When syncing purchase orders, bills, or bill payments to QuickBooks, you may see the warning message: "This sync was cut off because a bill payment has already been applied QuickBooks-side."
What the Warning Means
Materio's QuickBooks integration is a one-way sync that flows from Materio into QuickBooks -- not the other way around. Information entered directly in QuickBooks will not sync back from QuickBooks into Materio. This is by design and is why it's important to enter all information (including bill payments) in Materio first rather than directly in QuickBooks. This issue typically arises when you work directly in QuickBooks rather than doing your record keeping in Materio first as designed.
This warning means that a bill payment has been created and attached to the bill directly in QuickBooks, without going through Materio first. Because Materio doesn't have any knowledge of bill payments that you create directly in QuickBooks, we can't verify that the information in QuickBooks is correct and we can't sync our own bill payment information into QuickBooks.
Common causes include:
You recorded a bill payment directly in QuickBooks rather than in Materio first.
You matched a QuickBooks bank transaction to a QuickBooks Bill rather than waiting to match against the Bill Payment that would sync in automatically once you enter it in Materio.
You printed a check to pay a bill directly in QuickBooks, rather than through Materio.
QuickBooks automatically applied an existing vendor balance as a bill payment.
To understand what caused the issue, click the link to view the bill in QuickBooks, then inspect each bill payment on the bill in QuickBooks to understand where it came from.
How to Resolve the Warning
If you recorded a payment directly in QuickBooks rather than in Materio first
To resolve this warning, first delete the bill payment you entered on QuickBooks. Then either enter the payment information on Materio, or click the "Retry sync" button to kick off a new sync. This time around, the bill and all bill payments should sync correctly from Materio to QuickBooks.
After correcting this one bill, make sure to always enter your bill payments first in Materio and let them automatically sync into QuickBooks for you, rather than trying to do it the other way around.
If you matched the bank feed to a Bill rather than a Bill Payment in QuickBooks
Materio's QuickBooks integration is designed for you to enter all transactions first into Materio, and then let them sync over to QuickBooks. This includes entering bill payments first in Materio, and letting them sync over into QuickBooks, rather than bypassing Materio to enter bill payments directly in QuickBooks.
One common way that this happens by accident is if you match a bank transaction to a QuickBooks Bill rather than to a QuickBooks Bill Payment.
This is what it looks like to match to a QuickBooks Bill (avoid doing this):
And this is what it looks like to match to a QuickBooks Bill Payment (this is correct):
If you think this happened to you, then to resolve the warning, first unmatch and delete the bill payment you entered on QuickBooks via the bank feed. Then either enter the payment information on Materio, or click the "Retry sync" button to kick off a new sync. This time around, the bill and all bill payments should sync correctly from Materio to QuickBooks.
If you are still just seeing the option to match to a QuickBooks Bill rather than Bill Payment, try these fixes:
Make sure the bill payment is entered in Materio
Make sure the bill payment date is accurate in Materio and close to the date of the transaction in the QuickBooks bank feed.
Make sure the Materio PO is in either "Confirmed" or "Fully Paid" status. Bills and bill payments do not start syncing to QuickBooks until the Materio PO is in one of those statuses.
In Materio, make sure you've selected the correct payment method for the payment, so that it syncs into the correct QuickBooks bank feed:
If you printed a check directly in QuickBooks
To avoid this warning in the future, record all future bill payments in Materio first, rather than directly in QuickBooks. If you need a check printed, use the "Print check later in QuickBooks" button when you are entering the bill payment in Materio.
After you've recorded this payment in Materio:
Log in to QuickBooks
Click + New
Click Print checks
Select the bank account from which you are printing the check
You should see the check queued up to print in QBO
Print the check
If QuickBooks automatically applied an existing bill payment or vendor credit
First, turn off this automation in QuickBooks to prevent the issue in the future:
Navigate to the "Advanced" tab on your QuickBooks settings page.
Open the "Automations" section.
Toggle OFF the "Automatically apply bill payments" setting.
Optional: toggle OFF all the other automation settings as well (since the other automations cause similar issues in other areas).
Click "Save."
Then, fix the affected bill:
In QuickBooks, void or delete the QuickBooks' automatically created bill payment.
In Materio, click the "Retry sync" button to kick off a new sync. The bill and all its bill payments should now sync correctly from Materio into QuickBooks.