Testing your first sync
After connecting to QuickBooks and configuring the integration, it’s time to do a test run. First, if the business has not been using Crystal as a point of sale actively, you might not have any transaction data to sync. That’s fine, you can simply create any transactions you’d like to test.
Setting up for the test
If creating test transactions, we recommend creating at least one of each of the following to get familiar with how each instance of the data may sync:
A fully paid sale with a stock and non-stock #
A partially paid sale with a stock and non-stock #
A full refund or return with a product included
A partial refund or return
A refund or return for store credit
Performing the first sync
When you have some transactions to sync, move to the Accounting > Daily Summary section located in the left navigation bar.
The Daily Summary view by default displays the full month at-a-glance view. For the initial beta, the sync is performed by selecting to close the month, then choosing the more (...) option and selecting Sync to QuickBooks. This will sync any available transactions for the month to QuickBooks. The month can also be reopened if more transactions need to be entered or tested.
As we progress through the beta we’ll be adding a lot of additional capabilities, including syncing different time periods, such as daily syncing. When additional time frames for syncing become available, you’ll be able to do that by selecting the view you want to sync from the Daily Summary and selecting Sync to QuickBooks. We’ll discuss much of what will be released throughout the beta in the What’s Next section.
After selecting Sync to QuickBooks, a spinner will appear briefly while the data is sent. Once the transfer completes, a notification will appear in the bottom right of the screen.
Now, navigate to your QuickBooks file, and if the file was already open, refresh the page. The results of the sync will be available in the transactions and customers that were included in the sync.
What to do post-sync
After a sync has been completed, if you need to change any configurations, you can access those sections again through the Accounting > QuickBooks section. If you have reconfigured anything, it’s always worth doing a test sync again.
If the configuration is satisfactory, you can continue to use the sync on a monthly basis or other frequency as those options are introduced. Additionally, if the business is actively using Crystal as a point of sale, it should be noted that you can always retry or choose to sync a month of transaction data repeatedly. Any data that was already synced by Crystal will be skipped to avoid duplicate transactions.
For more information on how the integration will evolve over the beta and into the full release, check out what’s next.