Enter Manual Orders into QuickBooks

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Introduction

QuickBooks will use the next number available, if you create a new order. If you are entering orders manually and having Cloud Cart Connector manually enter orders, there could be a number collision.

Example

John Doe enters order 1 into QuickBooks manually as Smith, Jane. Through John's order management system, orders one through five enter QuickBooks. Cloud Cart Connector says that order 1 already exists under Smith, Jane, so it can neither match it nor update it. 

Transaction Log

If you review your Cloud Cart Connector transaction log, you'll see these entries:

  • Invoice 12196 has a 0 balance and no payment can be applied.
  • Order 12890 has no matching transaction in QuickBooks. No void or credit memo will be created.

Solution

Next Number from QuickBooks

To use the next number available in QuickBooks, follow these steps:

  1. On the configure page of our software, click the advanced tab.
  2. Check use QuickBooks numbering.
  3. Click save and sync.

Cloud Cart Connector will store the QuickBooks order number in the memo field for reference.

Order Prefix

Make sure that you enter a different numbering scheme for orders your team manually enters. For QuickBooks Online users, follow these steps:

  1. Login to cloudcartconnector.com.
  2. Click submit at the my connections page.
  3. At the configure page, go to the order export tab.
  4. Enter an order prefix in the order prefix field. This will add a prefix, like IS-, to any orders coming from our system.
  5. Click save and sync.
  6. Login to QuickBooks Online.
  7. Click the gear > company settings.
  8. Check off custom transaction numbers:

  9. Click save.

 

When your team manually enters orders, you'll see an order prefix before the order number. Just remove it and continue entering the order.

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