Need advice on weather we correctly mapped our transaction types to QB transaction types or not.

Welcome to the Community, @aaabdulov.

We appreciate your interest in QuickBooks Online. I'm here to ensure your transactions are being mapped correctly and accurately reflected in your financial records.

Based on the information provided, it seems that mapping the transactions as Sales Receipts for payments and Refund Receipts for refunds would be a reasonable approach for exporting the transactions into QBO. Sales Receipts are used to record sales transactions where payment is received at the time of the sale, which would be appropriate for payments. If you get the money later, you can use Invoice and Receive Payment instead. Refund Receipts, on the other hand, are used to record refunds or credits issued to customers, which would be appropriate for refunds.

For the withdrawals and top-ups, it would be suitable to use Bank Deposits and Expenses/Checks, respectively. Bank Deposits are used to record deposits of funds into a bank account. Expenses/Cheques, on the other hand, are used to record expenses or payments made by the business.

Moreover, you can check out the following articles to find everything you need to use QuickBooks:
 

• QBO Guide
• Set Up QBO Company

The Community is always here if you need further assistance with setting up your account. It's our pleasure to help. Have a great day!

Hi @LieraMarie_A,

Thank you for the prompt response. I'll analyze those types of transactions and will get back to you.

Regards,
Andrei

Hi @LieraMarie_A ,

1. I'm a little bit confused what are the mandatory data to create a Deposit via API? For example, logically Amount should be mandatory field, but in the API explorer it says than Line object (which includes the amount) is Optional.

2. Regarding Checks - I don't see that it's possible to create them via API. I couldn't find such entity in the API explorer.

3. Regarding VendorExpenses - I see such entity in the API explorer. But there is no possibility to create an Expense. Looks like it's possible only to query them.

Regards,

Andrei

Hi there, @aaabdulov.

I understand your confusion regarding the mandatory fields and the availability of certain entities in the API explorer.

To ensure that your queries are properly addressed, I recommend reaching out to our Intuit Developer Support. They specialize in API-related inquiries and can provide you with the most accurate and up-to-date information regarding the functionality you mentioned. To contact them and seek assistance with mapping your files, please follow the steps outlined below:

1. Visit the Intuit Developer website.
2. Choose QuickBooks Online under What do you need help with?. 
   
3. Click Ask a Question.
4. Log into your existing Intuit Developer Account or create a new one.
5. Clearly explain your concerns about the mandatory data for creating a deposit via the API, the absence of the ability to create checks via the API, and the limitations in creating vendor expenses. Provide specific details and examples to help them better understand your requirements.
6. Click Ask.

They will review your concerns and provide you with the necessary guidance to resolve the issues you are facing.

If you have any further questions or require additional assistance, please feel free to reach out to me. I'll be more than happy to help.

Thank you @LieraMarie_A ,

I've just asked Developer support and waiting for their reply.

Hello @LieraMarie_A ,

What do you think about VendorCredit? Can we use it for top-ups instead of VendorExpense?

Hi there, @aaabdulov. I'd be glad to share some information about the transaction type you can use for top-ups in QuickBooks Online (QBO).

In QBO, Vendor credits (Supplier credits) are the credit you received from a vendor that is equivalent to the amount they owe you when an item is returned or a discount is given. You can use this as a payment to any open or future bill. On the other hand, Expense transactions are used when the business spends at the time of purchase. Depending on how you record the movement of funds from merchant to customer, you can use either of the two transaction types in handling top-ups. 

I also recommend reaching out to your accountant to further guide you on how to handle the transactions in QBO. They can provide the best possible advice to keep your books accurate. 

I'll include these helpful resources that you can use as a guide in performing your QuickBooks tasks:

• Learn the difference between bills, cheques, and expenses in QuickBooks Online.
• Enter billable expenses.

I'm always here ready to lend a hand if you have other concerns managing your transactions in QuickBooks. Have a great week ahead and stay safe. 

Thank you @DivinaMercy_N ,

We have 2 more questions:

1. Should we create 2 transactions on one withdrawal for the customer in our system:

 - First we want to create 'SalesReceipt' because merchant receives e-money from customer's wallet;
 - Then we want to create 'Purchase' or 'Deposit' with the negative amount because merchant gives cash to the customer

Or it's enough to create just one Deposit with negative amount? Remember that withdrawal in our system is when we give cash to the customer. It's not that we get cash.

2. Should we create 2 transactions on one customer's topup in our system:
 - First we want to create 'Deposit' with the positive number because customer gives us cash.
 - Then we want to create 'Purchase' because e-money is transferred to the customer's e-wallet

Regards,
Andrei

Thanks for getting back to us, Andrei.

I know how you can record transactions when you and your supplier exchange goods and services. I'm here to help you out.

First, we'll have to set up a barter account. Here's how:

1. From the Accounting tab, select Chart of accounts.
2. Click New.
3. On the Account Type drop-down, select Bank.
4. Select Cash on hand as the Detail Type.
5. Enter an account name.
6. Click Save and Close.

Second, create an invoice and receive payment. I'll show you how:

1. Select Invoice from the + New tab.
2. Select a customer's name.
3. Enter the necessary details.
4. Click Save and Close.

Then, to receive the payment, click the + New tab, and then select Receive payment. Enter the necessary details.

Lastly, enter and pay the bill. Here's how:

1. Select + New.
2. Select Bill.
3. From the Supplier ▼ dropdown, select your barter partner.
4. Enter all the necessary information.
5. Select Save.

To pay the bill, select Pay bills from the + New tab. Select the barter account you created earlier in the Payment account field. Then, select the bill you created earlier. Select Make payment under Balance Due, and enter the amount. Click Save and close.

You can browse our Help Articles page whenever you have concerns about managing your QuickBooks account.

I'm always around if there's anything that I can help you with.