Sera provides a process called batching to help transfer invoices, updates to invoices including voids, initial payments, and refunds over to QuickBooks to ensure your financial data is present within QuickBooks as well as Sera.
Batching to QBO
To generate a batch from Sera, navigate to Accounting --> Unbatched.
All invoices and payments will be selected for batching, but you can use the checkboxes on the left-hand side or the Date and Department filters to only include the appropriate items that you would like to batch over to your QuickBooks account. Using the upper-most checkbox on the left will select or un-select all items within the table you are currently on (payments or invoices).
Note: you might see a yellow banner at the top indicating a number of transactions that are missing classes. This is a new warning message to support clients who have Classes Tracking enabled in QBO or who want to track classes on their invoices. If you do not track classes, feel free to ignore the message - you are able to batch without the Accounting Class detail. For more detail, please see below.
If you do not make any selections after loading the screen, all invoices and payments will be batched following the same process as prior to this update. Selecting the Send to QuickBooks button will bring up a small verification window in which you can alter the name of the batch file that you are generating.
You might also see a warning message highlighted in yellow if you attempt to batch payments but not their invoices that are found within the Invoices tab of the Unbatched table. You can choose to go forward at this time or use the x to close the window and include those invoices.
Selecting Create Batch will initiate the transfer of this information into QuickBooks.
Note: You do not have to wait on the screen for the batching process to continue once you have selected Create Batch. Once the batch is complete, you will receive a Notification in your Notification Center when the batch is complete.
Batch results
You can find details of the batch results by clicking on the Details hyperlink in the Notification Center or you can find the Batch Details in Reports --> Batches.
Any successfully transferred over invoices, payments, and refunds will appear with a Completed result in the Export Status column. You can click on that Completed status and, with the proper QuickBooks permissions, it will bring you directly to that item in QuickBooks.
Note: if you do not have a QuickBooks login, this will not give you any additional access into QuickBooks.
If you have Failed in your Export Status column for an item, that typically is an error message that is coming directly from QuickBooks. We provide the error message that QuickBooks has passed back to us for easy troubleshooting. Most of the time you can copy and paste that into a search engine online and you will be shown QBO help resources on how to resolve that. You can also see our help article on Common Quickbooks Online errors for assistance. Please reach out to help@sera.tech if you are not able to resolve the error and we will assist with troubleshooting.
Classes Tracking
For clients who track classes in QuickBooks, you will now see an additional column in the Unbatched screen which will alert you if you are attempting to send classes that aren't yet verified between QuickBooks and Sera. This means that the classes that you have in Sera haven't yet been linked together with existing classes in QuickBooks. The class names have to be a character-for-character match between your class list in QuickBooks and your class list in Sera. For more information on that, please see our article on Accounting Classes. You can edit the classes that you have assigned to the invoice in total or the line items from the Unbatched screen by selecting the Edit icon next to the verified status or you can update them directly from the Invoice Actions button within the Invoice. A slideout will present in either option which will display the task names, any classes currently selected and give the option to update the classes from your current class list.