Datto Autotask PSA: Paid Date field not syncing with QuickBooks Online

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Issue

The Paid Date field is not syncing with QuickBooks Online.

Environment

  • Datto Autotask PSA: QuickBooks Online

Cause 

There are a couple of known scenarios that will prevent the Paid Date field from being populated in Autotask when syncing with QB Online:

(a) The setting, Set whether payment should be synced is not set to sync payments.

(b) Sync payments are turned off.

(c) The payment is not automatically being associated with payables like Invoices.

(d) Payment comes into QB Online and is not initially associated with an invoice.

Resolution

(a) The setting, Set whether payment should be synced is not set to sync payments.

  • This can be seen in the Autotask Invoices application in QB Online. Once enabled, any invoice going forward marked as paid in QB Online will transfer the date over to Autotask.

(b) Sync payments are turned off.

  • Payments made when "Sync payments" is turned off, or when the user account is locked, will be missed and the integration will not check back for missed payments. These payments will need to be added manually.

(c) The payment is not automatically being associated with payables like Invoices.

QuickBooks Online users can choose to associate a payment with one or more invoice transactions.

  • When a payment Is associated with one or more invoices, the app then gets a notification from QuickBooks Online with a list of Invoice Numbers to which that payment was applied.
  • It should be noted that there's currently no additional information available to the app about whether the payment applied in full or not; it's simply saying Payment X was applied to invoices A, B, and C.
  • The app takes A, B, and C and looks in Autotask for invoice numbers that match A, B, and C. If it finds a match, then it marks the date paid field on the Autotask invoice as the current date.

(d) Payment comes into QB Online and is not initially associated with an invoice.

  • If the payment comes into QuickBooks Online and is not initially associated with an invoice and is then later applied to multiple invoices, we do not have the ability to detect a payment association change.

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