Review and sync event cash receipts

Cash receipts / deferred revenue lists event payments that were marked paid in FlowerBuddy. In this accrual-accounting use case, a synced payment is represented in QuickBooks as deferred revenue until the event's revenue is recognized.

The section summarizes:

• Received, the post-refund base amount applied to the event balance, excluding tips and application fees.

• Synced deferred, the amount already recorded as deferred revenue by syncing or marking receipts already synced.

Review a received payment

Find the payment row and select Review. In Cash Receipt Review, check the event, payment name, paid date, and base amount. In FlowerBuddy client, choose the client for this receipt. If that client shows Not linked, select Set QBO customer and link the correct QuickBooks customer before returning to the receipt. Objects to create shows the records FlowerBuddy will create: an invoice for deferred revenue and a payment linked to that invoice for the same base amount.

If a row shows Open instead of Review, select it to open Accounting > Accounts and complete Deferred Revenue Setup. Then return to the event's Accounting tab and select Review for the receipt.

Sync the receipt

When the client, QuickBooks customer, and receipt are ready, select Sync to QuickBooks. A successful sync changes the row to Synced, shows the QuickBooks invoice and payment identifiers, and increases Synced deferred by the payment amount. Select Review again to inspect the saved records.

Mark an existing QuickBooks receipt

If the same payment was already entered in QuickBooks outside FlowerBuddy, use Mark already synced instead of creating another invoice and payment.

1. In Cash Receipt Review, select Mark already synced.

2. Optionally enter QuickBooks invoice ID (optional) and QuickBooks payment ID (optional).

3. Select Mark synced.

The optional values are the txnId values from the QuickBooks browser URLs, not the invoice number or payment reference shown inside QuickBooks. FlowerBuddy records the receipt as Marked already synced and does not create another pair of records.

Confirm that the existing QuickBooks invoice and payment represent the same FlowerBuddy payment before selecting Mark synced. A QuickBooks sync creates or records external accounting data.