Taking Payments for Retail Orders in QuickB2B

IMPORTANT: To use Pinch with QuickB2B and Xero you will need to already have a a QuickB2B account and a Xero account.  Please ensure you have followed the steps in Setup Guide | Pinch with QuickB2B and Xero before reading this article.

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STEP 1: Placing a Retail order through QuickB2B and taking payment 

1. Log into your QuickB2B account.
   
   
   
2. Hover over Orders in the top menu and then click Add an Order from the submenu dropdown.
   
   
   
3. Search for your Retail Customer in the Search Bar and click on their name from the dropdown list.
   
   
   
4. Add the quantity of items for the order as required and then click Proceed & Pay.
   
   
   
5. Enter in the Retail Customer's card details (Card Holder Name, Card Number, Expiration Date, and CVC), then click the Pay $ button to process the payment. 
   
   
   
6. Once the Payment has been processed successfully and sent to Pinch, you will see a blue banner reading Payment was Successful and Order has been placed. 
   
   
   
7. You will receive an email from QuickB2b confirming the Retails Order has been placed.
   
   
   
8. You will also receive an email from Pinch notifying you of the Successful Payment. 
   
   
   
9. Your Retail Customer will also receive an email from Pinch with a Payment Receipt for the Successful Payment.
   
   
   
10. The Retail Customer's email contains a link to view the online Receipt with additional information. 
    
    
    
11. The Payment can be viewed in Pinch on the Dashboard page when you first log in.
    
    
    
12. The Payment can also be viewed in Pinch in the Payments page under the Successful Payments tab. 
    
    
    
13. The Payment is also stored in the Customer's profile (which matches your contact in QuickB2B & Xero) in the Customers page in Pinch.
    
    
    

STEP 2: Shipping the Retail Order in QuickB2B, Exporting to Xero, and Approving the Invoice in Xero

1. In QuickB2B, from the Current Orders page, tick the box on the left hand side of the Retail Order and then click Move to Shipped. 
   
   
   
2. A blue banner with a confirmation message reading Thank You.  Your Order can now be found in Shipped Orders and should be Exported to Xero for Invoicing will then be displayed.
   
   
   
3. Hover over Orders in the top menu and then click Shipped Orders from the submenu dropdown.
   
   
   
4. Tick the box on the left hand side of the Retail Order and then click Export to Xero. 
   
   
   
5. A blue banner with a confirmation message reading Order Exported to Xero Software will then be displayed and a Xero icon will appear next to the Retail Order showing it has been Exported to Xero. 
   
   
   
6. Log into your Xero account.
   
   
   
7. Click on Business from the top menu and then click Invoices from the submenu dropdown. 
   
   
   
8. Click on the Invoice that you recently Exported from QuickB2B to Xero.
   
   
   
9. Click Approve (please don't make any changes to the Invoice or Line Items).
   
   
   
10. A green box will appear displaying a confirmation message reading Invoice Approved.
    
    
    
11. Pinch will then sync with your Xero file and match the Retail Order payment already taken through QuickB2B, and apply it to the Approved Invoice.
    
    
    
12. This Payment is made into the Pinch Payments Clearance Account which you can find by clicking on Accounting from the top menu and then clicking Chart Of Accounts.
    
    
    
13. Locate the CCCLEAR Pinch Payments Clearance Account, and click the $ value in the right hand side column. 
    
    
    
14. Here you will see Invoice Payments showing in the Debits column, showing a running balance of the Invoices paid but not yet settled. 
    
    

STEP 3: Reconciling the Settlement of the Retail Order in Xero

1. When Pinch settles funds to you, you will receive an email notification. 
   
   
   
2. You can view the Settlement in Pinch by clicking on Settlements from the left menu and then clicking on Processed Settlements. 
   
   
   
3. Clicking on a Settlement line will show you you the breakdown of the Invoice Payments and Pinch Fees that make up the Settlement total. 
   
   
   
4. This Settlement is entered in Xero as a Receive Money Entry into your Xero Bank Account nominated when you setup your Pinch account.  You can see this Entry by going to the Dashboard in Xero and then click on the name of Xero Bank Account that matches the physical Bank Account Pinch settles funds to.
   
   
   
5. Click the Account Transactions tab to see the Receive Money Entry which will show as Unreconciled until you upload your physical Bank Account statement into Xero. 
   
   
   
6. This Receive Money Entry is paid from the Pinch Payments Clearance Account which you can find by clicking on Accounting from the top menu and then clicking Chart Of Accounts.
   
   
   
7. Locate the CCCLEAR Pinch Payments Clearance Account, and click the $ value in the right hand side column. 
   
   
   
8. Here you will see Settlements showing in the Credits column along with the Fee portion which is allocated into a separate Pinch Payment Fees Account.  This will balance the Clearing Account back to $0 (assuming you have no Invoices paid but not yet settled, otherwise you will see a running balance of the Invoices paid but not yet settled. 
   
   
   
9. Once you have uploaded your physical Bank Account statement into Xero, head to the Dashboard in Xero and then click on the name of Xero Bank Account that matches the physical Bank Account Pinch settles funds to (you will see are items waiting to be reconciled). 
   
   
   
10. Click the Reconcile tab.
    
    
    
11. Xero should auto match the settlement line on your physical Bank Account statement to the Receive Money Entry Pinch added earlier.  Click Ok.
    
    
    
12. You will see a confirmation message confirming the Entry was Reconciled. 
    
    
    
13. If you click the Account Transactions tab you will see the Receive Money Entry showing as Reconciled.