This article will cover the required setup to use the liability account prepayment option in FieldCentral. This will include an overview of the items required in QuickBooks and how to set up services to be eligible for prepayment.
When using the Liability Account option, funds are added to the liability account in QuickBooks through sales receipts submitted through FieldCentral or directly into QuickBooks. Once the prepaid visit is completed and sent over to invoicing, the invoice moves the funds from the liability account to your sales or income account.
Before being able to use this function, a liability account must first be added into yor Chart of accounts in QuickBooks. Below is an article containing the steps to add an account into your chart of accounts in QuickBooks online.
(Add an account to your chart of accounts in QuickBooks Online)
After creating the Liability account to hold those prepaid funds in QuickBooks, you will need to add in the appropriate record(s) to submit the sales receipts and display the prepayment on prepaid invoices. For QuickBooks Online, the record would need to be added under the Products and Services section of the platform. As for Quickbooks desktop, the record would be recorded in the Items List of the program. More information about creating those records can be found in the articles provided by Quickbooks below.
(Add product and service items to QuickBooks Online)
(Add, edit, and delete items in QuickBooks Desktop)
Once created, the record name would need to be entered as the prepayment line item for the WTD. To do this, you would first navigate to the service settings and then click Services & WTD. Once in the Services & WTD section, you will expand the service and click the edit icon on the WTD that may be eligible for prepayment.
From the WTD record, you would populate the prepayment line item with the record name that was created in QuickBooks before clicking Save. If the WTD is marked as prepaid and sent to invoicing, the line conveying the prepayment on the invoice would use the prepayment line item to move funds from the liability account to your sales or service account.
