Have issues with your QuickBooks Online integration? Below are some common errors explained.
This article will cover the following topics:
- QuickBooks Version Compatibility
- Contacts Push Limitation
- Invoice Rounding Error
- Inventory Starting Date Error
- Currency Limitation
- Product Name Field Limitation
- Sales Receipts Synchronization
- Support for Bundle Items
- Syncing multiple Classes/Location to products
QuickBooks Version Compatibility
The QuickBooks Online Connector is compatible with QuickBooks Online. The Connector cannot integrate with QuickBooks Self-Employed, QuickBooks Desktop, and QuickBooks Enterprise.
The QuickBooks Online system has a known limitation that does not allow 2 individual contacts with the same name to be pushed through to QuickBooks.
Consider the following scenario:
In QuickBooks, there exists a contact with the name 'John Doe', with the email firstname.lastname@example.org
When integrating with another system, QuickBooks Connector gets another 'John Doe' contact, however with a different email address and contact details (email@example.com)
Because of this QuickBooks Connector will treat both John Doe records as separate contacts. However if we try to push the new John Doe into QuickBooks, the QuickBooks API rejects this on the basis that the name is a duplicate.
When this happens, we'll automatically append the second contact with a '-1' (John Doe-1) to send it through to QuickBooks Online.
There is currently a known limitation with the QuickBooks Online system, where we sometimes run into calculation errors when dealing with tax codes.
Consider the following example:
QuickBooks Connector receives the following data from the e-Commerce system:
1. Unit price for the item is $14.90 with 10% GST already applied
2. When we push this to QuickBooks Online, we are asked for an excluding tax total
3. we calculate this by $14.90 divided by the GST amount
4. This comes to $13.545454...
However we cannot give that sort of tax total over to QuickBooks Online, so we have to narrow this down to 2 decimal places:
1. As a result the ex-tax total is rounded to $13.55
2. we try to assign 10% GST on top of the excluding tax total
3. $13.55 plus 10% GST is $14.905
4. Then we need to apply rounding again to get $14.91
As you can see, there is a $0.01 discrepancy in the total.
This may also occur with payment gateway fees such as eBay fees posted that have tax included.
For now, we have reached out to QuickBooks Online about this, and hope to find a solution!
We were unable to send Transaction(s) to QuickBooks Online because the transaction date is prior to start date for an inventory item in the transaction.
These errors are being reported by the QuickBooks Onine system directly and is not something we can control.
It looks like the items you have created in QuickBooks Online have an Inventory start date dated later than the invoices we are trying to push through.
For example, if invoice ABC123 is dated 3rd June 2014, you need to make sure that all items in the invoice have a starting earlier than 3rd June 2014.
You may need to delete the item in QuickBooks Online and then re-create them. If you do that, please contact QuickBooks Connector Support so we can try to adjust QuickBooks Connector for this.
The same scenario can also happen in reverse, where we're unable to push an item if invoices containing the item already exist in QuickBooks Online with an invoice date after the inventory start date of the item.
Currently there is a limitation where one customer cannot order in multiple currencies - please consider the following scenario:
- Customer makes a sale in AUD
- We add the customer to QuickBooks Online with AUD as their default currency
- Customer makes another sale in USD
- We hit an error as this is not the customers default currency
When syncing fees, we can only send fees based on the original currency it was paid to. For instance, an order got paid with USD currency and converted to pounds(GBP) to follow the home currency of the seller.
We cannot send the fees with GBP currency since we will use the original currency, which was USD to create the fees as an expense or bill in QuickBooks. We don't have proper support yet when it comes to multi-currency fees from orders that are converted to a specific currency.
The reason behind this is that, the fee information we are getting does not include the currency the fee it was converted to. We are getting the correct amount, but we are not receiving the currency details.
We're currently working on a way to handle this better, however for now please be aware the above scenario can occur if a customer orders with different currencies. You will have to process any invoice that hits this limitation manually.
Product Name field Limitation
The QuickBooks Online system has a known limitation that does not allow 2 separate products to have the same name.
There is also an optional SKU field that allows multiple products to have the same SKU.
This behaviour between the product name and SKU fields seem to be opposite of each other. Most other systems tend to treat the SKU field as unique for products, with the name being allowed to be duplicated.
If you are syncing orders into your QuickBooks Online and you select to send them as Sales Receipts, please note that they are dependent on payment data.
Hence, orders will only be sent to QuickBooks Online when the order has been paid in the source system. Unpaid orders can not be sent as Sales Receipts to QuickBooks Online.
At the moment the QuickBooks Connector integration does not have proper support for integrating with QuickBooks Bundle Items:
This is something our development team is working to improve, to help us gauge demand/prioritise this feature please upvote and comment here.
Syncing multiple Classes/Location to products
There are quite a few scenarios we have seen businesses use Classes/Locations, and at the moment we do not have a good way to cater to all of them without breaking others.
However, right now we offer a way to default all line items on an invoice to a single Class/Location.
Some scenarios that we came across so far involves the product’s:
* Value of items sold
This works differently with assigning an income and expense accounts as these are mandatory on products. Not unlike the Classes/Location, these are only added on line items of an invoice. Thus, the integration won’t be able to add these regardless if you have them set up prior to integrating.
Due to the many different requests we’ve had from different kinds of eCommerce businesses which have conflicting requirements affecting the factors mentioned above, we are continuing to review and evaluate.