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Q: How often does the software sync?
A: Depending on your software plan the software will either sync once per day or hourly. You can always run a sync from the Synced Transactions screen.
Q: Is there an option to manually sync the transactions from Orchard connect?
A: Yes there is an option to manually sync the transactions required. You can automatically sync transaction and set alerts for the type of transaction you want to review and sync manually, hence this would save your time.
Q: Does Orchard connect support two-way sync?
A: Orchard connect has an option of two way sync for the newly created customers and products, this is optional which can be turned off/ on in the sync settings.
A: Depending on your plan you can add as many payment processors to Orchard Connect as you want. Go to payment connections in the left side of the app, click on connect to Stripe or Square and follow the steps on the way you require your stripe to be to easily connect. Please check on more on the steps on this guide.
Q: How does the app deal with Sales tax?
Ans: We have three options which you can select in Tax settings, where the sales tax can be based as per invoice, or calculated as per QBO or do not calculate sales tax separately. Please refer the link for the video on how it works.
Q: How do I know that all transactions synced to QBO matches with my Stripe account?
Ans: For the Payouts, expenses, payments, refunds you can check with the reconciliation reports. The invoices can be checked from the deposit report in Orchard connect. Also you can compare the report from Stripe (Settings > business settings > Legacy reports > download monthly reports) with the Stripe bank account in QBO.
Q: What are the transactions that will sync from payment connection to QBO via Orchard Connect?
Ans: Payouts/ transfers, fees as an expense, payments as sales receipts, sales orders, open and paid invoices, credit notes, treatment of failures, disputes, voided and uncollectible, all the transactions available in Stripe would be synced into QBO appropriately. Please refer the link to the document how these are treated as per accounting concept.
Q: What do I do if sync fails?
Ans: If you have failed status, it will indicate in the history & log on the reason to sync error in comment space. If the error is due to a transaction already existing in QBO you may ignore the transaction.
If the sync failed due to other reasons, first try reconnecting and try to sync again, if not contact the support team through the in-app support chat or search the knowledge base.
Ans: Individual sales transactions need not be matched to bank feed when using Orchard connect. In order to reconcile make sure you have synced your Payouts (money transfers to your bank) which will ensure that a “Match”/”Confirm” button appears in your Bank Feeds for you to click on (not “Add”). That’s it, the rest is done automatically.
You will be able to see sales/fees transactions in the clearing account in the Chart of Accounts (i.e. “Stripe Bank Account”).
Once the payouts are synced, you will see that your Bank Feed reconciliation is ready, just confirm the pre-matched options.
Q: Can I add multiple users?
A: Depending on the plan you purchased you can add more users to your account simply by selecting the User button on the left side of the menu screen. You cannot add more users on the basic plan.
How Does Orchard Connect Work
Orchard connect syncs all the transactions from the payment application to Quickbooks Online. There is no requirement of manual recording of transactions and helps to reconcile with the reports easily.
The type of transactions which sync into QBO:
Open invoice – as Invoice
Paid invoice – as Invoice, receive payment and expense for fee
Payments / Recurring payment – as Sales receipts and expense for fee
Refund – as Refund receipts and deposit for return of fee
Payout – As Transfer
Invoice voided – as Invoice and credit memo
Invoice uncollectible – as Invoice and JE for bad debt.
Details involved in sync of above transactions:
Discounts, taxes, shipping, tips will be brough as separate line item linked to the appropriate accounts.
The shipping address, bill address, payment terms, due date, class, all the details will be created in the appropriate field for all the transactions.
Products – Will be created when no match is found with the option selected in the settings.
Customer - Will be created when no match is found with the option selected in the settings. The details available of the customer such as the address, contact number or any other details will also be captured.
Class- Class will be created as per your settings in Orchard connect.
Appearance of transactions in QBO with sync:
The below are images on how the transactions would appear in QBO when syncing with Orchard connect.
Bad Debt Journal Entry
Batch – When this option is on in the general settings, Orchard connects syncs payment transactions as a batch for every day into QBO. All the transaction of a particular day will be shown as one sales receipt avoiding creation of many receipts in QBO. Refer batch payments guide for details.
Default customer and product – You can set up a default customer or product, which applies to all transactions, avoiding creation of many customers unnecessary for your business.
Transaction alerts – This feature helps for review of specific transactions in automatic sync. You can turn on the automatic sync yet by turning on the alerts required for review, will allow to verify those transactions manually before sync. You can choose whether you want to review new customer transactions or review based on the amount and so on. Refer Transaction alert guide for details.
Eeasily reconcilie into QBO.
In the bank account, fee and account settings, the payout should be enabled and the bank in which the transfer from the payment platform to QBO to be selected.
