apply it to the correct invoice.
EXPORTING PAYMENTS AND CREID MEMOS TO QUICKBOOKS
The QuickBooks Payment export can export both Payments and Credit Memos to QuickBooks.
This feature can be accessed two ways:
- in the menu bar, Setup -> QuickBooks -> Time & Billing -> Export Payments
- on the Billing Tab, Payments section, Select one or more payments/credit memos, right-click and select ‘Export To… -> QuickBooks’ from the context menu
PLEASE NOTE: when you use method #2, you cannot select both payments and credit memos at the same time. You can only export one type (Payments or Credit Memos) at a time. If you select both payments and credit memos at the same time, it will give you a warning and then will proceed to showing you only the payments you selected.
When in the Payment Export, you have a few filters to choose from:
- ‘Hide Synchronized’ will hide all payments/credit memos that have been previously pushed to QuickBooks
- ‘Show Hidden’ will show you all payments, even if you have manually hidden them from view in the past.
- ‘Source’ allows you to toggle between viewing Payments and Credit Memos
You also have the option to ‘Auto Apply’ the payments when exporting them. If the ‘Auto Apply’ is left unchecked, the payments will not be applied to any invoices in QuickBooks and will have to be manually applied at a later time, whereas if ‘Auto Apply’ is checked, it will automatically process your invoices and automatically apply them according to the default process in QuickBooks.
Once you have chosen the Payments/Credit Memos you want to export, click ‘Export Selected’ to begin the process. As items are exported, the green progress bar will move indicating the export’s progress. If there are any errors encountered during the export, the rows in the data grid will turn red/pink for the items that had issues. Clicking on the red/pink rows will display a message below the data grid indicating the cause of the error.