In your eCommerce system you are likely able to split transactions with different payment methods. WGits for QB supports this by recording the payment method as “Multiple” by default or you can use a custom named payment method of your own choosing. How do you reconcile the orders that have been recorded with a split tender? Since Quickbooks doesn’t allow you to have multiple payment methods on a single order, we had to come up with the next best thing.
Accessing the Right Reports
First of all how do you access the right report in Quickbooks to reconcile your split payment orders easiest? Follow these steps:
- In Quickbooks go to Reports
- Click on Report Center
- Search the words: Transaction List by Date
- Run the report
- Once in the report click on the “Customize Report” button
- Now from here we need to add the “Payment Method” column, but its abbreviated to be “Pay Meth”
- Once you have added the Payment Method to the report you can filter by the Payment Methods
- Now compare the amounts of each of these orders with the amounts of the transactions of your eCommerce system.
Example: Order 1391 was a total of $247.76.In the eCommerce system Order 1391 was split $100 to one credit card and $147.76 to a second credit card.You have now confirmed that the amount was balanced and was fully attributed to credit card payments.
This also works for mixed cash and credit card payments.Once that is reconciled, your eCommerce system reporting should be able to show you your sales based on the unique payment methods, even with split tenders on a single order.
Unfortunately, because Quickbooks doesn’t let us apply two different payments to a single Sales Receipt, it causes things to appear confusing and since we don’t want two orders with the same order number in the system because it can look like duplicate data, we’re forced to come up with the best alternative to an unfortunate situation.
QB Item Management
In cases when you have split an order between Cash and Credit Card, it will be helpful to record the cash separately.
Setup an Item in QB called “Paid Out”, set it up as an Other Charge and point it to a Petty Cash account or some other account you wish to record the cash records to.
Open the Sales Receipt that has the Multiple Payment method on it. Add the “Paid Out” item and insert a negative dollar amount for what was paid for by cash on the order. This inserts the funds into the Petty Cash account for you. Not only does this account for your Cash, but it allows your Credit Card Statements to line up more easily with your transactions in QuickBooks.