What Happens When Someone Edits a Past Sale in Mindbody?
Editing a past sale in Mindbody throws your QuickBooks sync off. Make sure none of your staff can edit past sales.
If a sale in QuickBooks no longer matches Mindbody, this is almost always why: someone edited the sale in Mindbody after it was rung up, sometimes later the same day.
Yes, Mindbody lets staff edit a past sale
Depending on their permissions, a staff member can go back to a sale, whether it was rung up earlier that day or months ago, and:
- change the sale date
- move the sale to a different client
- change the location, the payment method, or who gets the commission
- void the sale
- return or refund the sale
None of it needs your approval, and none of it is announced.
One thing Mindbody already prevents: nobody can change the payment method on a sale paid by credit card or bank account. Only cash, check and similar payment methods can be changed afterwards.
What happens in QuickBooks when a past sale is edited
FlexBooks syncs once a night. Each sync reads one day of sales from Mindbody, the day before, and writes it into QuickBooks. FlexBooks never goes back to a day it has already synced.
So what you see in QuickBooks depends on what was edited:
- The amount, item, client or payment method was changed, or the sale was voided. QuickBooks keeps the sale as it was on the day it happened.
- The sale was moved to an earlier date. If its day had already synced, QuickBooks keeps it on the original date. If it was moved before its day synced, FlexBooks never sees it, and the sale is missing from QuickBooks.
- The sale was moved to a later date. FlexBooks records it again on the new date when that day syncs. If it had already synced, it’s now in QuickBooks twice. Either way, the sale sits in a different month from the money Mindbody paid you for it.
- The sale was returned or refunded on a later day. This one works. The return is recorded in Mindbody on the day it’s processed, and FlexBooks syncs it that night as its own refund.
There’s a good side to FlexBooks never going back. When Mindbody overwrites a sale, the original version is gone from Mindbody, but QuickBooks still has it. Your books are a dated record of what Mindbody reported at the time, so a sale that disagrees between the two systems is often the only way an owner finds out a sale was edited at all.
How to double-check that none of your staff can edit a past sale
Mindbody controls this with staff permissions, and permissions are set by group, so every group needs checking:
- Log in to Mindbody, click Settings in the left menu, and search for Staff Permissions (or go to Staff > Staff Permissions).
- Pick a permission group from the menu at the top left. Everyone in that group is listed under Members.
- Click Expand All, and find these permissions in the Settings section:
| Permission | What it lets staff do |
|---|---|
| Edit sale date | Change a sale’s date, at checkout or afterwards |
| Manager corrections - Edit Sales | Change a past sale’s client, payment method, commission recipient or date |
| Void/edit past sales | Void or return a past sale, and open its Edit Sale screen |
| Issue sale refunds | Refund a past sale |
- Repeat for every group in the menu, including “Manager”.
- Ask your staff to log out and back in. Changes don’t apply until they do.
Staff only appear under a group if one is assigned on their staff profile, so it’s worth opening the profile of anyone you don’t see listed. If you can’t change permissions at all, your Mindbody package may not include it; Mindbody’s support team can tell you.
What FlexBooks recommends
Turn off Edit sale date and Manager corrections - Edit Sales for every group, managers included. There’s no mistake that needs a past sale edited. Keep Void/edit past sales and Issue sale refunds only for the person who handles returns, because that’s how mistakes should be fixed.
When a sale is wrong, leave it alone and correct it with a new transaction today: return the sale to the client’s account credit, then sell the right item and pay with Account. Mindbody walks through it in How to swap one pricing option or purchase for another without voiding the original transaction, and the return itself is in Returns, refunds, and voids.
Both transactions stay on record in Mindbody and in QuickBooks, so anyone looking later can see what happened and how it was fixed. FlexBooks syncs both that night, and the two systems keep agreeing without anyone fixing QuickBooks by hand.
A past sale has already been edited. How do I fix QuickBooks?
Correct it in QuickBooks with a new entry rather than by deleting the old one. What the entry should be depends on what changed:
- A bank payment that failed after it synced. This one isn’t a staff edit at all. See What Happens When an EFT or Bank Payment Fails?
- A refund or a chargeback. See Refunds, Chargebacks & Negative Transactions.
- An edited amount or category. A journal entry for the difference, dated today.
- A voided sale. The original sale is still in QuickBooks. Reverse it with a credit memo or a journal entry, dated the day it was voided.
- A sale moved to a different date. Send us the Mindbody Sale ID. The fix depends on whether it synced once or twice, and on where the money went.
If you aren’t sure what the entry should be, send us the Mindbody Sale ID and we’ll tell you exactly what to enter.