QuickBooks QuickFixes

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The title of this page is somewhat of a misnomer, because I don't know if all the fixes will be quick, but it is somewhat catchy. The purpose of this page is to be a record of the errors QuickBooks throws, and how to handle them.

Contents

Re-export Accounts from RPOWER

  1. Log into RPOWER Manager Functions, and click the System Maintenance...
  2. Click Sort/Fix FILE
  3. On the Sort/Fix File dialog, enter GLA into the Database Name field
  4. If Reindex? is checked, uncheck it.
  5. Enter 99 in the Reset export app# field
  6. Click Begin Fixing
  7. Once done, click Back
  8. Click System Maintenance...
  9. Click Execute QB Exports. When prompted for a date range, click No

Customers not exporting from RPOWER

Solution: Make sure that the customer has an address that includes a city, or a business address line 1.

== Error: 3070 The string "some account name" in the field "Name" is too long. Solution: The QuickBooks Foundation Classes interface, which the RPOWER QuickBooks Importer only allows account names of 31 characters or less. This restriction only occurs when accounts are being added to QuickBooks. The recommendation is to change the account name to something 31 characters or less.

Error: 3140 There is an invalid reference to QuickBooks Customer "..." in the Invoice. QuickBooks error message: Invalid argument. The specified record does not exist in the list.

Solution: This typically happens when the importer attempts to import an invoice for a customer who does not exist in QuickBooks.

Go into RPOWER and check the customer you want to export. That customer needs to have two things for it to export:

  1. an address with a city, or a business address line 1 entry
  2. the Payment Method for this customer must have a QB in the External ID field

Those are the two most common reasons why a customer won't export into QuickBooks.

Once you have determined why the customer wasn't exporting, you can export the full customer list by:

  1. Log into RPOWER Manager Functions, and click the System Maintenance...
  2. Click Sort/Fix FILE
  3. On the Sort/Fix File dialog, enter CUS into the Database Name field
  4. If Reindex? is checked, uncheck it.
  5. Enter 99 in the Reset export app# field
  6. Click Begin Fixing
  7. Once done, click Back
  8. Click System Maintenance...
  9. Click Execute QB Exports. When prompted for a date range, click No

The above instructions will export a list of customers to QuickBooks, and the missing customer should then be added to QuickBooks. Then import the invoice.

Error: Missing lived in or worked in state

This error occurs because payroll taxes in QuickBooks has not been set up with a state. To resolve:

  1. In QuickBooks, go to Edit > Preferences > Payroll & Employees
  2. Selet the Company Preferences tab
  3. Click on the Employee Defaults button
  4. Click on the Taxes button
  5. Click on the State tab
  6. Under State Worked select the default state from the drop-down list
  7. Click OK and reattempt your import

Error: 3180 There was an error when saving a CreditMemo. QuickBooks error message: Transaction amount must be positive.

Solution: Oddly enough, this error will occur when importing an Invoice. The problem is that the invoice has a negative value and QuickBooks will not allow the import of an Invoice with a negative value. It makes sense because in the case of a negative amount, you are not billing the customer but crediting an amount to them.

The way to fix this error is to open the xml file and look for the api_command attribute in the XyzzyHeader element. By default, the api_command is POST. If you change it to REVERSE, the importer will change the InvoiceAdd to a CreditMemoAdd, this will allow you to credit the customer's account. You need to also remove the negative sign from the amount before importing the file.

Error: 3310 Failed to save the Time Tracking transaction. The employee "fieldValue" provided in the TimeTrackingAdd request has the checkbox "Use time data to create paychecks" set to the Unknown state.

To remedy this, you need to check the box that says "Use time data to create paychecks." To do this:

  1. Navigate to Employees, then select Employees to view the Employee List. For each employee, you will perform the following steps:
  2. Double-click or select Employee, Edit at the bottom.
  3. Select the Payroll and Compensation Info option at the top.
  4. Make sure you theck the box that says "Use time data to create paychecks."

Status Code: 0x80040403 Status Message: Problem communicating with QuickBooks Online Edition

Solution: A typical reason for this is that there is a strange character in the customer list. Check both names and addresses. Accented characters have been known to cause this issue. Delete or change the character in question.

Status Code: 0x80040408 Status Message: Could not start QuickBooks.

Solution: Check the path in the QBImporter.ini file. Typically, this error means the database isn't where the importer thinks it should be. If the path is valid it could be any number of issues such as a modal dialog is open in QuickBooks, or the user is in an area that requires single user access.

If the importer cannot start the QuickBooks database, it will place the QuickBooks export file in the Slow Poll directory and attempt to import the file every 10 minutes.

Status Code: 0x80040435 Status Message: Recent changes to your configuration require you (the QuickBooks Administrator) to go into the Integrated Applications preferences and re-authorize your integrated application to log in automatically.

Solution: What happens is that when QuickBooks downloads and installs some updates, it loses the automatically log in setting for the RPOWER QB Importer. To fix this, do the following:

  1. Switch to single-user mode (File menu, Switch to Single-User Mode). Note: You cannot change QuickBooks preferences when in Multi-User Mode.
  2. Click the Edit menu, and click Preferences...
  3. Click on Integrated Applications, and then click the Company Preferences tab
  4. In the application list, click the RPOWER QB Importer entry (will be something like RPOWER2562-DGJXS where the application name will contain RPOWER followed by the store serial number, and then a dash and some random characters)
  5. Click the Properties... button
  6. On the Access Rights tab, UNCHECK Allow this application to read and modify this company file
  7. Click OK, to exit the Properties dialog, and click OK to accept these changes to the Preferences

    Up to this point, what you have done is turned off the RPOWER QB Importer's ability to log in automatically, basically resetting the authorization in QuickBooks. Now, you need to go back into Preferences and give the RPOWER QB Importer the ability to log in automatically. You do that this way (it will look familiar):

  8. Click the Edit menu, and click Preferences...
  9. Click on Integrated Applications, and then click the Company Preferences tab
  10. In the application list, click the RPOWER QB Importer entry (will be something like RPOWER2562-DGJXS where the application name will contain RPOWER followed by the store serial number, and then a dash and some random characters)
  11. Click the Properties... button
  12. On the Access Rights tab, CHECK Allow this application to read and modify this company file
  13. Click OK, to exit the Properties dialog, and click OK to accept these changes to the Preferences
  14. Finally, return QuickBooks to Multi-User Mode (see instruction 1)

The files should now import.

NOTE: If this happens due to a QuickBooks version upgrade, performing the above directions will not be enough. You will have to delete any existing RPOWER entries in the Integrated Applications list, and re-imprint the store (or stores) for QuickBooks.

Error: There is no disk in the drive: Please insert a disk into drive\Device\harddisk\Dr1

The cause of this error is that there is a mapped drive pointing to a physically non-existent drive. It doesn't matter if the QuickBooks database was on that drive or not. This is an error thrown by Windows when The QB Importer attempts to connect to the QuickBooks database.

To fix:

  1. Turn off the QuickBooks importer
  2. Right-click on This PC
  3. Select Manage
  4. Double-click Disk Management
  5. For each mapped drive with a physically non-existent drive:
    1. Right-click the mapped drive and select Properties
    2. Select Change Drive Letter and Path
    3. Click Remove. This will remove the mapped drive from Windows Explorer.
  6. Turn the QuickBooks importer back on. Place a file in ServerIn. You shouldn't see the error message any longer.

If you still get the error, it is recommended that you install all Windows Updates, and then reboot the computer.

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