Understand Deposit Syncing to Your General Ledger

Maxio Payments processes payments daily and creates corresponding deposit records that automatically sync to your general ledger (QuickBooks or NetSuite). Understand this flow, and the GL-specific settings each integration requires, so your account is configured correctly before a sync issue comes up.

How deposit syncing works

Maxio automatically groups your daily payments into a deposit and syncs a matching record to your general ledger. Understanding this flow makes it easier to spot where a sync issue can occur.

Maxio follows this daily processing flow:

1. Maxio processes payments throughout the day.
2. At the end of day, all payments are grouped together.
3. These payments are then deposited to the bank account on file.
4. Processing fees are automatically deducted from the deposit amount.
5. A deposit reconciliation record is created in Maxio Core and synced to your GL/ERP.
6. The deposit record automatically records applicable Transactions to the configured bank account, automating your cash reconciliations with your bank feed.

This workflow automation saves most Customers anywhere from a few hours to a few days each month by eliminating manual reconciliation of each deposit.

Deposit sync rules by general ledger

Review the following GL-specific requirements and behaviors to configure successful deposit syncing.

For Maxio Payments negative balance transfers, confirm your Unassociated Payments Account is configured in your GL sync settings. Deposit sync stops until it is. These transfers appear with the description Negative balance deposit line. For more information, see Understand Negative Balance Transfers (Top-Ups).

QuickBooks

Review these QuickBooks-specific requirements and behaviors.

Required account setup

The following accounts must be configured:

• Bank Deposit Account
• Credit Card and ACH Fee Account
• Unassociated Payments Account

Send Deposits to QuickBooks Only After Date

Deposits dated earlier than this setting are skipped automatically. You can configure this date in the QuickBooks integration settings.

Negative deposit handling

QuickBooks doesn't support negative deposits, so Maxio handles this automatically: it creates a journal entry that debits your Refund Source Account and credits your Bank Deposit Account, then sends a bundled $0 deposit linked to that journal entry. This requires your Refund Source Account to be configured; if it isn't, negative deposits are skipped rather than sent.

Validation logic

Maxio validates the following before a deposit can sync:

• Total mismatch: Payments do not sum to the deposit total.
• Discrepant payment data: Payment records are invalid or mismatched.

NetSuite

Review these NetSuite-specific requirements and behaviors.

Required account setup

Ensure all necessary GL account mappings are configured, including:

• Bank Deposit Account
• Credit Card and ACH Fee Account
• Unassociated Payments Account

Send Deposits After Date

Not typically a blocking issue in NetSuite, but we recommend using this setting to filter deposit dates and prevent old or invalid Transactions from syncing.

Validation logic

Validation works similarly to QuickBooks. Totals and line items must match expected values.

Deposit number mapping

The Map Number for Sent Deposits setting controls whether Maxio's deposit number is passed to NetSuite:

• Enabled: Maxio deposit number appears in NetSuite.
• Disabled: NetSuite assigns its own number.

This supports reference consistency during reconciliation.

Related information

If a deposit fails to sync, see Troubleshoot Deposit Sync Issues with Your General Ledger.