Allow Credit Card Transactions to Sync to QBO

For customers who set up the Integration prior to May 2022, to ensure that the credit card transactions are able to sync QuickBooks Online, a step is required to give permission for the credit card transactions to sync to QuickBooks.

In Corpay One, an Administrator needs to go into the QuickBooks Online Integration and give permission for the integration to sync Credit Card Transactions. If the permission screen does not appear per the screenshots below, it is because this step has already been completed.

Go to Settings > Integrations > The QuickBooks Online Tile > Connected > Configure

The integration application will open in a different window. The Integrations Permission screen will appear. Click on the “Allow” button.

After clicking the “Allow” button, close out of the integration window. it is not necessary to continue through the integration configuration process. The Credit Card Transactions will be able to sync once the card is used.

Creation of the Corpay Mastercard liability account in QBO

When the QBO integration is set up with Corpay One prior to using having the Corpay One Mastercard, then once the credit card has been received and the first transaction is in the status of POSTED in Corpay One, the integration with QBO is automatic!

Alternatively, if the Integration is set up after the Corpay Mastercard is linked to the Corpay One account, then the Corpay Mastercard Liability account will automatically be created when the Integration set up is complete.

The Corpay Mastercard liability account is created in QBO and this is the account that all transactions and payments will sync to going forward.

Please note this will only include transactions. Rebates and Late fees will not be included in QuickBooks Online.

Set the Opening Balance

The current balance of the Corpay Mastercard at the time of the first sync to QBO will automatically appear in the QBO Corpay Mastercard liability account as the Opening Balance. To verify, you'll see this as your "Total Account balance" in your Bill Pay inbox.

Update Ending Balance

All subsequent transactions, once posted, will sync into the Corpay Mastercard account and the Ending Balance will update with the transaction amounts.

Transaction Sync with QBO

Each transaction on the Corpay Mastercard will sync with QBO once the transaction is in the status of Posted.

The transaction appears in Corpay One soon after the transaction is made. While the transaction is in the status of Authorized, the transaction details can not be edited but a receipt can be updated. You will have the option to attach a document to this line item.

Once the transaction is in the status of Posted, transaction details (ex: Category) can be updated and will sync automatically to QBO.

Please note that this is only at the transaction level. Rebates and Late Fees will not be included here. This will require a manual adjustment at the account level at this time.

Transaction details and receipts as they appear in QuickBooks Online:

Payment Method Mapping

To ensure that the Payment Sources in Corpay One use the correct corresponding GL account in the accounting system, a new feature is available to map the Bank Accounts and Credit Cards payment sources to their funding accounts. This new feature is a required step with the QBO integration setup flow for any new integration or when configuring the integration (there is no negative impact to a customer if it is not configured within an existing integration).

If the mapping is not done within the integration, the payment source will be the default payment source initially set up in the QBO Integration setup process, if a corresponding GL account is not identified.

The payment source mapping can be done after the integration is set up and after the Corpay Mastercard is available.

Using the configure feature in the integration, the user will navigate to the new Payment Method Mapping feature. Payment accounts appear in the drop-down (pulled from QBO).

The Payment Method includes all Payment Sources as defined in Corpay One

The user maps the corresponding GL accounts, which may be named slightly differently to ensure the correct accounts are used.

Did this answer your question?