The call is a training or troubleshooting session focused on payment processing workflows between QuickBooks Online and RentalWorks (or a similar system like KARS+). Speaker A demonstrates how to create receipts, apply payments to multiple invoices, and handle customer deposits or credits. They explain the concept of a 'depleting deposit'—crediting a customer's account for future use—and how to apply such deposits or credit memos to open invoices.
A significant portion of the discussion addresses edge cases and system limitations. The participants explore how to record payments processed outside the primary system (e.g., a credit card run through a third-party processor like Pelson) by creating custom payment types. This leads to a critical concern raised by Speaker C regarding data synchronization: if an invoice is marked as paid in QuickBooks but the payment is recorded with a non-standard type in RentalWorks, the sync may fail.
The conversation is collaborative, with Speaker B confirming similarities to their existing KARS+ deposit process and asking about referencing double payments. Speaker A provides guidance on using the payment memo field for notes. The call ends on an unresolved note regarding the sync conflict, indicating a need for a technical solution or workaround.
Click Track to add a task to your main dashboard.
It'll tell you, I mean, they're pretty vague with their errors, but it'll kind of tell you why it doesn't like it. So what I was trying to show you is that if I have the same customer, I want to push all 3 of these. Okay, so now if I go to billing receipts, Create a new receipt for the training customer. Here's all of their open invoices. They sent me a check for, I don't know, $1,800. And then I get to choose which of these invoices they're paying off. So they're going to pay off this one and this one. And as this is happening, I'm deducting like how, how much I've used of their $1,800 versus how much I have left to use. And you can— you can— excuse me, you can pay off multiple invoices with a single receipt. Okay, so let me just put more money here. So same, then you process, and you would now put— push in a receipt for each of these invoices, except that it's mad because one of the invoices was processed outside of QuickBooks for that one. Again, that was a QuickBooks error saying, hey, we don't have this invoice because this is my junky database and there are other ways to process an invoice that don't involve— for people who don't use QuickBooks Online, and that's why that invoice wasn't there. And then all of your receipts. So if you— I was mentioning that, like, if you are— if you— let's say I'm bringing in— this company sends me a check for money or cash or ran a credit card. They sent $500. Now they don't have an invoice yet. As soon as I click on Save for this receipt, it's going to create a depleting deposit, which means now they have $500 on their account. To be used later. When their invoice is created and now you want to use this deposit to pay their invoice, when you go to create a new receipt, you're just going to pick— so it was 3, so I'm going to say I want to use my depleting deposit. They're going to say which depleting deposit, so you can have multiple. I want to use this credit they have with us. If you've credited back an invoice or if they they've sent in a deposit that isn't— this is floating money out there. You can use that as the payment type on an open invoice. I don't have any invoices for this client, but you can use a deposit or a credit memo as payments on a processed invoice.
Michelle, is that similar to how we do deposits in KARS+ right now? That is correct. And that's when we have like an open credit. That's how we apply it.
Okay.
So it is like that. I was just looking at it and I'm thinking like, how do we reference it? Like sometimes they send double payments, so we usually apply it as open, but reference it for what invoice it was double paid. I see the notes at the bottom. Then, um, I mean, I'm not sure, is that the way to add it? Is there a different way to add that payment?
Yes, so one is that if they are— obviously, if they're used to deposit, you'll have like the record of that deposit. But yes, any notes about it can go— would go down here in the payment memo section.
Okay.
How would we be able to make a receipt for something that's processed outside of RentalWorks, like not actually processing it through RW? So you, so you can create a payment type. Let me see what your payment types are right now. You can create a payment type. So right now, if you make a new receipt, your payment types are here. Now you could make a payment type called like credit card outside of RentalWorks, and it would work just like ACH or cash. Because right now, let's say they send in a check, like, you don't— you're not processing anything through RentalWorks, right? There's no process payment, you're not running a card. So you just create a payment type that means you ran a credit card outside of RentalWorks, like through Pelson or something, right?
Yeah.
Well, then how does that work when it syncs though? Because let's say we marked it as paid in QuickBooks because we received it, but then we need to mark it in here, will the sync still work?
Or— so your excellent point, you— it won't. And this came up the other day with another client because, let's say, QuickBooks, you, if you receive