Comparing Customer Balances in HawkSoft and QuickBooks

HawkSoft enables you to generate a Customer Balance Summary Report for the purpose of comparing customer balances in HawkSoft and QuickBooks after transactions have been transferred from HawkSoft to QuickBooks®.

You can review the Trust Accounting Report in HawkSoft to verify that all transactions have been exported.

This report helps identify any missing items or conflicting information between HawkSoft and QuickBooks and verifies that all transactions for the month have been exported correctly.

The report is usually run after Reconciling the Trust Bank Account in QuickBooks.

This task is typically performed by an Owner/Administrator, Manager, or Bookkeeper.

HawkSoft recommends that the Manager or Bookkeeper who completes the Close of Month reconciliation compares balances at least once a month.

In order to complete this task, user permissions must be set to include:

Accounting Reporting > Access Trust Accounting Report
Accounting Reporting > Access Company/Agency Payables Reports and Workflows

See User Permissions for more information.

To compare balances, run a Customer Balance Summary Report in HawkSoft and compare it to the open customer balances in the Customer Center in QuickBooks.

Run a Customer Balance Summary Report in HawkSoft

  1. Select Accounting > Trust Accounting from the HawkSoft menu bar.

  2. Select Summary Report from the Customer Accounts menu.

    The Customer Balance Summary report opens.

    You can also access Trust Accounting from your browser on any device. Just bookmark the following URL: https://hawksoft.app This enables you to make changes without having to log into the HawkSoft desktop program. Click the Accounting icon in the left column of the HawkSoft web start page to access the Accounting features.

    This report displays the selected data for all customers that have a balance due in HawkSoft, as of the current date. The report may include credits owed to the customer in addition to the balances due to the agency.

  3. Click the Balance column header on the report to sort by the Balance Due amount in ascending order.

  4. Optional: Print a copy of the report.

Run a Customer Balance Report in QuickBooks Online

  1. Click Sales > Customers from the QuickBooks menu bar on the left.

    The Customer Center Opens.

  2. Click on the arrows above the Open Balance column to sort by Credits or Owed Balances.

Run a Customer Balance Report in QuickBooks Desktop

  1. Click Customers > Customer Center from the QuickBooks menu bar.

    The Customer Center opens.

  2. Select Customers with Open Balances from the drop-down on the left.

In the event you find a balance that is not correct, or you have a balance in QuickBooks but not in HawkSoft, some research is needed to find the missing/incorrect item.

Here are some steps for troubleshooting:

Missing items

Review your Review Trust Accounting Report to make sure all items have been exported.

Incorrect amount

If an item was receipted incorrectly, you may need to void the receipt and create a new one. See Voiding a Receipt in HawkSoft for instructions.

QuickBooks balance does not appear in HawkSoft

If a balance is entered directly into QuickBooks without starting the transaction in HawkSoft first, the transactions in QuickBooks should be deleted and properly created in HawkSoft. Once created in HawkSoft, the balance needs to be exported to QuickBooks.

If a transaction is exported to QuickBooks more than once, the duplicate balances won't show up in HawkSoft. Review the customer's Accounts Receivables register in QuickBooks for duplicate items, and delete the duplicates.

Creating invoices in QuickBooks will result in duplicate invoice numbers.

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