The Zenoti Merchant Processor is to be soft reconciled daily and hard reconciled by the 10th following each month. Any issues that prevent reconciliation, the Bookkeeper should be immediately report to the Clinic Manager. Here is how to reconcile the Zenoti Merchant Processor:

Step 1: Clear Pending/Failed invoices

-          Log into Zenoti from Last Pass

-          In Zenoti, navigate to the reports tab, and then select “QuickBooks Online”.

 

 

-    In the item dropdown filter select ‘Sale Order Summaries’ in the next filter leave it as ‘All’, in the third filter you’ll need to look at ‘Pending’ as well as ‘Failed’. 

(For the first time you reconcile, use the date range 6/3/21 – current date, June was the first month using Zenoti so there shouldn’t be any issues beyond that month. All historical sync issues should already be addressed, but if for some reason one pops up, this will allow you to catch it and reconcile properly.)

 

-    If there are invoices listed in the ‘Pending’ screen, it is because there is an issue with the product/service item in QBO. To clear these, you’ll need to click into the specific instance of the un-synced transaction and look at the product/service detail and SKU, you’ll need to verify that the product/service and SKU in QBO matches exactly. 

Once you’ve verified that, and made any changes that are necessary, you’ll click the blue ‘Delete’ button on the screen. This will push the invoice back into the queue to be synced to QBO and will be picked up on the next cycle and pushed out to QBO. 

NOTE: you will need to check back the next day to see if these unsynced transactions ended up not syncing. If you see them again the next day in this report, you will need to email Jessi so she can bring this up to Zenoti.

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-    Any items in the ‘Failed’ screen are typically unrelated to a product/service in QBO and are more technical in nature. Some of the issues that we’ve had in the past have been related to names of customers as well as issues with the third-party that takes the transactions from Zenoti and pushes them into QBO. 

Any items in the ‘Failed’ screen should be emailed to Jessi so that they can be escalated to Zenoti accordingly, as they’ve had to interpret all of the error codes  and tell us if it’s something we can fix or if it’s an issue on their end. 

 

 

Step 2: Reconciling Deposits in QBO

-    The best report I’ve found for this is located under ‘Reports’, then select ‘Collections’ 

• Then select the ‘Zenoti Payments – Bank Deposits’ report. Run this for the month that you’re working on. Keep in mind that there is a lag in the timing of when the invoice comes in and is paid, when the payment is processed and when the payment is deposited. You may have to adjust the dates of your report to capture everything in the period you’re looking at. 

-    Once you’ve pulled this report, you’ll see all of the payments that have been processed out of Zenoti into the Chase checking account. The dates of the transactions should align closely. 

-    You’ll see the respective deposit in the reconciliation screen, and on the Zenoti report.

     

-    You’re able to drill into the deposit to see what transactions make it up. This is your key to reconciling. 

-    From here, you’ll just need to select all the transactions in the reconciliation screen that are in the deposit so that your balance is $0. The balance that you’re reconciling to in Zenoti is always $0, there isn’t ever an actual balance to tie out to. 

-    Additionally, if there is a refund to a customer in the deposit it will come through as a net transaction rather than a sale and a refund. For the highlighted example below, the transaction came through as a net $175 rather than $210 and ($35).

 

-    You’ll then need to add an expense for the amount of the fees that were paid in the transaction. You’ll have to add them up from the Zenoti report. 

-    Once you’ve entered the fees as an expense, you should be able to reconcile that deposit to $0.

 

-    You can do this for as many deposits as there are in a single month, you don’t need to do a reconciliation for each deposit unless the instructed reconciliation frequency changes. Keep in mind that there is a 2 day processing time on invoices/payments so for the deposit that came through on 10/7, almost all invoices were dated 10/5.