When troubleshooting payment issues such as incorrect amounts collected via Zomentum, it's essential to understand that Zomentum collects the 'open balance' as recorded in QuickBooks Online (QBO) at the time the payment is processed. This guide will help you access the audit history to verify these details and ensure accuracy in your financial records.


TABLE OF CONTENTS


Steps to Access and Print an Invoice's Audit History

1) Open the Invoice:

  • Go to the 'Sales' tab in QuickBooks Online, select 'Invoices', and choose the invoice you wish to investigate.


2) Access Audit History:

  • Click on 'More' at the bottom of the invoice screen and select 'Audit History'. This will open the audit trail for that invoice.


3) Review Changes and Compare Open Balances:

  • In the Audit History, look for the entries just before the payment was processed by Zomentum. Focus on the 'open balance' listed in these entries to confirm that Zomentum collected the correct amount according to the balance shown in QBO.


  • Use the 'Compare' feature to view side-by-side comparisons of changes, which will help you determine any modifications that might have affected the open balance just before the payment.


4) Print the Audit History:

  • To print the audit history, click on the 'Print' icon available in the audit history view. This allows you to print the details directly from QuickBooks Online, enabling you to share a copy with Zomentum Support if requested.


Additional Payment Information

Checking Payment Details: You can check the date, time, and amount of a payment collected by Zomentum by visiting the 'Transactions' tab under the client's profile or from the Transactions list page in Zomentum. This can help provide context and additional detail when reviewing payment discrepancies.


Troubleshooting Tips

  • User Permissions: Ensure you have the necessary permissions to access audit histories in QuickBooks Online, as limited access may prevent you from viewing detailed audit logs.
  • Investigate Payment Discrepancies: If the 'Open Balance' shown in the audit history accurately matches the amount Zomentum collected but seems incorrect, further investigation within your invoicing and payment processes might be necessary.

  • Automatic Credit Application: If you see an audit history line that appears immediately after an invoice is created, at exactly the same time, reducing the Open Balance and marked as 'Indirect edit by System', this indicates that QuickBooks Online automatically applied a credit to the invoice right after its creation.

  • Create a Dedicated User for Integration: For optimal tracking and auditing, consider setting up a dedicated user account specifically for Zomentum's API activities within QBO. This practice helps segregate automated entries from manual user activities, simplifying troubleshooting and ensuring clearer audit trails.


Delineation of Support Responsibilities

  • Contact Bookkeeper or QuickBooks Support: If the open balance matches what Zomentum collected but you believe it to be incorrect, reach out to your bookkeeper or QuickBooks support. There may be issues related to how payments, credits, or adjustments are recorded or applied within QBO.
  • Contact Zomentum Support: If the open balance in QBO does not match what Zomentum collected, the issue may lie with how Zomentum is processing payments. In this case, contacting Zomentum support for clarification and resolution would be appropriate.


This approach ensures that you can effectively utilize the audit history feature in QuickBooks Online to troubleshoot and resolve payment issues related to invoices processed through Zomentum. Understanding and verifying the open balance at the time of payment collection is crucial for maintaining accurate and reliable financial records.