This would avoid duplication and easy match in the bank feeds. When the transaction clears in the bank and appears in bank feed, just click on match in the Review tab of QBO.
The transfer would reflect in the clearing account selected in the deposit to bank in settings.
Now the clearing account will be reconciled to zero. All the types of transactions against the payout transaction would reconcile the clearing out. Hurray! Books matched.
Is there any cross reference if clearing account does not reconcile?
In Orchard Connect the reconciliation report would show the payout and the transactions which equals to the payout with details whether synced or not. Hence you can cross verify if any transaction is not synced and manually sync to reconcile your clearing account.
Now all your transactions from your payment platform are in QBO and cleanly reconciled. You made it!
How To Connect To QBO
Lets get started with connecting to your QBO account.
You can connect to your QBO account within few seconds with the following steps:
Click on “connect new QBO company” on the right top corner of your data Orchard account:
2. Pop up to select the QBO account will appear:
A. If you already have a QBO set up select the first option and QBO login screen would appear to enter your login credentials.
After entering you login credentials the page below would appear to select the firm and the client you want to connect to Data Orchard.
Click on next.
Setup successful. Lets connect to your payment connection to get all the transactions to QBO.
If you do not have an existing QBO, you can send a e-mail request for a connection setup.
Adding A Payment Connection
Looking to add your first or anotherr payment connection?
As long as you have admin right to your payment connections, you can add as many as your plan will allow (see orchardconnect.com/pricing) for pricing and plan information.
It works the same to add another payment connection.
Go to payment connections on right side > Select “Connect Stripe” or “Connect Square” as per your preference:
2. Already have an account? Click on “sign in” on the top right corner. Enter the payment connection master admin login credentials to connect.
3. Select the account you wish to connect from the dropdown and connect your account, each payment account needs to be connected separately:
4. Follow the steps and select your preferences.
5. Click finish set up / sync transactions.
You have connected with an additional payment connection! Start your sync with Orchard Connect!
If you have several payment connections repeat the steps for each one.
Automatic Syncing Of Transactions
Orchard connect allows you to choose whether you want to automatically sync the transactions, products and customers or not.
Go to settings > sync settings
Automatic sync: When turned on all the transactions sync on a daily/hourly basis as per your chosen settings in Orchard Connect from your commerce system to QBO.
Initiating An Automated Sync: Will require you to select the Sync button on the Synced Transactions Page to initiate syncing.
Product sync: This syncs all the product in Quickbooks to your commerce system. You can also choose what type of products you want to be synced. Whether you require to sync inventory products, non-inventory products, services or bundled product, all or combinations of them, you can choose. Please find the screenshot of the setting options.
Customer sync from Commerce System to QBO and vice versa: If turned on, the customers are synced automatically with all the details of the customer available, such as the address, number, currency and e-mail.
You can view the synced transactions in the synced transactions tab and the last synced date appears in the top left corner, with the option to run sync manually to keep upto date.
You have the option to select the payment connection, the transaction type and if any specific payee with the date range to view the synced transactions.
You can export the synced transactions to excel by using the export option in the top right corner.
Is there any option for changes after sync?
The only option you have will be “roll back”. The roll back allows you to delete the synced transaction from QBO allowing you to sync again if required. This option would be used when you want to re-review the transaction or the transaction already exists in QBO.
If roll back fails, the transaction would appear in the alert for review tab with the reason in the history.
Are there links from Orchard connect to QBO and Stripe?
Yes. Select the history icon to open the Sync History & Log.
Commerce link: You can click on the transaction ID link, this would open up your Stripe account with the page of the transaction.
QBO link: Select the History from the Actions column, the history of the transactions would appear. It would show the transaction as per type and the customer created in QBO, against which the link with the transaction number would appear in Open transaction column.Selecting the link would open up the transaction in QBO.
Manually Syncing & Importing Old Transactions
You also have the option of manually syncing the transactions.
Go to settings > Sync settings > ensure the Automatic sync option is turned off.
Then, go to synced transactions tab. This tab allows you to view the transactions which are synced into QBO. Select the option “Find & Sync.”
The table will pop up, for you to select the payment connection and the date range of the transactions which you wish to sync.
Select the transactions you wish to sync and select “Sync selected transactions”.
As per your transaction alert settings,if a transaction alert has been triggerred (Alerts) the transactions will be moved to the “alert for review tab” otherwise the transaction will be moved to the synced transaction tab. The number of transactions moved to the tabs will appear as a notification.
Alert for review:
If the transactions are moved to the “Alert for review” tab as per your requirement, you can verify and sync the transactions. Orchard connect also states the reason or the alert to which it has appeared in review status.
You can sync, ignore, view history and make notes to the transactions in alert for review.
