By the end of this article, you'll know how to configure a cash receipt view, structure it correctly for QuickBooks, map it to your Chart of Accounts, and test before going live.
What Is the Cash Receipt Journal Entry?
The Cash Receipt journal entry records the cash you receive from your payment processors. In this entry, you'll see:
A debit to Cash and a credit to Accounts Receivable (AR) or your clearing account
Fees, adjustments, chargebacks, advertising costs, and any specific payment types visible on your payouts
This journal entry captures everything that flows through your payment processor payouts and books them in a structured format.
Key difference from other templates: Cash receipts are grouped by payment processor rather than order system. So instead of seeing "Shopify" and "Amazon" as order platforms, you'll see them as payment systems (e.g., Shopify Payments, Amazon Pay, Stripe, PayPal).
Step 1: Design Your Cash Receipt View in the Interactive Explorer
Navigate to the Journal Entries section and open the Explorer View.
Tip: Toggle to Export View for a cleaner, easier-to-read layout.
Select Cash Receipt as your Journal Entry Type, then choose your date range.
Choose Your Grouping
For cash receipt templates, the grouping options are based on payment processors:
Grouping | What It Shows |
Payment System | Broken out by payment platform (e.g., Shopify Payments, Amazon, Stripe) |
Payment System Account | Broken out by individual payment accounts within each platform |
Channel | Broken out by sales channel |
Location | Broken out by fulfillment location |
Apply Filters
Use filters to narrow the data to a specific payment processor. For example, to create a Shopify-only cash receipt template, you could either select all Shopify-related accounts or use the "is not" filter to exclude Amazon.
Pro tip: Using "is not Amazon" instead of selecting each Shopify account individually ensures that all non-Amazon payment data is captured — including any new payment accounts added in the future.
You can also add a second layer of filtering. For example, filtering by Payment System = Shopify in addition to excluding Amazon.
Best Practice: Separate Templates by Payment Processor
We recommend creating separate cash receipt templates for Shopify and Amazon (at minimum). This makes bank reconciliation significantly easier because each template aligns directly with the payouts from that specific payment processor.
Step 2: Create the Template
Once you've confirmed the view in the Interactive Explorer, navigate to the Templates page and click Create Template.
Fill In the Template Details (Illustrative Example)
Field | Example |
Template Name | Cash Receipt - Shopify |
Journal Entry Type | Cash Receipt |
Use Financial Statement Currency | Toggle on if applicable |
Group By | Payment System Account |
Filters | Payment System Account is not Amazon; Payment System = Shopify |
Step 3: Automated Push Settings for Accounting Integrations (QuickBooks & NetSuite)
Configure the booking settings for automatic journal entry pushes:
Setting | Description |
Interval | Daily — Blue Onion pushes cash receipt journal entries to QuickBooks every day |
Days of Lag | Controls how many days back to push. Recommended: 1 day, since Blue Onion's smart adjustment feature handles any data changes |
Adjustment Cadence | If data changes after a journal entry is posted, Blue Onion can automatically post adjusting entries. Options: daily, weekly, monthly, or never |
Push Start Date | The date Blue Onion begins automatically pushing entries. Set to a future date if you want to do manual testing first |
Step 4: Map to Your Chart of Accounts
After creating the template, you'll see it on the Templates page with four icons:
Icon | Function |
1st — Edit | View or modify the template's filters and structure |
2nd — Manual Push | Preview and trigger manual pushes into QuickBooks |
3rd — Mappings | Map all line items to your Chart of Accounts |
4th — Disable | Temporarily disable the template |
Click the Mappings icon (3rd) to view every line item in the cash receipt journal entry. Each line item needs to be mapped to the correct GL account from your QuickBooks Chart of Accounts.
When you integrate your accounting system (QuickBooks, NetSuite) with Blue Onion, your Chart of Accounts is automatically populated — you just need to select the right account for each line item.
Step 5: Test Before Going Live
Before enabling automatic pushes, use the Manual Push icon (2nd) to test:
Click the Preview button to review the journal entry without posting anything.
Click the Push to GL button to push the entry into QuickBooks.
Select your date range — you can push a single day or a multi-day range.
Important: If you select a multi-day range (e.g., Feb 1–Feb 7), Blue Onion will push 7 individual journal entries — one per day, not one aggregated entry.
Once you're satisfied with the results, click Push to GL and allow several minutes for the entries to generate.
Viewing Your Templates
After saving, switch from Interactive View to Template View under the Explorer page. Here you can see all of your saved journal entry templates, the data that would be posted to QuickBooks, and the GL accounts mapped to every line item.
Managing Your Templates
Disable a Template
Click the Disable icon to temporarily pause a template. You can re-enable or recreate it at any time.
Edit a Template
Click the Edit icon to modify filters or groupings if your payment processor setup changes.
Summary
To set up your Cash Receipt journal entry template:
Design your cash receipt view in the Interactive Explorer, grouping by payment processor
Create the template with filters specific to each payment platform
Configure automation settings if you're a QuickBooks customer
Map all line items to your Chart of Accounts
Test by previewing and manually pushing before enabling automation
Go live once testing is complete
Best practice: Create separate cash receipt templates for each major payment processor (e.g., Shopify, Amazon) to simplify bank reconciliation.
Have questions? Reach out to our Customer Support team for assistance.