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How to configure payment journal entries
How to configure payment journal entries

Map the accounts needed to create journal entries in your accounting system using automations

Updated over a week ago

Before proceeding, please ensure you have properly configured your QuickBooks Online account. For more information about this, please check out this article.

In this guide, we will explore the necessary steps to configure the automation for Journal Entries. This automation streamlines and simplifies the process to ensure information is properly synced to your accounting system. Follow along as we guide you through the set up process.

The video above is conveniently broken up into chapters, allowing you to easily navigate and skip to specific sections as needed.

00:00 - Journal Account

09:18 - Locations

09:31 - Payment Account

09:46 - Payout Account

12:53 - Payout Location

15:03 - Settings

Add the Payment Journal Entries Automation

  1. From the Automations screen, click the Add Automation button.

  2. Select Payment Journal Entries, then, in the next screen, Add automation.

    1. You will be directed History tab of the automation. This screen will be blank as there currently is no historical data.

Configure Mappings

  1. Select the Mappings tab.

  2. Click on Classes.

    1. If you have already mapped classes to your listings, this page should already have all classes mapped to listings. If not, check out our support article on mapping listings to classes.

  3. Click on Journal Account.

    1. The QBO accounts listed in the drop down menus next to each line item are generated from your Chart of Accounts.

    2. Next to each line type, select the account that is the most common occurence as your default QBO accounts.

    3. Please check out the Configure Mappings section of the video in this article for more information.

  4. Click on Location.

    1. Set the default to your Trust account.

  5. Click on Payment Account.

    1. If you have already configured the Reservation Payments automation, these items will already be configured.

    2. If not, set Airbnb to your Airbnb Clearning account and the other accounts to your Stripe Clearning account.

  6. Click on Payout Account.

    1. The payout accounts are the bank accounts that the payments will go into.

    2. Please check out the Payout Account section of the video in this article for more information, to include info on exceptions.

  7. Click on Payout Location.

    1. Set the default to your Trust account.

  8. Click Save.

Update Settings

  1. Click on the Settings tab.

  2. In the Start Date field, input the date in which you want start pulling data from, e.g. if your go live date is August 1st, input that date into the field.

    1. If you do not input a date, the automation will pull from the past 30 days.

  3. Select Add Only in the Post Mode field.

    1. Note: You should only select Add & Delete if you have a configuration issue and need to remove payments to repost them.

  4. Set the Enable Automation toggle to on. This will set the automation to automatically run every day.

  5. Click Save.

Run Automation

  1. Click the Run Automation button in the top right.

  2. In the Date field, input the Date Range you need to pull reservations from.

  3. Click Run.

    1. A window will appear that will show the status of the automation. This window does not need to be left open. You can check on the status from the Histoy tab.

Troubleshooting Errors

  1. After clicking Run to start the automation, you may see both success and error lines.

  2. For any errors, click the Errors tab to view more information. The message column will give you the information required to resolve any errors.

For additional info, please check out the articles in our support center. If you cannot find what you need, please reach out to us via the chat window in VRP.


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