Managing Payments in Quick Books and Voiding invoices in AgriChain [US and Canada]

Introduction

This article will guide you on reversing paid transactions on Quick Books against an invoice in AgriChain, if you have a Quick Books Integration on AgriChain. This is most applicable to reversing payments that have been completed on Quick Books, where the transaction has sync to AgriChain and marked its associated invoice as paid.

It is important to note that:

• You must first void the completed payment record in Quick Books.

• Ensure that the voided payment record status has synced between Quick Books and AgriChain (this is automatic via the integration).

• Then only void the invoice itself in AgriChain.

Step-by-Step Guide

1. Void the Payment Record in Quick Books

First, you need to void the completed payment record in Quick Books. Here’s how to do it:

1. Login to Quick Books:

   • Open your web browser and navigate to the QuickBooks login page.

   • Enter your credentials to log into your QuickBooks account.

2. Locate the Payment:

   • Go to the relevant invoice in QuickBooks

   • Navigate to the payment transaction list

   • Locate the payment transaction you want to void.

3. Void the Payment:

   • Clear the payment details

   • Save the record

   • Payment transaction will be voided

2.Automatic Payment Status Sync with AgriChain

Once the payment record is marked as void in QuickBooks, it will automatically sync to AgriChain and be marked as void, due to the integration between the two platforms.

3. Void the Invoice in AgriChain

After the payment record is voided and the status of the invoice is updated in AgriChain, you can then proceed to void the invoice in AgriChain:

1. Login to AgriChain:

   • Open your web browser and navigate to the AgriChain login page.

   • Enter your credentials to log into your AgriChain account.

2. Locate the Invoice:

   • Navigate to the 'Invoices' section in the AgriChain portal.

   • Find the invoice that corresponds to the previously voided payment record.

3. Void the Invoice:

   • Open the invoice details.

   • Select the option to 'Void Invoice'.

   • Confirm that you want to void the invoice.

Notes:-

Invoice Creation and Payment Integration

• Invoices are created in AgriChain.
• Payments are made through Quick Books and data is automatically fetched and synced based on Customer Display Name defined for the two parties on both AgriChain and Quick Books.
• Once the payment is completed, the status of the invoice is automatically updated from 'Pending Payment' to 'Paid'.

Handling Quick Books Payment Record Errors

• If there are errors in syncing payment records in QuickBooks against invoices in AgriChain, ensure that the payments records are added in Quick Books first.

• Once the payment record is added in Quick Books, it will automatically sync to its associated invoice on AgriChain, correcting any discrepancies.

Handling invoices and payment between AgriChain and Quick Books

• Invoice Creation: Create the invoice in AgriChain, and it will automatically sync to QuickBooks.

• Invoice Voiding: If you need to void an invoice, please do so in AgriChain. This action will automatically void the corresponding invoice in QuickBooks.

  • NB: Please do not void AgriChain created invoices directly in QuickBooks.

• Payment Creation: Create the payment in Quick Books, and it will automatically sync to AgriChain.

• Payment Voiding: If you need to void a payment, please do so in Quick Books. This action will automatically void the corresponding payment record against its corresponding invoice in AgriChain.

  • NB: Please do not void Quick Books created payments directly in AgriChain.

Quick Books doesn't allow AgriChain to update the Invoice total once payment is received against the invoice in Quick Books.

• Change Invoice No in Quick Books (since we can't reuse same invoice no in Quick Books)

• Void the Invoice in Quick Books.

• Sync AgriChain Invoice.

Related Article 

• How to Set Up or Re-Link my QuickBooks Integration [US and Canada] 
• Managing Payments in Quick Books and Voiding invoices in AgriChain [US and Canada]