QuickBooks Online receives RapidCents sales and refunds that were approved with response code AA, and it can receive voids and wallet closes. It does not sync a decline.
Who can use this. Manual sync buttons require the QuickBooks sync permission your user was given, such as the permission to run a manual sync. Viewing the posting profile is a separate permission from editing it.
Before you start. Connect the company first. Then open Posting Profile and save the choices the screen shows before you expect new sales to post the way you want.
Steps
- Open QuickBooks Online, Connection, and confirm the company.
- Open Posting Profile. The screen includes choices such as Sales Receipt or Invoice + Payment, tax modes QuickBooks Calculates or No Tax, and settlement modes labeled Mode A: Net Settlement and Mode B: Gross + Month-End. Save the profile you intend. This article does not pick a mode for you.
- Leave the profile in place. New activity uses the saved profile.
- Approve a card payment. An AA sale, force, or refund is queued. A decline is not queued. A void of an AA payment is queued as a void.
- Close a wallet when you want the wallet-close sync. On the Connection tab you can use Run wallet close sync or Sync from last date when your permission allows it.
- Open Sync Health, Wallet Reconciliation, and Logs to see the result. Wallet Reconciliation can show OK or Mismatch.
| What you see | Meaning | What happens next |
|---|---|---|
| AA sale or refund | The automatic online sync trigger. | A decline, including ND, is not sent as a payment. |
| Void | A later void of that payment is queued. | It is not a second sale. |
| Wallet close | Queued when the wallet closes. | This is the settlement object, not the original card authorization by itself. |
| Run wallet close sync | A manual run. | Use it when the automatic close did not appear. Running it twice still has to respect the sync's own duplicate checks. Confirm in Logs. |
| Import from QuickBooks | Customer and invoice import exists as a manual job. | It is not the same direction as the payment export. |
| Mismatch | Wallet reconciliation does not match. | Do not edit the customer's card payment. Open the mismatch and the log. |
After you save or submit. Sync is queued. Logs and Last sync are how you verify it. A job starting is not the same as a QuickBooks record existing.
Example. Example only: Example Cafe is connected to fictional company Example Cafe Books in Sandbox. A fictional 42.00 sale is APPROVAL, code AA. Cafe opens Logs and sees that sale queued. A fictional 42.00 decline is absent from the sync. Cafe then closes the wallet and runs wallet close sync. Wallet Reconciliation shows OK for that fictional close. If it showed Mismatch, Cafe would open the log instead of creating a second sale.
Troubleshooting
- QuickBooks is not syncing. Confirm the company is connected, the module is not disabled, the payment is AA, and Desktop is not the active connection. Then read Logs.
- A refund did not appear. The refund transaction must be AA. A void is a different event from a refund.
- You changed the posting profile. New activity uses the new profile. This article cannot promise that old QuickBooks records are rewritten.
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