When CStoreOffice and QuickBooks disagree
When CStoreOffice and QuickBooks stop agreeing, the cause is usually a missing day, a doubled day, a wrong account or a changed report. This page gives a test order to find the first day they differ and name the cause, and explains how we repair the books afterwards. We do not repair the connection itself, and we are not Petrosoft.
Works with your POS, back-office & accounting stack
The usual causes are a missing day, a doubled day, a department in the wrong account or a report that changed. Find the first day the two systems differ, count the days posted against the days closed, then work through the causes in order. Connection faults go to Petrosoft.
By the FuelCFO team. Where this page describes a vendor's product, the details come from the vendor's own public descriptions and can change, so confirm them with the vendor. Figures in diagrams are illustrative.
A sync that has gone wrong rarely announces it. The totals simply drift apart, and the longer nobody looks, the harder the gap is to trace. Petrosoft describes CStoreOffice as integrating with accounting software, but a connection moves totals only; it does not tell you when one was skipped or sent twice. We are an independent accounting firm and are not affiliated with Petrosoft. What your own plan includes is something to confirm with Petrosoft.
Pick a month where the two totals agreed and walk forward day by day until they first differ. The cause is almost always in that day or the one before it.
List the days CStoreOffice shows as closed and the days present in QuickBooks. A day in one list and not the other is a missing or doubled day, and it is the easiest cause to prove.
If one total looks off and the rest agree, a department may have been renamed or added in the price book and now lands in the wrong QuickBooks account.
If your setup imports a report file, a change to the report layout or name can quietly change what is imported. Ask whether anything was updated around the first bad day.
Card settlements arrive after the sale, so the deposit and the sale can sit on different dates. Compare by bank date before you call a difference an error.
To compare symptoms, see why CStoreOffice does not match QuickBooks. To set the sync up again safely, see how to sync CStoreOffice to QuickBooks. For the system-neutral version, see why QuickBooks does not match your POS report.
We walk the days until the systems first differ.
Missing, doubled, wrong account or changed report.
Entries are corrected, not hidden.
The account list is updated so it does not recur.
Days counted and the bank tied, every month.
One where the totals agreed.
Start from a month tied to the bank.
It gives you a known-good starting line.
Day by day until they differ.
Compare the CStoreOffice total with QuickBooks for each day.
The first difference points to the cause.
Posted against closed.
A missing or doubled day shows up at once.
Fix these first, they are the easiest to prove.
Departments to accounts.
Look for renamed or new departments.
Update the map before correcting entries.
Correct the entries and tie the bank.
Every correction is noted, and the month is re-closed.
You get a short note of what changed.
Report names depend on your CStoreOffice setup. Ask Petrosoft or your reseller if you are unsure which is official.
A file was loaded again, or two methods ran together.
The connection dropped without a message.
The map still points to the old account.
They were mapped as sales.
CStoreOffice changed, QuickBooks did not.
Deposits are short by a steady amount.
You want to know where and why.
You want a test order to follow.
You want the books to match.
Not sure when it last agreed? Send what you have and we will find it.
A 30-minute call and about 48 hours of review, free, comparing a month of CStoreOffice reports with your QuickBooks file.
We walk forward from the last month that tied until the two first differ, then name the cause.
Entries are corrected openly, the bank is matched and the month is closed again.
CStoreOffice fuel differences traced to a grade, a delivery or a missing day.
5 services →CStoreOffice department and lottery gaps traced to the first day they appear.
9 services →Tax counted as income found and moved to the liability side.
4 services →A mismatch at one store separated from the rest of the group.
3 services →FAQ
More guides on the same system, or send us a day or a month for a free review.
A safe order for setting up the sync, what to map, and how to prove it is right.
Read more →What Petrosoft says, what to ask, and what to check whichever route your totals take.
Read more →The usual causes, a test order to find the gap, and how the books are repaired.
Read more →Send us a day or a month and we'll show you where the three systems disagree.
Get started →See all Petrosoft guides →| Every gas station software guide →
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