Already syncing to QuickBooks?

If your sales already reach QuickBooks another way — for example through Amaka, which posts your Loyverse sales to QuickBooks — read this before you turn Swann Retail’s sync on. Done right, the handover is clean. Done wrong, the same takings land in your books twice, or a day lands in them not at all. The good news:

You choose the exact day Swann Retail starts — your start date — and nothing dated before it is ever sent to QuickBooks. The other feed owns every day before your start date; Swann Retail owns your start date onward.

Pick your start date

Your start date is the first day Swann Retail posts. The day before it is the last day the other feed posts. Every sale belongs to one side by its own date — and so does a refund: a refund is booked on the day you give it, even when the original sale was before your start date.

• Any day works. Swann Retail splits your books by day, not by month. The 1st of a month is a tidy choice if you like each month to come from one source, but it isn’t required.
• Pick a day your team is in. On your start date someone has to check the other feed’s last post and switch it off (below), so avoid a Sunday or a holiday.

On the QuickBooks page, set Start posting on to your start date, ahead of time. Until that day arrives, nothing posts; from it, every closed day posts automatically, and the days before it are never back-posted — see Scheduling the sync start.

From your start date, ring every sale in Swann Retail, not the old system (see Sales rung in Loyverse don’t go to QuickBooks below).

When to switch the other feed off

⚠️ Not at midnight. Amaka posts each day’s sales the next day — one summary invoice for the day before. So Amaka’s invoice for the last day it owns (the day before your start date) is only created on your start date. Switch Amaka off at midnight and that last day never reaches your books.

Say your start date is 15 July:

1. On 15 July, wait for Amaka’s invoice for 14 July to appear in QuickBooks.
2. Then switch Amaka off — still on 15 July, before its next daily run. Its next run would post 15 July, and that day is Swann Retail’s.
3. On the next two days, check that no Amaka invoice for 15 or 16 July appears. That’s your proof it stopped.

Swann Retail only posts a day once it has closed — a day after it ends, on your store’s clock — so your first Swann Retail post (for 15 July) shows up in QuickBooks around 17 July. That gap is normal: nothing is lost, it’s waiting to close.

Switching Amaka off: three different switches

Amaka has three ways to “stop”, and they don’t do the same thing.

Turning the integration off pauses it — and it catches up when turned back on

In Amaka, turning the integration’s main switch off pauses its daily posts and keeps your settings. Do this on your start date (above).

⚠️ If anyone turns it back on later, Amaka catches up from the day it was switched off — it posts every day since then. After your handover, those are days Swann Retail has already posted, so turning Amaka back on double-counts all of them. Make sure everyone with an Amaka login knows to leave it off.

Cancelling your Amaka subscription does not stop the sync

Cancelling or downgrading your Amaka subscription is not an off switch. An integration that runs on Amaka’s free features keeps running after the subscription ends. If you want to cancel, do it after the permanent stop below, never instead of it.

Stopping Amaka for good

Once you’re happy with your first weeks on Swann Retail and know you won’t go back, remove Amaka completely so it can never catch up by accident:

1. In Amaka, open the integration’s options menu (…) and choose Delete.
2. In Loyverse Back Office, go to Apps, open Amaka, and choose Disconnect app. Disconnect only Amaka — leave Swann Retail’s own Loyverse connection alone.
3. In QuickBooks, go to Integrations → Manage integrations, find Amaka, and choose Disconnect.

Until you’ve done all three, keep the main switch off.

If the old sync reads Loyverse, check your sync mode too

⚠️ Amaka posts from Loyverse, and on two-way sync your Swann Retail sales reach Loyverse. A settled Swann Retail sale is sent to Loyverse as a receipt, so anything reading Loyverse sees it — which means switching the old sync off on your start date matters for both systems’ sales, not just the ones you ring in Loyverse.

Two ways to keep it clean, and either is fine:

• Switch the old sync off on your start date — the steps above. Once nothing is posting from Loyverse, it no longer matters that your Swann Retail sales are mirrored there.
• Or switch Loyverse to inbound only, so the sales you ring in Swann Retail stay in Swann Retail and never reach the old sync in the first place.

⛔ What you must not do is leave the old sync running and stay on two-way sync past your start date — that’s two systems posting the same takings.

Sales rung in Loyverse don’t go to QuickBooks

Swann Retail sends QuickBooks the sales you ring in Swann Retail. A sale that came in from Loyverse — whether you imported your past Loyverse sales or it was rung in Loyverse and synced across — is never posted to QuickBooks by Swann Retail.

• Your imported history is for your reports. It powers your Swann Retail reports (sales history, cost of goods, margins) without touching your books — your old sync already booked it. Import as much as you like.
• ⚠️ A sale rung in Loyverse on or after your start date reaches QuickBooks from neither side — Amaka is off, and Swann Retail doesn’t post Loyverse-rung sales. So from your start date, ring every sale in Swann Retail.

Check before you trust the books

Use the first few days to sanity-check the handover. For the days either side of your start date, confirm each day in QuickBooks has one source:

• The day before your start date: Amaka’s invoice is there, and its total matches your sales for that day. If a late sale for that day was missed, enter the difference in QuickBooks by hand.
• Your start date onward: a Swann Retail post for each closed day, and no Amaka invoice.

If a day looks doubled, check that Amaka was really switched off on your start date — and that nobody has turned it back on since.