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NewPath-Consulting / quickbooks-for-wildapricot

QuickBooks for Wild Apricot - Never miss an entry and have peace of mind knowing your books are always up-to-date with accurate transactions. Reduce stress and errors with automated, categorized entries from Wild Apricot to your QuickBooks accounts.
https://newpathconsulting.com/waqm
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QBO only supports 1 default AR acct - update mapping sheet to minimize confusion #83

Closed thelontx closed 1 year ago

thelontx commented 2 years ago

WAQM was first developed for Quickbooks Desktop which requires the AR account to be explicitly specified. It also allowed for different accounts.
I am not 100% sure, but I believe earlier QBO versions also supported multiple AR accounts and specifying the AR account during Invoice creation.

Research-Findings: PBC is one of the first customers (QBO) that has multiple AR accounts set up. 1 Parent account and 3 sub-accounts. Even though WAQM was trying to use the Parent account, the $ kept getting posted to one of the sub-accounts. Further research showed that QBO only supports 1 AR account. When an invoice is created the $ automatically go to the single default AR account that existed when the instance was created. (see reference link from QBO below) Somehow, PBC ended up with multiple AR accounts. I do not know the history. PBC created a manual invoice and found that the $ are posted to the same AR account as the account that WAQM invoices posted to. Also, PBC confirmed that $ are never posted to the other AR accounts. PBC is now inactivating those other accounts to avoid confusion.

Reference link: (multiple AR Accounts and grouping) https://quickbooks.intuit.com/learn-support/en-us/help-article/chart-accounts/group-accounts-receivable-accounts-payable-account/L7iQ8qLfz_US_en_US

Recommended WAQM / QBWA update:

  1. Update mapping sheet instructions to clarify that AR account does not need to be specified for QBO clients in the Invoice mapping. Perhaps enter "Accounts Receivable" as the default account name and allow Desktop clients to change it if needed. Remove the AR Account ID field.
  2. Config data structure should not be changed; AR account specification is still needed for Desktop clients.
  3. QBO Txn Scenario: Update invoice creation portion to not use the AR account when creating an Invoice. NOTE: The QBO Txn scenario change is a nice to do. QBO will behave correctly without this change. However, see separate issue #84 about QBO allowing Deposit-To account to be specified for Invoice creation, depending on the settings of the QBO instance.
thelontx commented 1 year ago

Resolved in Mapping Guide version v0.7. Link to Master Mapping Guide template (it should be duplicated for each client and renamed to include the client name)