Business Apps

This process outlines the necessary updates for sales that are run through Lightspeed.

You will need login credentials for:

• Lightspeed (https://us.merchantos.com/home)

• TrackVia (https://go.trackvia.com/#/home)

• QuickBooks Online “QBO” (https://app.qbo.intuit.com/app/homepage)

Open the appropriate Views:

• Lightspeed

  • On the homepage, select “Reports” from the left-hand column.

    • If there is no column on the homepage, click the hamburger icon “☰” in the top left corner.

  • Under the category “Lightspeed Payments” click “Payouts”.

• Click the payout with the appropriate “Range” not the “Date”.

• If you cannot find the appropriate Payout, make sure it is not being filtered out

(e.g. On Tuesday, if you need a payout from last Friday, the filter will need to be changed from “this week” to “last week”).

• TrackVia

  • Go to the Accounting Dashboard

  • In the column labeled “View” select “Light Speed Sales” to open that view.

• QuickBooks Online

  • Click the magnifying glass “🔍” in the top right corner.

    • Click “Advanced Search” on the bottom of the pop-out window.

  • Search for Sales Receipts with a Sale no. that Contains “LS”

• Filter results to the appropriate date.

• Click the “NO.” column twice to sort by number in descending order.

Automate the sales receipts from TrackVia to QBO:

• In Lightspeed, note the range of the most recent payout.

• In TrackVia, select “Automate” in the “QBO” column for every record that has a “completeTime” equal to, or earlier than, the range noted in Lightspeed.

Update the Sales Receipt in QBO:

• Once the sales receipts are automated, refresh QBO to show all the new records. Begin at the bottom of the list and work upwards.

• Open the TrackVia record with the same number.

• There are 5 details that need to be corrected: Payment Method, Tax, Tax County, Print Later, and Amount.

Payment Method:

If the payment method is NOT “Credit Card”, it can be left alone.

Otherwise, open the matching Lightspeed payout and see which type of card was used.

Tax:

Only products can be taxed in SC, not services. Checkbox the lines that are products. Reference the true/false “tax” column in TrackVia to indicate which items are taxed.

Tax County:

Is always “Anderson County”.

Print Later:

Click “Print or Preview” on the bottom of the sales receipt and uncheck “Print Later”.

Amount:

Confirm that the bolded amount in QBO matches the “Total With Tax After Fees” in TrackVia.

Once the sales receipt in QBO is correct, click “Save and Close”.

You can use the left arrow in TrackVia to move to the next receipt.

Repeat this process until all receipts have been updated.

Common Problems & Troubleshooting:

"Why aren't we charging taxes for products on this record?"

Because this customer is tax exempt.

In QBO, change "Tax County" to "Tax Exempt" instead of "Anderson County".

"Why didn't this record in TrackVia automate into QBO."

1) Confirm that the "Total With Tax After Fee" is a positive number. If it is a negative number, then this record is actually a refund. See the post on creating Refund Receipts.

2) Confirm that there are no line items in TrackVia that are highlighted in red. Any red item is not in the QBO Product Database. See the post on Adding Products to QBO.

3) Provide the record ID (e.g. LS13842-2286) to your system administrator. They will diagnose the issue and alert you when it has been resolved.