QuickBooks Integration Basics

Pavilion integrates with QuickBooks Online (QBO) to automatically send accounting data from Pavilion into your QuickBooks account.

When transactions occur in Pavilion, the system records their financial impact using Journal Entries. These entries contain the debit and credit records that represent the movement of money related to sales, payments, and register activity.

Journal Entries are created automatically in Pavilion and then synced to QuickBooks Online, allowing your accounting records in QuickBooks to stay aligned with the transactions happening in Pavilion.

A Journal Entry (JE) is an accounting record that captures the financial impact of a transaction.

In accounting, every transaction is recorded using two sides: a debit and a credit. The total of these amounts must always balance. This method ensures that financial records accurately reflect how money moves between accounts.

In Pavilion, Journal Entries are created automatically when transactions occur, such as sales, payments, or register activity. Each Journal Entry records how that transaction affects different accounts, such as revenue, inventory, taxes, or payment methods.

You can view Journal Entries in Pavilion by navigating to App Launcher → Journal Entries.

Each Journal Entry includes multiple Journal Entry Items, which represent the individual debit and credit lines that make up the entry.

Additionally, each entry contains general information about the transaction in the Details tab, such as the transaction date, description, and sync status with QuickBooks Online.

These lines show how the transaction is distributed across different ledger accounts, allowing Pavilion to accurately represent the financial activity that will be synced to QuickBooks.

Journal Entries in Pavilion are created automatically based on specific business transactions. These entries represent the financial impact of activity happening in the system and are later synced to QuickBooks Online.

There are three main sources that generate Journal Entries in Pavilion.

A Journal Entry is created when an order is fully paid. This applies to several types of orders in Pavilion, including Sales, Jobs, Layaways, and Special Orders.

When the order reaches the paid status, Pavilion records the financial details of the transaction, such as revenue, inventory cost, and other related accounts. All items within the order are combined into a single Journal Entry that reflects the complete sale.

Receipts generate Journal Entries whenever payments or refunds are recorded.

Each receipt creates its own Journal Entry that records the movement of funds, such as customer payments, deposits, taxes collected, or refunds. These entries track how the payment affects accounts like Accounts Receivable, Sales Tax Payable, and deposit accounts, depending on the transaction type

Journal Entries are also created when a register session is finalized.

A register session represents the activity from a cash register during a shift. When the session is finalized, Pavilion records the totals for each payment method used during that session, such as cash or credit cards.

The system then generates a Journal Entry that reflects the total amounts processed through the register for that session. This helps reconcile the payments recorded through receipts with the actual register activity.

Journal Entries in Pavilion are created and updated automatically when certain transactions occur. Because different actions can affect the financial records of a transaction, you may sometimes see multiple Journal Entries related to the same order or payment.

Below are the most common events that trigger the creation or update of a Journal Entry.

Order marked as Paid

When an order is marked as Paid, Pavilion generates a Journal Entry that records the financial impact of the completed sale. This includes the revenue from the sale as well as the cost of the items involved.

Receipt created

Whenever a receipt is created to record a payment, Pavilion generates a Journal Entry to record that payment. This entry reflects the movement of funds related to the transaction, such as customer payments, deposits, or taxes collected.

Receipt voided

If a receipt is later voided, Pavilion automatically creates a reverse Journal Entry to cancel the original one. This ensures that the accounting records remain accurate without deleting the original transaction history.

Returns

If items from an order are returned, Pavilion creates a separate Journal Entry for the return. This entry adjusts the revenue and inventory values associated with the returned item.

Register session finalized

When a register session is finalized, Pavilion creates a Journal Entry that records the total payments processed through that register during the session. This helps reconcile the recorded payments with the amounts counted in the register.

After a Journal Entry is created in Pavilion, it is synced to QuickBooks Online so that the accounting records in both systems remain aligned.

This process happens in two steps.

First, Pavilion automatically generates the Journal Entry when a qualifying transaction occurs, such as a completed order, a receipt, or a finalized register session. This entry is saved in Pavilion and contains all the debit and credit lines that represent the financial activity of that transaction.

Second, the Journal Entry is sent to QuickBooks Online through a sync process. Pavilion periodically runs a background sync that uploads any new or updated Journal Entries to QuickBooks.

If needed, the sync can also be triggered manually through the Sync Management tool:

1. Open Sync Management in App Launcher.

2. Select the Sync Jobs tab and click Run Now.

3. Select Target: QuickBooks Online and Job: Upload Journal Entries.

4. Under Options, select the Sync From and Sync To dates and click Run Now.

This job looks for Journal Entries that were recently created or modified and sends them to QuickBooks.

Once Journal Entries are synced, the corresponding records appear in QuickBooks Online as standard Journal Entries.

Each entry represents the financial impact of a transaction that occurred in Pavilion, such as a sale, payment, or register session.

The Journal Entry typically includes:

For example, a completed sale may generate lines related to revenue, inventory cost, and taxes. A receipt may generate entries related to customer payments or deposits.

These Journal Entries allow the financial activity recorded in Pavilion to be reflected accurately in QuickBooks Online, keeping both systems aligned.

There are a few important things to keep in mind when using the QuickBooks integration:

For the integration to work correctly, Pavilion must be connected to the appropriate accounts in QuickBooks Online.

This is done through account mapping, where Pavilion accounts (such as revenue, inventory, taxes, and payment methods) are linked to their corresponding accounts in QuickBooks.

Proper mapping ensures that Journal Entries are recorded in the correct places in QuickBooks. If mapping is missing or incorrect, Journal Entries may fail to sync or appear with incorrect values.

In some cases, Pavilion creates additional Journal Entries to reflect changes in transactions.

For example, if a receipt is voided or a transaction is reversed, Pavilion does not modify the original Journal Entry. Instead, it creates a separate reverse Journal Entry to offset the original entry.

This ensures that all changes are properly tracked while maintaining a complete history of transactions in both Pavilion and QuickBooks Online.

If a Journal Entry is not visible in QuickBooks Online, consider the following:

Running the sync again from Sync Management usually resolves this.

The QuickBooks integration is designed to automatically reflect the financial activity recorded in Pavilion within QuickBooks Online.

Once properly configured, Journal Entries are created and synced without manual input, helping maintain consistent and accurate accounting records across both systems.