How To: Import Information from Quickbooks

Table Of Contents

Payment remains as "Not Processed"
When Khaos Control is integrated with QuickBooks, customer and supplier payments must be created in QuickBooks rather than directly in Khaos Control.
Once a payment has been created in QuickBooks, it can be imported into Khaos Control and automatically allocated against the relevant invoices. This ensures that customer and supplier balances remain accurate in both systems.
The process consists of two stages:
  1. Download payments from QuickBooks.
  2. Create and allocate the imported payments in Khaos Control.

Before You Begin

Make sure:
  • Your QuickBooks Integration has been configured and connected successfully.
  • The payments have already been entered in QuickBooks.
  • The related customers, suppliers and invoices have been synchronised between QuickBooks and Khaos Control.

Step 1: Download Payments from QuickBooks

The first step is to retrieve payment information from QuickBooks.
  1. Open an Accounts screen (show me how).
  2. Press F9 or click the drop-down arrow beside the toolbar button to open the Other Actions menu.
  3. Select QuickBooks Integration from the Other Actions Menu.
  4. Click Actions.
  5. Select [ Sync ] Download Payments.
Khaos Control will retrieve any new payments from QuickBooks and display them within the integration screen.

Review Imported Payments

After downloading, imported payments appear in the Payments Imported from QuickBooks grid on the Import tab.
New payments will display with a status of:
Not Processed
This indicates that the payment has been downloaded from QuickBooks but has not yet been created or allocated within Khaos Control.

Step 2: Create and Allocate Payments

Once the payments have been downloaded, they can be created and allocated in Khaos Control.
  1. Open an Accounts screen (show me how).
  2. Press F9 or click the drop-down arrow beside the toolbar button to open the Other Actions menu.
  3. Select QuickBooks Integration from the Other Actions Menu.
  4. Click Actions.
  5. Select [ Sync ] Create and Allocate Payments.
Khaos Control will process the imported payment records and automatically create the corresponding payment transactions.

What Happens Next?

Once processing is complete:
  • The payments are created in Khaos Control.
  • The payments are allocated against the relevant invoices.
  • Customer and supplier statements are updated.
  • Associated bank account transactions are updated.
  • The payment status changes from Not Processed to Payment Created and Allocated.
This ensures that both your operational records and accounting information remain in sync with QuickBooks.

Troubleshooting

Payment remains as "Not Processed"

If a payment remains in a Not Processed status:
  • Confirm that the related customer or supplier exists in Khaos Control.
  • Check that the invoice referenced by the payment exists and has been synchronised correctly.
  • Verify that the QuickBooks Integration has completed successfully without errors.

Payment has not appeared in the Import Grid

If a payment is missing:
  • Confirm that it has been created in QuickBooks.
  • Run the download process again.
  • Check that the QuickBooks connection is still active and authorised.

Tips

  • Download payments regularly to keep both systems aligned.
  • Process imported payments promptly to ensure customer and supplier balances remain accurate.
  • Review imported payments before processing if you are synchronising large numbers of transactions.
  • If you encounter allocation issues, verify that the related invoices have already been exported and synchronised.


See Also


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