**PLEASE NOTE** There will be more than one way to reconcile these CC payments in QuickBooks Online. We have worked with our Certified QuickBooks Online Partners to come up with the most simplistic way to do it.
To reconcile these payments in Quickbooks Online, you will need to manually create deposits for the payments that you took. Housecall's integration did not automatically create deposits for you. We are suggesting that you go to the banking screen in QuickBooks Online to create the deposit and being the reconciling process. If your bank account is not connected to QuickBooks Online and you do not have a banking screen, you can create a deposit by clicking the " + " icon in the top right corner. Under the "Other" tab, the first option is bank deposit, select it to create a deposit.
As I mentioned above there is more than one way to do this, however we have determined with the help of accounting professionals, that this is the easiest way to reconcile.
What you should be seeing in HCP in your my money tab:
The original amount processed each day beginning on September 1, 2019
Negative amounts, that may look like money was refunded to your customer. Your customer was not refunded
Zero dollar credit card fees. You were in fact charged the processing fees but they will not be reflected here. You will need to manually calculate the fees.
Lastly, on September 5th you will see the amount that was actually deposited into your bank due to the Stripe issue. You may also see payments taken that were not affected by this issue.
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What you should do in Quickbooks Online...
This will be a three step process, that will need to be repeated for each day. Please keep in mind that you were charged the processing fees, even if you see zeros in your my money tab.
Step 1 - Will walk you through creating the original deposit
Go to the banking screen and select the payment that you want to include in the deposit, by clicking the check mark on the left hand side next to your customers name
Scroll down to add funds to the deposit. You'll need to account for the credit card processing fees. It should be received from "Housecall Pro" and assigned to "Housecall Pro Credit Card Fees" and the total fee should be entered as a negative amount.
On the next line, you will add in the deposited amount. It will be received from "Your Customer" and assigned to "Accounts Receivable" and the amount will be what would have been deposited into your bank, after fees. Click save.
Step 2 - Will walk you through reconciling the negative amount you see in your my money tab
Go to the banking screen and select the payment that you want to include in the deposit, by clicking the check mark on the left hand side next to your customers name.
Scroll down to add funds to the deposit. You'll need to account for the credit card processing fees and the "negative amount" that you see in the my money tab here. It should be received from "Housecall Pro" and assigned to "Housecall Pro Credit Card Fees" and the total fee should be entered as a negative amount.
On the next line, you will add in the negative amount. It will be received from "Your Customer" and assigned to "Accounts Receivable" and the amount will be what what you see in your my money tab, minus the fees
Step 3 - In this final step, you will be creating a deposit for the money that actually hit your bank account on September 5, 2019
Go to the banking screen and select the payment that you want to include in the deposit, by clicking the check mark on the left hand side next to your customers name
Scroll down to add funds to the deposit. You'll need to account for the credit card processing fees. It should be received from "Housecall Pro" and assigned to "Housecall Pro Credit Card Fees" and the total fee should be entered as a negative amount.
On the next line, you will add in the deposited amount. It will be received from "Your Customer" and assigned to "Accounts Receivable" and the amount will be what would have been deposited into your bank, after fees. Click save.
Helpful Tips
The best way to identify payments affected by this issue is by looking in your my money tab, payment method will be blank and the fees will say zero.
You were charged the credit card processing fee and will need to reconcile them when creating the deposits in QuickBooks Online.
Please chat in to our support team if you have any questions or need further assistance.