Step 3: Running the QuickBooks Online Integration

Once you have set up your QuickBooks Online company and your LeagueApps site, as well as the actual LeagueApps + QuickBooks Online integration, you will be able to see the integration running. Before you begin setting up the integration, please either read through the following steps, or watch the video, in order to understand what happens when the integration is running.

Please be sure you have already read through this QuickBooks Online Integration overview and have completed Step 1: QuickBooks Online Company and LeagueApps Site Setup
and Step 2: LeagueApps + QuickBooks Online Integration Setup.

• What happens when the integration runs?
• Cash - Individual
• Cash - Summary

What happens when the integration runs?

From your QuickBooks Online company, you can see your newly created journal entries by selecting Reports. Search for Journal.

Depending on what kind of settings you enabled in the integration set up, you will see different types of journal entries.

Cash - Individual

Transactions

One transaction in LeagueApps creates one journal entry in QuickBooks Online. When the integration syncs after a transaction occurs, a journal entry such as the one below will be generated.

• The journal entry’s name is the LeagueApps invoice ID - transaction ID.
• The date is the date of the transaction.
• The amount that the parent paid for this transaction is credited to the income account associated with the program.
• The amount that was allocated to merchant fees is debited to the merchant fees expense account.
• The net amount that your organization will receive for this transaction is debited to your undeposited funds account.
• The name of the program is in the Description for each line.
• The customer name is in the Name field for each line.
• The class for the program, if available, is listed on the lines for the merchant fee and program income account.
• The memo line will initially be blank. Once the transaction reaches the bank, and bank transfer information is available, the memo line will be updated with the bank transfer date and bank transfer ID.

Bank Transfers

Once money reaches your bank account, a bank transfer journal entry is also generated. It sums all of the undeposited funds for all transactions coming through on the same bank transfer date and ID and credits them.

• That same value then gets debited to your assigned bank account.
• The memo line includes the bank transfer ID.
• The description says Bank Transfer Journal Entry.
• The customer name is listed in the Name column.
• The journal entry name includes the bank transfer date, “D” to signify this is a deposit, and the last 9 digits of the bank transfer ID. It is formatted as [MMDDYYYY]-D-[last 9 digits].
• The journal entry date is the bank transfer date.

Refunds

If there is a refund processed on your site, either as a full or partial refund, it will be recorded as a journal entry. The total amount that is refunded to the parent is debited to the program’s associated income account.

• The merchant fees amount is credited to the merchant fees expense account.
• The amount originally debited to undeposited funds is now credited.
• The description lists the name of the program and also that this is for a refund.
• Once the refund goes through the bank, the memo line is populated with bank transfer date and ID.

Cash - Summary

Transactions

Transactions in LeagueApps that are part of the same bank transfer ID are grouped by matching income accounts and classes and displayed on one journal entry in QuickBooks Online. When the integration syncs after transactions occur, a journal entry such as the one below will be generated.

• The journal entry name includes the bank transfer date, “U” to signify this is undeposited, and the last 9 digits of the bank transfer ID. It is formatted as [MMDDYYYY]-U-[last 9 digits].
• The date is the date of the earliest transaction part of this bank transfer (transactions may have occurred on multiple days and yet all reached the bank at the same time).
• If a program or product shares the same income account and class as another program or product, they are grouped together on a single line. The total amount paid for those programs/products is summed and credited.
• Each new line represents another grouping.
• If a program does not have an associated income account, it is associated to Uncategorized Income account.
• The total amount going to merchant fees for all transactions part of this bank transfer is summed and debited to the merchant fees expense account.
• The total amount going to the organization for all transactions part of this bank transfer is debited for the undeposited funds account.
• The description is Summary Journal Entry.
• The customer name is the Name field for each line.
• The memo line lists the bank transfer date and bank transfer ID.

Bank Transfers

A separate journal entry is generated to represent the bank transfer — also known as the flipping of that undeposited funds amount to the associated bank account. It credits the undeposited funds amount for that specific bank transfer ID. That same value then gets debited to your assigned bank account.

• The memo line includes the bank transfer ID.
• The description says Bank Transfer Journal Entry.
• The customer name is listed in the Name column.
• The journal entry name includes the bank transfer date, “D” to signify this is a deposit, and the last 9 digits of the bank transfer ID. It is formatted as [MMDDYYYY]-D-[last 9 digits].
• The journal entry date is the bank transfer date.

Refunds

If there is a refund processed on your site, either as a full or partial refund, it will be recorded in the summary journal entry. If a refund, full or partial, is issued, that amount is subtracted from the total amount that would be credited to that income account.

• Because negative values are not allowed in QuickBooks Online, if that subtraction results in a negative number, that value is now debited (line 1 above).
• The amount that was allocated to merchant fees also gets subtracted as part of the refund; if it results in a negative number, the merchant fees line gets credited.
• The amount that was allocated to undeposited funds also gets subtracted as part of the refund; if it results in a negative number, the undeposited funds line gets credited.

Frequently Asked Questions

This is my first time running the integration and I’m not seeing all of my historic data showing up. What’s going on?

If you’re pulling in historic data, the integration may not be able to process all transactions the first time the sync runs. The next time the sync runs, it will pick up where it left off, and will continue to do so until the integration is up to date. If it’s been a few days and you’re still missing historic data, do the following:

1. Run a manual sync by navigating to the Integration Center then clicking My Apps.

   

2. In the QuickBooks Online tile, select Sync Now.
   

After about 15 minutes, check your QuickBooks Online company again. If you’re still missing the same amount of historic data, please contact support.

What do I do if I have accounting questions?

Please consult QuickBooks Online documentation and contact your accountant or bookkeeper. If you do not have an accountant or bookkeeper, please click here fill out this form.

What do I do if I have a question about the integration?

For any questions about the QuickBooks Online integration, please click here fill out this form.

What do some of these accounting terms mean?

We have put together a glossary of accounting terms you may come across when using the QuickBooks Online integration, which you can view by clicking here.