History: If a transaction is failed, the reason for which it is failed can be viewed in the history.
Ignore : If transaction is failed due to the existence of the transaction already in QBO can be ignored.
Comments: You can make notes in the comments and review for later or for your partner, or colleague.
Specific Alerts: When there is a No product match alert or class required alert, Orchard connect indicates in the product column with a red outlined box. You should click the cell to review the product and select your required product or class.
You can export the transactions for review by selecting export option in the top right corner of the page.
After syncing from the Alert for review tab it would appear in the synced transaction tab, where you can verify.
To sync all payments in a single batch (sales receipt) for a day. You have two options:
1. Batch every transaction on a line by line basis for the day or run a Batch Summary which aggregates all products to one line item for the same day.
Go to settings > General Settings> Batch payment on: (Batch Summary Off)
2. Batch every transaction into a summary Sales Receipt that aggregates products into a summary line.
Go to settings > General Settings> Batch payment on: (Batch Summary On)
This helps you when there are numerous payments in every business day and you don’t want too many entries to be seen in QBO making your reports look hectic. If there are 10 payments on 10/30/2020, batch payment allows you to see all the 10 payments in one sales receipt with all the payment details in QBO.
The sync is automatic and the batch payment is on, Orchard Connect will automatically sync as a batch.
In a manual sync too, even if you are syncing payment transactions of the same day separately, it will be added to the same Sales receipt in QBO as far as the batch payment is turned on.
The sales tax, shipping, discount and the fee will be covered in the sales receipt as separate line items. Please find the screenshot of the QBO sales receipt synced in batch for your reference.
When the batch payment is off – each transaction will appear as different sales receipt.
Turn on multi-currency if you need to support multiple currencies. Ensure that multi-currecy is turned on in your QBO account first. We suggest Each currency have its own bank deposit to make it easier to reconcile.
Go to settings > General Settings> Batch payment on:
How does Orchard connect deal with Sales tax?
Orchard connect allows you to select how you want to maintain the Sales Tax in QBO. Go to Settings > Tax settings> click on the drop down for the following three options:
Use Sales Tax number from the original transaction. (If not found, then 0 will be entered).
Reason: Select this option if you are using third party tax system.
Reflection: Sales tax amount would appear in the invoice in QBO as per Stripe invoice.
2. Orchard connect will calculate the Sales tax number in conjunction with QBO.
Reason: There is no third-party calculating Sales Tax for you, including Stripe and Sales Tax must be paid.
Reflection: Sales tax would calculate as per the QBO sales tax setup options.
3. Do not calculate Sales Tax (or you do not collect it). Instead, include the Sales Tax number in the total amount if it exists.
Reason: Select this option, if you do not require to pay Sales tax or do not collect it.
Reflection: If sales tax exists the amount will be shown in the invoice in QBO as per Stripe invoice.
Orchard connect has three reports to review the transactions synced.
You can review all the Payout/ Transfer transactions. The fee split is also shown along with the status of sync to QBO.
Product Sales report:
The report contains the sales transactions by date or by product for the period selected. It provides details of the quantity, average price per unit and balance.
Orchard connect provides you a view of the payouts synced with the breakup of the sales transactions for the payout. By reviewing this report, you would know that all the sales transactions for the payout is synced and ensure all transactions have been synced to QBO. The green tick shows that all are brought into QBO and reconciled.
All the reports can be exported to excel by selecting the export option on the top right corner of the pages.
How To Setup Reconciliation
Orchard Connect recommends maintaining a clearing account in QBO which the software will automatically creates during setup. All sales, fees, refunds, will be synced to the bank clearing account and payout transactions will appear as a transfer entry in QBO ready to match in bank feeds when cleared.
Setup In Orchard connect:
Select the bank account from the dropdown for the deposit, fee and payout transactions.
Go to Settings > Bank account, Fees & Payout
The deposit to account will be the bank account which you would maintain your sales receipts, refund receipts and payments. We recommend Stripe bank account which will act as a clearing account.
Process payout should be turned on if the payments are collected via Stripe and deposited to the business bank account. You should select the business bank account to which the payout will be deposited from Stripe.
If the process payout is turned on, the payout would be recorded as a transfer between the bank account selected in the process payout and deposit to bank account in QBO. Orchard connect does not allow to select the same bank account for process payout and deposit to.
Fee: Every payment transaction would have a fee applied in a payment connection, Orchard connect allows you to select the vendor name, account and class you want to maintain your fees in QBO.
Sync all the transactions for the period automatically or manually.
All the sales, fee and refund transactions would appear in the Stripe bank account.
The payout will show as a match in the bank feed when it clears in the bank within 2-7 business days. Just match the transfers to the bank transactions.
