Pending deposits display in the Accounting Tab after a Value Transaction has been added to the Value Tab of a Case and a deposit has been requested for the transaction. The process for creating deposit requests from Value Transactions is the same, whether you use QuickBooks SDK or QuickBooks Online. This article is intended for QuickBooks Online. Ensure your firm has the QuickBooks Online integration enabled so posting can occur from the Accounting Tab. For QuickBooks SDK, refer here.
NOTE: You must have Enabled permissions to Accounting > Deposits to view pending deposits. You must have Modify permissions to Accounting > Deposits to post pending deposits to QuickBooks Online AND View Credit and Debit Accounts Special Permission.
To post deposits(s) to QuickBooks Online:
On the Accounting Tab, select the Deposits view.
Select the checkboxes for the deposit request(s) you wish to post.
Click the Post to QuickBooks button above the grid.
NOTE: Posted deposits will be ignored if they are included in your selection. If only posted deposits are selected, the Post to QuickBooks button will be disabled.
Specify Entries
If one or more of the selected deposits do not have a valid Company (blank or linked to SDK), Debit Account, and/or Credit Account, the following message will display.
NOTE: Your firm's QuickBooks Company uses a unique ID that is significant to QuickBooks Online. If your firm has transitioned from QuickBooks SDK to QuickBooks Online, you may be prompted with this window when a selected pending deposit request was originally linked to your QuickBooks SDK company.
Use the dropdowns to select the appropriate Company, Debit Account, and Credit Account. All fields are required. For example, if your firm is receiving money from a Settlement, select the QuickBooks Credit Account to where the money will be added and then select the Debit Account from where the money that was paid out was taken from.
The Debit Account should be the source account from where money is being taken from. This account describes the type of transaction being performed.
The Credit Account should be the destination bank account to where money is being added.
Account character requirements have been updated in Neos to align with QuickBooks so deposit requests can be created using all accounts and subaccounts that exist in QuickBooks Online to post deposits as normal.
Click Done when complete. The deposit request will be updated in the Deposits view to show the selected QuickBooks Online Company, Debit Account, and Credit Account.
You must reselect the updated entry and click Post to QuickBooks to proceed.
Post to QuickBooks
Once all selected pending deposit requests have a valid Company, Debit Account, and Credit Account, click the Post to QuickBooks button.
Confirm the number of selected transactions and the total amount to be posted. Use the dropdown to select the order in which to post these transactions (optional). Click the Post to QuickBooks button.
NOTE: If there is no link between the Party or Provider and the Customer or Vendor, Neos will create a new link when the transaction is posted to QuickBooks Online.
Neos will check for existing name links in QuickBooks Online before transactions are posted.
If the name link exists (matched Provider with same Neos ID), the request will post to that Vendor in QuickBooks Online.
If the name link does not exist but the Vendor name exists in QuickBooks Online, the following prompt will display.
• Add New – The selected request(s) will be posted in QuickBooks Online to a new vendor with the same name but with a unique name ID. The name ID will be appended to the new vendor in QuickBooks Online.
• Link to existing – The selected request(s) will be posted in QuickBooks Online using the existing vendor with the matched name.
NOTE: A QuickBooks Vendor or Customer can be linked to more than one Party or Provider in Neos. If multiple names are linked to the same Vendor or Customer, the check request will post using the most recently linked name.
A success banner will display.
The deposit request status will be changed to "Posted" on the Deposits view.
In QuickBooks Online, navigate to the account for this posted transaction and record the deposit.
The Memo/Case # /Party Name from the Value entry will populate the Description field. This data will print on the Deposit Summary under the “MEMO” field. If your firm uses Alt Case #1 or Alt Case #2 as their Default Case Number, the Alt Case # from this Case will display instead of the Neos Case #.
NOTE: Deposit numbers will be synced to the Neos Value Transaction in a future release.
When a deposit request is voided in QuickBooks Online, the Memo will show "Voided" and should update the Reference field of the Value Transaction in Neos to show "VOID". The Paid Amount will change to 0.0, the Paid By and Paid To fields will be cleared, and the linked DTF item will be deleted.
When a deposit request is deleted in QuickBooks Online, it will be removed from the list and should update the Reference field of the Value Transaction in Neos to show "DELETED". The Paid Amount will change to 0.0, the Paid By and Paid To fields will be cleared, and the linked DTF item will be deleted.