New Integration Set Up or Configure Existing Integration
To enable Corpay One Mastercard transactions to sync to QuickBooks Online, a set up step is required in the integration.
On the left hand navigation go to Settings > Integrations and click on the QuickBooks Online tile. If the integration has never been set up click the Connect button, if it has been set up click the Configure button. For full instructions on how to set up the integration refer to the help article.
In order to successfully pass the transaction information permission is required. Click the Allow button on the permissions request screen.
In the integration process there is a section called Configure credit card transaction sync. Move through the integration process by clicking Next after each step.
The first step in the card transactions integration process is to toggle on the Turn on Credit Card transaction sync feature. Once it is on, a series of configuration options will appear.
Configure Credit Card Mapping to QuickBooks Online
The first step in the configuration process is to indicate which account the transactions will sync to in QuickBooks online. The system provides two options.
Allow Corpay One to create a new liability account in QuickBooks Online.
With this option, Corpay One will create a new liability account named Corpay Mastercard.
If the integration is being set up for the first time the account will automatically be created upon completion of the set up process
If the integration was already set up the account will be created after the next transaction made with the Corpay One Mastercard has Posted.
Once the account is created no further action is required.
Choose an existing account in QuickBooks Online to map the transactions into. Use the Select Account dropdown to pick an existing account.
With this option all future transactions, once Posted, will sync into the selected account.
Sync Historical Transactions
A limited number of historical Corpay Mastercard Transactions can be synced to QuickBooks Online. If historical transactions are desired toggle on the Sync historical transactions feature. Using the Calendar, choose how far back to sync the transactions (up to 3 months).
Once the credit card transaction sync confirmation is complete, click the Finish button to complete the set up and trigger the historical transactions to sync.
Changing Sync Set Up Options
In the case that the integration is set up with one of the sync set up options and later changed to the other sync set up option please note the following:
Historical transactions were previously synced to QBO and will not be synced again
A change to any transaction made prior to updating the integration sync set up will result in the transaction syncing to the new account location in QBO.
Transactions made after the change in the integration set up will only sync to the new account
Other Things to Note:
Returns - when an item is returned, a return transaction appears in Corpay One and is synced to QuickBooks
Rebates, Late Fees, and Interest - Rebates and Late fees are not available at a transaction level and are not synced to QuickBooks Online
Vendors - Merchants do not come into Corpay One as Vendors at this time. A possible future enhancement can be considered, the lift is considered high effort from the initial review.
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.