How Payments are Synced between QuickBooks Online and Zoey

When an Invoice is paid, either in QuickBooks Online or in Zoey, the details of the payment are shared to mark the Invoices paid in both systems.

Payment Settings

Settings which control the syncing of payments can be found in Zoey QuickBooks Integration > Order Settings > Payment Settings.

• Mark Invoices Paid when QuickBooks Invoices are Paid
  Only Invoices which were sent to QuickBooks can be Marked Paid by the integration.
  Zoey will check QuickBooks every 15 minutes for Paid Invoices.

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You can click the Sync Paid Invoices button to immediately sync the payments on invoices between QuickBooks Online and Zoey.

• Receive Payment for QuickBooks Invoice when Invoice is Paid
  When set to Yes, the QuickBooks Invoice will be marked paid when the Zoey Invoice is paid.
• Receive Payment only for specific Zoey Payment Methods
  Enables you to specify Zoey Payment Methods which are eligible to mark the QuickBooks Online Invoice as paid.

Payment Method Mappings

Payment methods are mapped between systems in Zoey QuickBooks Integration > Payment Methods.

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Your Zoey Payment Methods must be mapped to QuickBooks Online Payment Methods from the Zoey QuickBooks Integration Page

Mapping these payment methods ensures that Zoey and QuickBooks Online will have the correct payment method recorded on their invoice.

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When the Invoice's Payment Method is set by the QuickBooks Online Integration, an Order Comment is added which details the method used to pay the invoice in QuickBooks Online.

Zoey Invoice #B-100019897 Payment Method set to Credit Card (Authorize.net) due to mapped QuickBooks Payment Method found on QuickBooks Invoice 2098

When Payment Method Can't be Synced

There are three (3) potential scenarios where the the Payment Method can't be determined for the Zoey Invoice.

Each of these situations will post an Order Comment to inform you of why the payment method could not be recorded to the Zoey Invoice.

1. No Payment Methods Mapped

If the comment below is added to your order, the payment method could not be tracked on the invoice because the payment methods are not mapped.
To resolve this, add mappings for each payment method in Zoey QuickBooks Integration > Payment Methods.

Order Comment: Unable to determine Zoey Invoice Payment Method for Zoey Invoice #<Invoice Number> from QuickBooks Invoice ID <ID> because no Payment Method on the QuickBooks Payment is mapped to a Zoey Payment Method.

2. Multiple Zoey Payment Methods Mapped to The Same QuickBooks Payment Method

It is possible for multiple Zoey Payment Methods to be mapped to the same QuickBooks Payment Method. While this works fine when we are applying payment FROM Zoey to QuickBooks, this does not work in the opposite direction.

If the QuickBooks Payment Method is Cash, Zoey won't know which of the multiple methods mapped to Cash to select as the Invoice Payment Method. The Order Comment above will be added to orders in this situation.

Order Comment: Unable to determine Zoey Invoice Payment Method for Zoey Invoice #<Invoice Number> from QuickBooks Invoice ID <ID> because multiple Zoey Payment methods were detected from the linked QuickBooks Payments. There are either multiple QuickBooks Payments with different Payment Methods, or multiple Zoey Payment methods are mapped to the same QuickBooks Payment Method.

3. Invoices with Multiple QuickBooks Payments

A QuickBooks Invoice can have multiple QuickBooks Payments applied. Therefore, it is possible for one QuickBooks Payment to be Cash, and the other Credit Card for the same invoice.

When multiple QuickBooks Payments are detected that are mapped to DIFFERENT Zoey payment methods, the Zoey Invoice Payment method cannot be determined. The Order comment will be the same as in scenario 2 since i can not easily distinguish between the two.

Order Comment: Unable to determine Zoey Invoice Payment Method for Zoey Invoice #<Invoice Number> from QuickBooks Invoice ID <ID> because multiple Zoey Payment methods were detected from the linked QuickBooks Payments. There are either multiple QuickBooks Payments with different Payment Methods, or multiple Zoey Payment methods are mapped to the same QuickBooks Payment Method.