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 fundamental steps to configure the first automation that should be set up when implementing automations in VRPlatform, Reservation Invoices. This automation streamlines and simplifies the process to ensure reservation data 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 - Configure Mappings
0:09 - Classes and Inclusion
00:20 - Locations
00:48 - Products & Services
05:52 - Exceptions within Products & Services - how to include and exclude reservation lines from your invoices
08:16 - Tax Codes
09:35 - Mappings Recap
09:54 - Settings
11:20 - Save Configurations
11:36 - Enable and Run the Automation
12:31 - How to handle canceled reservation errors
Add the Reservation Invoices Automation
From the Automations screen, click the Add Automation button.
Select Reservation Invoices, then, in the next screen, Add automation.
You will be directed History tab of the automation. This screen will be blank as there currently is no historical data.
Configure Mappings
Select the Mappings tab
Click on Class
Make sure all listings are assigned a class (if you didn't do this already during your class configurations - see article how to configure listings.
Skip Inclusion
Click on Location
Set the Default to your Trust account. This is the only setting required.
Click on Products & Services
The line items listed in the left column (line type) are set by default.
Note: If you need a line item not listed, please reach out to us.
Click into the Quickbooks Item field next to each line type item to select the matching account from your QBO Chart of Accounts.
Note: If you are not seeing a matching account from QBO in the drop down, first, resync the connection with QBO using the QBO icon near the top of the screen. Select what you want to extract and a date to extract data from.
If you need to create exceptions for payouts for particular listings, you can do so by adding an exception. Please check out the video for more information (timestamp 5:53).
Click on Tax Code
This is only applicable for Non-US based companies. For Non-US based companies, a default tax code is required.
Click Save
Update Settings
Click on the Settings tab.
In the Txn Date field, select Check In or Check Out based on how you recognize revenue.
Ensure the Mode field is set to Update.
Set the Enable Automation toggle to on. This will set the automation to automatically run every day.
Click Save
Run Automation
Click the Run Automation button in the top right.
In the Date field, input the Date Range you need to pull reservations from.
Click Run.
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
After clicking Run to start the automation, you may see both success and error lines.
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 on cancellations, please check out out this support article. If you cannot find what you need, please reach out to us via the chat bubble in VRP.