Now all the Stripe transactions would appear in the Stripe bank account and set off for the period.
There is no requirement of manual entries or reconciling each payout to the sales receipts and expenses.
Transaction Alerts enable you to setup alerts based on certain triggers that will flag the transaction before it is synced into QBO. Once it is sent to the Alerts Folder, you will need to manually review and sync before the transaction is sent to QBO.
Go to Settings > Transaction alerts > Choose specific alert for review before sync.
The transactions related to the alert chosen would appear in the “Alert for review” tab. You can select one of alert or multiple alert as the Orchard connect allows.
You can check with the details of the transaction before you sync. You can review and select multiple transactions to sync at once from the alert for review tab.
The alerts are relating to amount of transaction, customer, product, class, open invoice and refund.
You can turn on the alert as per your requirement for review.
All Transactions Alert:
If you need to review all transactions for a certain period, you can turn on “All transactions to be reviewed” alert and then turn it off when the purpose is served.
Alert Relating to Amount:
You can set, transaction amount equal to, greater than and less than in the alert and review the transactions.
New Customer Alert:
Turn on new customer alert for transactions with new customers to be reviewed. This helps you to keep a track of the new customers you get.
Product Related Alerts:
Certain times when the product match is not found you would like to review and then sync by selecting the product of your choice. Turn on the No product match alert for those transactions to be reviewed.
If you require to review transactions relating to particular product or products, you can turn on the “Product match alert” and select the products to be reviewed.
If you are maintaining class in the transactions in QBO, you would like to review those transactions where there is no class hence you can ensure that you consistently maintain.
Applied Balance Alert:
This alert helps to identify and review the transactions which have a credit applied against an invoice as apply against customer balance is selected in Stripe.
Open Invoice Alert:
Open invoices need to be reviewed whether it is an open invoice only or whether it has been paid by other mode rather than the payment system hence you will do the needful after review.
You need to keep an eye on the refund transactions. Orchard connect allows you to review refund transactions before sync.
Syncing Customer Details
Automatic syncing of customer details:
Orchard Connect allows you to choose how you want to maintain your customer names and keep your customer details up to date.
You can decide whether you want an automatic sync of all the customer details from QBO to Stripe or Stripe to QBO.
Go to Settings > Sync settings:
The customers are synced automatically with all the details of the customer available, such as the address, number, currency and e-mail.
Alert for new customer:
Orchard connect allows you to review your new customer transactions, you just have to turn on the option “New customer alert” in the Settings> Transaction alerts. This helps you to be aware and have a track of new customer transactions.
Sometimes you don’t want to maintain customers and choose to sync all the transactions with one single customer name. You do have that option too!!!
Go to settings> Sales settings > turn on “Apply default customer” > select the default customer from the drop down.
You can also add new customer, directly from “Orchard connect” by selecting “Add new” available in the dropdown.
To add new customer the below pop up appears for you to provide the details available for the customer.
How Orchard Manages Product
You can sync products from QBO to your commerce system and vice versa. You can also match products from your commerce sytem to a product in QBO.
Go to Settings > Sync Settings> Turn on Product Sync, this sync all the product in Quickbooks to Stripe. You can also choose what type of product you want to be synced. Please find the screenshot of the setting options.
New products need to be associated to a product type and income account for it to be created in QBO.
Orchard Connect allows you to choose the product type and income account the new product has to be created. You also do have the option of selecting whether the product is taxable or not.
Orchard connect also allow you to select a default product if it is not able to map.
You can select the Default Product from the dropdown. If not, available you can create a product from Orchard connect by selecting “Add new” from the drop down.
Fill in the details of the product or services, the type, class, taxable, and other required details to add new product.
There is no requirement for maintaining product and do not want to create many products in QBO! Orchard connect allows you choose to apply the default product for all transactions. The same product will be applied for all transactions regardless of the product availability.
Orchard connect has alert options related to products. Automatic sync is on and you want to review the transactions with no product match, or a particular product needs review, select those options in settings > transaction alerts.
No Product match alert: It helps to review transactions with no product match which would be new products.
Product match Alert: You can select the product or multiple products you require to review the transactions.
Field & Product Mapping
Orchard connect allows you to map the details of transaction as per your requirement.
Go to settings > Field and product mapping
The list of products available in Stripe is displayed in the product mapping and the corresponding product in QBO can be selected to be mapped for the product in Stripe.
Field Mapping allows you to selects specific metadata from the commerce system and map it to a speciifc field in QBO. This is an important feature when either A) the metadata has not been properly set up B) You need to fill in a specific field in QBO that isnt automatically being populated.
Be sure to select a sample in which you have the maximum number of details in order to get the best possible mapping.