How to configure Batch Support

What is Batch Support?

This feature helps you account for invoice payments that our module syncs over to QuickBooks Online that are made by a processor that batches all payments for a day and deposits them in a lump sum into your QuickBooks Online account – making it hard to match individual invoice payments to this lump sum.

Batch Support in our module will still real-time sync invoice payments from WHMCS to QuickBooks Online – but will sync them to your Undeposited Funds account. Then, when your processor batches your transactions for the day (and you set the batch support cron to run at this same time), our module will make a deposit in QuickBooks Online that will move the funds from Undeposited Funds into the bank account you set in Configure Mappings > Payment Methods. At this time, it will also deduct transaction fees from this batch, if this is turned in in Configure Mappings > Payment Methods as well.

How do I configure Batch Support?

  1.  Enable this setting on the Configure Mappings > Payment Methods page – and choose the Undeposited Funds and Bank Account the funds will be going into.
  2. Visit Settings > Cron Jobs to set the Batch Support cron job to run once a day, at the end of the day when your credit card processor will batch all charges and a new day batch will start. It’s best to check with your processor to confirm this time.

This cron job creates a deposit in QuickBooks Online at the end of every day – one deposit per gateway per currency – that has Batch Support turned on. This deposits payments made during the day that went into your Undeposited Funds account into your bank account as a lump sum. If you have Transaction Fee Sync enabled, this deposit subtracts the transaction fees from the deposits and routes them into an expense account you’ve selected.

If you have multiple card gateways in your WHMCS that process a batch at different times of the day, you can run this cron job more than once. Add the flag gateway=stripe (stripe would represent the name of your gateway – found on the Payment Method Mappings page) after the cron job to specify a specific gateway to run the job for. You can add multiple gateways by separating them with a comma in this flag.

Updated on October 7, 2018

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