Record your consignor payouts in QuickBooks Online

Open the QuickBooks settingsRose

1. Go to Administration → SETTINGS.
2. Scroll down to PAYOUTS - QUICKBOOKS AND ROSE PAY (ROSE PRO). It sits under the Square settings and above PRINTNODE / KLOUDPRINT SETTINGS (ROSE PRO).
3. The first box is QUICKBOOKS ONLINE - RECORD PAYOUTS.

• Shortcut: on the Dashboard's Money card, click Set up next to QuickBooks. You land straight on this part of SETTINGS.
• The cog icon next to the PAYOUT title (on a contract's payout page) and next to BATCH PAYOUT opens the same place.
• If the box says it is waiting for Consignor Connect, QuickBooks is not switched on for your store yet. Contact Consignor Connect support.

Connect QuickBooksRose

1. In QUICKBOOKS ONLINE - RECORD PAYOUTS, click CONNECT QUICKBOOKS.
2. Intuit's sign-in page opens. Sign in, choose your QuickBooks company and allow Consignor Connect.
3. You come back to Administration with the message QUICKBOOKS CONNECTED - NOW PICK THE ACCOUNTS IN PAYOUTS.
4. The box now says which QuickBooks company is connected, who connected it and when.

Choose the accounts and what to recordRose

Nothing is recorded until both accounts are chosen and saved.

1. In PAY FROM (BANK ACCOUNT), pick the QuickBooks bank account your payouts are paid from.
2. In BOOK PAYOUTS TO, pick the account payouts are booked to. Most stores use an Other Current Liability account such as Consignor Payable.
3. Next to RECORD:, tick the payment types to record: CHECK, CASH, ELECTRONIC and ROSE PAY.
4. In RECORD PAYOUTS FROM, pick the first date to record (it starts as today).
5. Click SAVE. You see QUICKBOOKS SETTINGS SAVED - NEW PAYOUTS ARE RECORDED.

• PAY FROM (BANK ACCOUNT) lists your active QuickBooks Bank accounts.
• BOOK PAYOUTS TO lists your active Other Current Liability, Expense and Cost of Goods Sold accounts.
• If you click SAVE without both accounts, Rose says PICK THE BANK ACCOUNT AND THE ACCOUNT TO BOOK PAYOUTS TO.
• To change any of these later, pick the new values and click SAVE again. Changes apply to payouts made after you save.

What is recorded when you make a payoutRose

Each payout made with MAKE PAYMENT (a contract's PAYOUT page) or PAY OUT (BATCH PAYOUT) becomes one entry in QuickBooks, usually within a minute.

• Payment type CHECK becomes a QuickBooks check from your bank account, with the check number.
• CASH, ELECTRONIC and ROSE PAY payouts are recorded as a cash-type expense from the same bank account (an electronic reference number is kept if you typed one; Rose Pay payouts show the reference ROSEPAY).
• The payee is the consignor as a QuickBooks vendor, named with the account number and name, for example "#1001 Jane Smith". The vendor is created the first time that consignor is paid, then reused.
• The amount is booked to your BOOK PAYOUTS TO account, with a description that names the contract.
• Only payouts on or after RECORD PAYOUTS FROM, with a ticked payment type and an amount above 0.00, are recorded.
• IN-STORE PURCHASE payouts (store credit) are not recorded.
• Rose never moves money in QuickBooks. It only records the payouts you make.

Undo a payoutRose

1. Open the contract: Contracts → PAYOUT.
2. Click PAYOUT RECEIPTS / UNDO to jump to the receipts list.
3. Click UNDO on the payout and confirm.

• If the payout had already reached QuickBooks, Rose deletes the QuickBooks entry too.
• If it was still waiting, it is simply never sent.
• Undoing a payout can't be reversed in Rose. If it was a printed check, void the check.

Check that payouts reached QuickBooksRose

• On a contract's PAYOUT page, the payout receipts list has a QUICKBOOKS / ROSE PAY column. It shows "QuickBooks: recorded", "waiting", "failed: ..." (with the reason), "deleted (undone)" or "not sent (undone)".
• In Administration → SETTINGS, RECENT QUICKBOOKS ENTRIES lists the last 50 entries with WHEN, CONSIGNOR, AMOUNT, WHAT (record or delete, and the payment type) and STATUS.
• If QuickBooks is busy or down, Rose keeps trying by itself, waiting a little longer each time. After 8 tries the entry is marked FAILED.
• Click RETRY FAILED to send every failed entry again. Rose tells you how many will be tried again within a minute.

Reconnect or disconnectRose

1. To disconnect, click DISCONNECT in the QuickBooks box.
2. Confirm in DISCONNECT QUICKBOOKS. You see QUICKBOOKS DISCONNECTED.

• Entries already in QuickBooks stay there.
• While QuickBooks is disconnected, new payouts are not recorded, and they are not sent later when you connect again. Entries still waiting when you disconnect are skipped.
• If Intuit's sign-in runs out or is removed, the box says QuickBooks needs to be connected again and shows RECONNECT QUICKBOOKS. Click it and sign in again.
• If you connect a different QuickBooks company, entries that were waiting for the old company are skipped.