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Vendor Payment Reconciliation Troubleshooting Guide

Common issues, causes, and fixes for reconciling vendor payments

Issue What You’ll Notice Why It Happens How to Fix It
Work order is locked Cannot edit items, cannot reconcile again, order appears frozen The entire work order was reconciled at once instead of partially Go to Non-Inventory Payment History. Locate and delete the incorrect payment. Re-split or partially receive the items correctly.
Splitting a large work order is difficult Long scrolling, accidental item selection Too many items in one group Break the work order into service groups such as Tile, Grout, Carpet, and Accessories.
Wrong item removed when splitting Item disappears from the order Item was removed during the split process Set the item status to New. Remove it using the X. Return to the original order cart and use Add Product to re-add the correct item.
Partial payment total is incorrect Total does not match the vendor invoice Quantities not zeroed out, freight or pricing entered incorrectly Reopen the partial receive window. Set quantity to 0 for items not received. Enter freight on the line item, not the header. Confirm totals match the invoice and save.
Payment will not sync to QuickBooks Payment shows as unsynced or missing in QuickBooks Vendor names do not match between systems Go to Settings → Integrations → QuickBooks. Link Floorzap vendors to QuickBooks vendors. Return to Non-Inventory Payment History and re-sync the payment.
Items do not appear for reconciliation Items are missing from the reconciliation screen Items are not in Ordered status Open the work order. Change item status to Ordered. Refresh the reconciliation screen.
Partial receive screen does not calculate correctly Totals do not update or calculate incorrectly Missing confirmation, incorrect fields, or quantity mismatches Verify quantities, zero out unreceived items, add freight to the correct line item, then click the checkmark to recalculate.