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Ptonjalken
January 25, 2021
Question

Applying Square payment to an Invoice

  • January 25, 2021
  • 4 replies
  • 0 views

Hello
I had a customer use credit card on a square mobile POS and the payment went through and deposited into my account fine.

 

The issue im having is trying to link that payment to the appropriate invoice in quickbooks. I can easily add a manual payment and select Square account but then the payment is accounted for twice by quickbooks (manual entry and the quickbooks entry). How can i link the two? If I wait a day or two will there be a transaction i can match? 

 

Thanks

 

    4 replies

    M
    Maybelle_S
    January 25, 2021

    Glad to have you here in the Community, @Ptonjalken.

     

    We can delete the payments you've manually entered. This way, you can match the payment to the open invoice.

     

    Here's how:

    1. Go to the Sales menu, and then choose Customers.
    2. Select the customer's name and proceed to the Transaction List tab.
    3. Locate and click the payment to open it.
    4. Click the More option at the bottom, and then choose Delete.
    5. Select Yes to complete the process.

    You can also check this article about managing your account register and utilize its related functions: Find, review, and edit transactions in account registers.

     

    I've added this link in case you want to review your transactions after matching them: Find, Review, and Edit Transactions in your Account Register.

     

    If there's anything else I can help you with, please let me know. I'll be around to help. Have a great day!

    P
    PtonjalkenAuthor
    January 25, 2021

    Thanks. That part isnt too hard but how do i go about linking the actual Square payment to the invoice in question once ive deleted the manual entry? 

     

    Its in my Chart of Accounts but nothing has come up as a reviewable transaction yet - do i just wait for that to appear and then match? (will it appear?)

      Jessica_young
      Jessica_young
      January 25, 2021

      Hey there, @Ptonjalken.

      I'm happy to take a look at this with you today.

       

      If the Square payment synced as an unapplied payment, it should just link it to the invoice through receive payment.

      Alternatively, if it was synced as a deposit, you can post it to AR account and link it to the invoice. 

      If it's already synced as a sales receipt you can delete the related invoice instead and keep the sales receipt since that's already a sales transaction and we don't want to double post the income account.

       

      Has this happened with Square transactions in the past, or is this the first one you've received?

       

      I'd love to hear how this goes! Please reach back out if you have remaining questions on this or anything else. 

      A
      AngelicaR
      January 28, 2021

      I have a similar question regarding QuickBooks Desktop Enterprise. We invoice our customers through QuickBooks. So our invoices are generated prior to a credit card payment being received. We recently switched from QuickBooks POS to Square and the payments are being deposited just fine. However, how do you post a Square credit card payment to an existing invoice in Desktop Enterprise? I've tried contacting Square and they asked me to contact QuickBooks Support. When I contact QuickBooks Support, they can only link me to information about QuickBooks Online and suggest I contact Square. Can anyone here help me?

      JasroV
      JasroV
      January 28, 2021

      Nice to have you in the Community space, @AngelicaR.

       

      I appreciate you for sharing the details with us. To post your Square credit card payment depends on how you set it up in your QuickBooks Desktop (QBDT) software.

       

      If you have a Square bank account set up in your QuickBooks, you can create a credit card credit and use your Square account to post the payment. Let me show you how.

       

      1. Go to the Banking menu.
      2. Click Enter Credit Card Charges.
      3. Select your Square account from the Credit Card drop-down.
      4. Think the Refund/Credit. 
      5. Enter the needed details and click Save and Close when done.

       

      I’d also recommend working with your accountant for further guidance in recording this. This way, we can guarantee your books is well accounted for after recording this. If you’re not affiliated with one, you can visit our ProAdvisor page and look for one from there.

       

      However, if you don’t have a Square bank account, you can use Journal Entry to post the payment. You can work with your accountant in choosing the proper account.

       

      I’m also adding this resource that can guide you effectively in reconciling your accounts in the future: Reconcile an account in QuickBooks Desktop.

       

      You can always tag me in your reply if you have other concerns or questions about recording payments in QuickBooks. I’ll be around to help you. Keep safe.

      Z
      zucd
      January 21, 2022

      Hello, 

       

      I came across these messages and was hoping I can get some help in a similar problem I have. I have a QB online account and just recently decided to start taking card payments through Square. I'm trying to figure out how to link Square to my QB invoices. I want my clients to have the option to pay through their QB invoice using Square, is that option? If so, can someone provide steps of doing so? I already linked Square to QB's so that part has been taken care of. I hope my questions makes sense. 

        L
        Li_R
        January 18, 2024

        Dear @Maybelle_S , is this thread still active? The last message from @Jenna Nickerson is exactly what a few people in this conversation were asking, but that question has not been addressed....

         

        When I create an invoice I see "Payment Options     Connect to PayPal" but not Connect to Square, so I assume it's not possible. Would it be possible to add this feature on QuickBooks?

        F
        FateCandylaneT
        January 19, 2024

        I'm delighted to have you here sharing your concern about Square payment options on your invoices, Li_R. Let me share insights to help you achieve this matter.

         

        Creating invoices with several payment options is convenient for your customers when paying the invoice received. Please know that QuickBooks is always dependent on the information imported from your banking data to your company file. Thus, to help you enable and connect your Square account to the online program, make sure to link your bank account so QB then downloads your transactions and matches them to your Square entries.

         

        Then, you can set up the Connect to Square app feature on your account. To do this:

         

        1. Sign in to QuickBooks Online.
        2. Search Connect to Square in Find apps.
        3. Click Get App now and choose Get started.
        4. Select Give permission.
        5. Sign in to Square, then select the Square locations you want to sync.
        6. Find and select the bank account you want to deposit to, then click Next.
        7. Choose whether you want the app to import sales individually, or as a summary of your daily sales. Select Next.
        8. Once done, select a starting date, then click Finish.

         

        After setting up, the Connect to Square app downloads your Square transactions to QuickBooks.

         

        For more detailed information, you can refer to this article: Connect your Square account to QuickBooks Online.

         

        Once everything's ready, you can start reviewing and categorizing your transactions in your account to make sure all data matches your bank and credit card entries.

         

        Moreover, I'm including this guide to help you reconcile your accounts, so they match your bank and credit card statements: Reconcile an account in QuickBooks Online.

         

        Just keep me posted in the comments below if there's anything else you need further assistance with when managing Square integrations or payment options. I'll always be available in this thread to keep you going. Keep safe and have a good one!

        S
        scottsfirstaid
        May 29, 2024

        Did you ever get a resolution to this?

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