Pending checks display in the Accounting Tab after a Value Transaction has been added to the Value Tab of a Case and a check has been requested for the transaction. The process for creating check 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 > Checks to view pending checks. You must have Modify permissions to Accounting > Checks to post pending checks to QuickBooks Online AND View Credit and Debit Accounts Special Permission.
Post Checks to QuickBooks Online
On the Accounting Tab, select the Checks view.
Select the checkbox for the check request(s) you wish to post.
Click the Post to QuickBooks button above the grid.
NOTE: Posted checks will be ignored if they are included in your selection. If only posted checks are selected, the Post to QuickBooks button will be disabled.
Specify Entries
If one or more of the selected checks 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 check 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 paying a Case Expense for your customer, select the QuickBooks Debit Account from where the money will be pulled and then select the Credit Account to where the money will be owed back in the settlement.
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.
NOTE: Account character requirements have been updated in Neos to align with QuickBooks, so check requests can be created using all accounts and subaccounts that exist in QuickBooks Online to post checks as normal.
Click Done when complete.
The check request will be updated in the Checks 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 check 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). If multiple transactions are selected, click the checkbox to write a single check for the same payees. 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 the 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.
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.
NOTE: The assigned Vendor (Provider in Neos) must be "active" inside QuickBooks. If the Vendor is inactive, the following error message will display when posting the check from Neos.
A success banner will display.
The check request status will be changed to "Posted" on the Checks view.
In QuickBooks Online, navigate to Accounting > Chart of Accounts and select the account for this posted transaction.
You can also navigate to the Vendor.
Double-click the transaction to print the check.
The Memo/Case # /Party Name from the Neos Value entry will populate the Description field within the "Category details" section (highlighted below).
NOTE: 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 #.
The "Memo" field from QuickBooks SDK is referred to as "Description" in QuickBooks Online. Content in the Description field only prints on the check stub.
Data entered in the Memo field below the "Item details" section in QuickBooks Online will be displayed on the printed check (outlined below).
Click Save if any changes have been made, and then click the Print check button.
NOTE: The Print Later checkbox in QuickBooks Online allows checks to be batched for printing in bulk at a later time. This can be performed individually for each check OR from the Settings cog > Account and settings > Sales > Sales form content > "Preferred delivery method". Choose the Print later option from the dropdown, then click Save. Make sure to refresh QuickBooks to see this change reflected.
On the list of checks, click Preview and print. Confirm the preview and click the Print button.
When the check has been printed in QuickBooks Online, the check number will be posted in the Reference field of the Value Transaction in Neos.
If the check was posted using “write one check per payee”, the check number will be posted to the Reference field of every Value Transaction included in that check.
When a check request is voided in QuickBooks Online, the Memo will show "Voided" and will 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. If the check included multiple grouped transactions, all transactions included in that check will receive the void.
When a check request is deleted in QuickBooks Online, it will be removed from the list and will 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 (example shown below). If the check included multiple grouped transactions, all transactions included in that check will receive the delete.
