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kevinphp
Level 1

Sales Receipts or Invoices?

I have an issue (or maybe not) with recording transactions in Quickbooks desktop from my eCommerce platform. The store provider has a really bad implementation or web connect that is unusable for me, so I am going to have to record transactions that have already happened and payments processed outside of Quickbooks. 

I have this ingenious idea to just create the transaction as a Sale Receipt, have that payment go into the undeposited funds account so I can transfer the balance into the appropriate bank account and take care of any credit card, PayPal, Amazon pay fees from the undeposited funds account and that would be the way to solve the problem.

However, the sales receipt form asks for a payment method, which I don't want it to care about. I am not going to send the QB Sales Receipt to anyone, I am just using it as a mechanism to get the transaction into QB. Is there a way to configure a "dummy" payment method on the sales receipt form to achieve what I need, or is there a much better way to accomplish my goal?

ANy help would be appreciated!

Solved
Best answer March 07, 2021

Best Answers
Adrian_A
Moderator

Sales Receipts or Invoices?

Your idea works, kevinphp.

 

We can create a sales receipt and then have the payment to deposit to the Undeposited Funds account. Then, make sure to click the Save button and then select Sales Receipt at the upper-left part. This way, it won't send to anyone.

 

 

As for the payment method, since it's needed for the system to have an accurate recording of your transactions, we can create a dummy one. Let me guide you how:

 

  1. On the Sales Receipt page, click the drop-down beside e-CHECK.
  2. Click the Add New Payment Method option.
  3. You can enter Dummy Payment Method as the Payment Method.
  4. Select a Payment Type.
  5. Click OK.

 

 

I've also included this reference when you're ready to transfer the payment to your bank account: Record and make bank deposits in QuickBooks Desktop.

 

I'll be around if there's anything that I can help. Keep safe!

View solution in original post

4 Comments
Fiat Lux - ASIA
Level 15

Sales Receipts or Invoices?

Which eCommerce platform do you have?

kevinphp
Level 1

Sales Receipts or Invoices?

The platform I am using is 3DCart (now Shift4). The platform is built around having your own inventory, but this part of the business is exclusively drop shipped. To get the functionality in the platform that I need I must “pretend” to have inventory by give all the products a stock level. If I use the integration it is going to create all those products in QB as tangible inventory that I do not have, so that is not an option.

I was planning on using a manual sales receipt to mirror transactions on the store and then when completed deposit the transaction in the “undeposited funds” account. Additionally, the payment processor that I use takes the merchant fee from the sale amount BEFORE depositing it into my account, this means no transactions that can be marked as merchant fees appearing on the bank account.

So the plan is to use a sales receipt where I can also account for the automatically calculated sales tax amount which is done on the cart, then I can account for any credit card, PayPal or Amazon Pay fees in the undeposited funds account and just transfer the amount to my checking account that really is deposited by all the processors. So that approach caters for all the issues I have apart from the sales receipt form wanting a “payment method”. The question is can I create or modify an existing payment method to use for this situation that basically says/means “its paid already, don’t worry about it”. Even if I create a custom method and choose “other”, on using it still asks for a credit card number. I just need a way to use sales receipt without it worrying about or trying to process a payment method.

Adrian_A
Moderator

Sales Receipts or Invoices?

Your idea works, kevinphp.

 

We can create a sales receipt and then have the payment to deposit to the Undeposited Funds account. Then, make sure to click the Save button and then select Sales Receipt at the upper-left part. This way, it won't send to anyone.

 

 

As for the payment method, since it's needed for the system to have an accurate recording of your transactions, we can create a dummy one. Let me guide you how:

 

  1. On the Sales Receipt page, click the drop-down beside e-CHECK.
  2. Click the Add New Payment Method option.
  3. You can enter Dummy Payment Method as the Payment Method.
  4. Select a Payment Type.
  5. Click OK.

 

 

I've also included this reference when you're ready to transfer the payment to your bank account: Record and make bank deposits in QuickBooks Desktop.

 

I'll be around if there's anything that I can help. Keep safe!

View solution in original post

Fiat Lux - ASIA
Level 15

Sales Receipts or Invoices?

@kevinphp 

Unfortunately we have yet to find any connector for 3ddCart and QBD. You may prepare the Sales Receipts data with the following template

CustomerTransaction DateRefNumberPayment MethodCheck NumberClassTemplate NameTo Be PrintedShip DateBillTo Line1BillTo Line2BillTo Line3BillTo Line4BillTo CityBillTo StateBillTo PostalCodeBillTo CountryShipTo Line1ShipTo Line2ShipTo Line3ShipTo Line4ShipTo CityShipTo StateShipTo PostalCodeShipTo CountryPhoneFaxEmailContact NameFirst NameLast NameRepDue DateShip MethodCustomer MessageMemoCust. Tax CodeItemQuantityDescriptionPriceDeposit ToIs PendingItem Line ClassService DateFOBCustomer Acct NoSales Tax ItemTo Be E-MailedOtherOther1Other2Unit of MeasureCurrencyExchange RateSales Tax Code
Anne's Bakery01/09/2020100Check123  Y#########Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonCabinets10Cabinets1000Checking             Non
Anne's Bakery01/09/2020100Check123  Y#########Anne's BakeryOne Harbor Street  AnytownNY12345USAAnne's BakeryOne Harbor Street  AnytownNY12345USA(123) 456-7890          NonHardware10Hardware50Checking             Non
John's Barber Shope02/09/2020101Check89  Y#########John's Barber Shope1 Main Street  AnytownNY12345USAJohn's Barber Shope1 Main Street  AnytownNY12345USA(999) 888-8888          NonBlueprints1Blueprints500Checking             Non
Main St Bank03/09/2020102Check18  N#########Main St Bank1 State Street  AnytownNY12345USAMain St Bank1 State Street  AnytownNY12345USA(888) 888-8888          NonDoor1Door300Checking             Non

 

then utilize one of these importer tools

https://transactionpro.grsm.io/qbd

https://partners.saasant.com/affiliate/idevaffiliate.php?id=5051_2

 

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