Potential Sync Issues
There are many reasons a record may have issues syncing with QuickBooks. Centerbase offers some feedback from the QBO API to inform the user of why a certain sync failed.
From the Client level, QuickBooks does not allow a Customer (Client in Centerbase) and a Vendor to have the same name. Generally, the vendor is renamed to denote that it is a vendor instead of a client.
If the client name already exists in QBO, then the user will be prompted to connect the two together with a QuickBooks ID. This field is available on the client, invoice and payment along with a QuickBooks LastSynced date field. Updating the QuickBooks Id field by editing the Centerbase record will connect the two (in this case the ID is 81).
Another common occurrence that causes issues with the sync of customers is QuickBooks Online’s character limit for customers, which is set to 50. The name of the record in Centerbase must be truncated to be less than or equal to 50 characters. If the client does not want to modify their Centerbase data, another field may be created specifically for syncing with QBO, and the setting for Display Name under Customer Information in the QuickBooks System Settings can be changed to the new field name.
Invoices may be pushed to QBO in mass from the invoices grid. Selecting multiple invoices, then right-clicking and selecting Push to QuickBooks will begin the sync process. Any invoice that can be synced will and those that could not be will be shown in an error (below). Opening the trouble invoices and manually syncing the record by pushing the QB Sync button in the upper right will give more details on why the invoice failed to update. Sometimes the client needs to be pushed manually in order to successfully push the invoice.
Sometimes you have an invoice that was previously synced and for some reason was deleted from Quickbooks online. In order to sync it again, you will need to edit the invoice and remove the existing Quickbooks ID and save it. Once you have removed the ID you can click on Send to CB again and it should successfully sync over.
It is recommended that users do not sync invoices with QBO until they are ready to post the invoice. In fact, Centerbase offers the opportunity to push to QBO during the posting process. Only pushing posted invoices ensures that the invoices are final and ready to become part of the A/R.
There are certain limitations of the QBO integration, including:
- Centerbase cannot delete records pushed to QBO. If we create a payment and push it to QBO, then later decide to delete the payment, then the payment must be manually deleted from QBO.
- Centerbase does not currently integrate trust accounting with QBO, so no trust accounts or transactions will be pushed to QBO and will need to be created manually.
- Integration is Client based, so Matters do not push over.
Occasionally, QuickBooks Online may go down or have connection issues. To access outage information, visit: http://status.developer.intuit.com/.