Clicking Maintain Customer QBO IDs will open a window allowing you to search for and find members by first or last name, and to update or edit their QBO ID within ClubExpress to match the number in your QBO system. This is important to do if you have merged customer records in QBO, or if you have more than one member or non-member with the same first and last name in ClubExpress. We do not bring over any other information (for example, addresses or phone numbers) from QBO to ClubExpress. To find the QBO customer id, bring up the customer in QBO and look at the name_id in the URL line. This is the internal customer id that we store inside ClubExpress for that customer.
Before you perform your first transfer, run a QBO to ClubExpress transfer (QBO => CE). We store QBO's internal IDs in our database to help expedite each data transfer you perform. When you run this QBO => CE transfer, it updates the QBO IDs for members, non-members, financial accounts, bank accounts, and service and product items in our database.
When you run a ClubExpress to QBO transfer (CE => QBO), if your website does not have the internal QBO ID for a member or non-member who had financial activity during a period you’re processing, the ClubExpress system will attempt to find the customer on the QBO side. It matches the member/non-member to the QBO customer using the customer’s Display Name in QBO. If the customer does not exist on QBO, the process creates the customer in QBO. Similarly, the system creates accounts, classes, and items on QBO if they do not already exist in QBO.
When configuring QuickBooks® in Control Panel > Money Tab > Setup > Money Options, be sure to select the correct Customer/Job Name Format so ClubExpress can match to the correct customer name in QBO.