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I appreciate the detailed information you shared about the steps you have performed to achieve your goal and for being a loyal customer for many years from the time you started using QuickBooks Desktop (QBDT), @accounts-ecomonk. On top of that, I understand there are certain functions you are looking for, especially when it comes to invoicing.
Please know that QuickBooks Online (QBO) is only dependent on the data feed from the third-party application. With regard to the integration of Transaction Pro to QuickBooks, you will first need to review the mapping of the connection to ensure it is set correctly. The auto-applied payments and credits will reflect in QuickBooks based on how and when Transaction Pro puts the funds. Your third-party application might have been posted late, which is why it spent 2 weeks.
It is also correct that QuickBooks will allocate payments based on the amount reflected on the invoice, to make sure it will offset correctly. If there is an overpayment, it will automatically fall to credit to that particular customer.
Moreover, if you have activated the account numbers for the customer name, that will not be the basis of how to allocate invoice payment. The main purpose of this is to organize your clients based on accounts and to easily track them.
Yet, if you mean adding account numbers in Chart of Accounts section will cost you extra expenses, please know that if you turn this option on, you do not have to pay for the additional account numbers because its sole purpose is to track your entries accurately.
If you have exceeded the utilization of account numbers, you can inactivate other accounts that are no longer in use and add another category that's relevant to your current transactions. However, it is best to consult with your accountant on this to avoid damaging your books.
Then, to show the assigned driver to your client, you can add a custom field in the invoice and entitle it Assigned Driver, so you will no longer add it to the Excel sheet. Here's how:
- Go to the Gear icon and select Custom field,
- Click Add Field.
- Enter Assigned Driver in the Name section and the Text number in the Data Type.
- Tick the Customer.
- Put a check mark on the Invoice and switch on the Print on form. You also have the option to choose more.
- After that, Save it.
This way, every time you run the Transaction List by Customer report and by filtering it up correctly, it will show the assigned driver automatically. For the conversation letter, you can add it to the prompt message of the invoice before you send it toa avoid going to your Word application again and create a format there.
Another way around is to customise the messaging of your default invoice form template, specifically the Message to customer section from the Emails option.
Furthermore, you have the option to manually import your downloaded bank statement to QBO automatically even without a third-party application and match it to the invoice you created in the software. Just ensure to follow the required format for QuickBooks.
If your invoices are created within the Saasant application, then QuickBooks will be dependent on how the data is imported from there.
Concerning to QBO creating payments out of thin air, as well as the other issue you have about the missing recurring function, I recommend contacting our support again on the right schedule. You might have reached them on the weekend, which is why you got no reply because our line is available at 8 AM-6 PM SAST Monday to Friday.
To use QBO in a handy way is essential to track your sales transactions correctly and make sure all data is entered accurately. You can always return here if you have additional questions.