Common Errors when exporting to QuickBooks Online
Job Site vs. Bill-To Customer Conflict
When exporting to QuickBooks Online (QBO) there may be a conflict with the relationship between a Bill-To Customer and a Job Site that you have billed in the past. The error will look something like this:
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Customer Amy Lamp|Amy's Bird Sanctuary with Id 63 is a Customer in BizScheduler but a Job in QuickBooks Online for Customer Amy Lamp
Please update BizScheduler or QuickBooks Online to the correct relationship and try again
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This needs the following action:
- Click Return to go back to the Accounting Report
- Click the [View Export Log] button and review the error entry (you may need to click the [Today] button and [Find] to view the correct error listing
- If the Customer Name and the customer that is named in the Error Message are not the same, then
- Click the Customer Name to open the Customer record
- Click the QB icon at the top left of the screen
- Select the second option (This is a different customer. Remove the connection with QuickBooks)
- Click [Save & Return] to get back to the Customer screen and then [Return] 2 times to get to the Accounting Report
- Select the Job with the problem for exporting and do the Export to QuickBooks again
You may also have the problem going the other way, where you are exporting a Job Site in BizScheduler that is a Customer in QuickBooks Online. The error will look something like this:
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Job Ann Tiffany with Id 72 is a Job in BizScheduler for Customer Amy Lamp but a Customer in QuickBooks Online. Please update BizScheduler or QuickBooks Online to the correct relationship and try again
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This needs the following:
- Go to QuickBooks Online and find the record for the Job-Site Customer
- Click the Edit button and then go down to the bottom of the Name and Contact section
- You will see a checkbox for "Is a sub-customer" that will give you a dropdown box when you check it
- Find the select the Parent Customer Record
- Save that Customer as a Sub-Customer and then do the Export to QuickBooks Online from BizScheduler again
Ambiguous customer name detected for QuickBooks customer
There could be a disconnection between the Customer record in BizScheduler and the Customer record in QuickBooks Online that was previously connected. This could happen if a change was made within QuickBooks Online rather than making the change in BizScheduler and letting BizScheduler export those changes to QuickBooks. The error may look something like this:
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Ambiguous customer name detected for QuickBooks customer name Bill Roberts. QuickBooks address is '1325 271st Pl SE' BizScheduler address is '457 Central Way' To create a new customer, update the QuickBooks Customer Name field in BizScheduler to ensure it does not match the name in QuickBooks, e.g. Bill Roberts 2
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The typical way to resolve this situation, if you are not actually wanting to create a new customer but rather connect the existing ones, is to do the following:
- In BizScheduler, go to the Customer record that you need to connect with QuickBooks Online
- Click on the QuickBooks icon in the upper left corner of the Customer screen to see the QuickBooks Sync Options
- Select the This is a different customer option to remove the connection ID to QuickBooks
- Run the Export to QuickBooks routine again from the Accounting Report so that BizScheduler and QuickBooks can reestablish the connection
Sales Tax Mismatch for Items
For this error you need to know what your tax status should be for your specific service, so you know if it needs to be changed in BizScheduler or in QuickBooks. The one that is incorrect needs to be changed before you Export to QuickBooks again. The error will look something like this:
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Processing 1 job
1
BizScheduler Customer
Ann TiffanyFound QuickBooks Online Customer Ann Tiffany
Updating Zip/Postal Code from 98052-4994 to 98052
Sales Tax mismatch: Service Electrical Service is taxable in BizScheduler but non-taxable in QuickBooks. Ensure the Taxable status matches.
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This needs one of the following actions:
- Make the change in QuickBooks Online
- Go to Sales and then to Products and services
- Find the product or service that needs the tax status changed and click Edit
- Under Sales tax click Edit sales tax
- Either select a tax type from the dropdown list or select the last option to set it to Taxable - standard rate
- Click Done and then Save and close
- Make the change in BizScheduler
- Go to the Hub and click the Services Link under the Setup / Configuration section
- Select the service that needs the Taxable status changed
- Uncheck the Taxable checkbox and then [Save & Return]
You can then return to the Accounting Report to export this Job again
Sales Tax Mismatch for Customers
This error points to the Taxable status for the customer in BizScheduler and in QuickBooks. The error will look something like this:
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Processing 1 job
1
BizScheduler Customer
Ann TiffanyFound QuickBooks Online Customer Ann Tiffany
Updating Zip/Postal Code from 98052-4994 to 98052
Sales Tax mismatch: Customer is taxable in BizScheduler but non-taxable in QuickBooks. Ensure the Taxable status matches.
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Depending on which needs to be corrected, this needs the Taxable setting changed in either BizScheduler:
- From the Accounting Report, click the Job date/time to get to the Job and then click the customer's name to get to the Customer record
- Change the Taxable checkbox as needed and then [Save & Return] to get back to the Job and Return again to get to the Accounting Report
- Run the Export to QuickBooks again
or in QuickBooks:
- From the Sales tab select Customers and then find the customer that you need to edit
- Click on the Customer name and then click the Edit button
- On the Customer's screen, click the Tax info tab and change the settings as needed
- Be sure to save your changes before doing the Export to QuickBooks Online again from BizScheduler
Product/Service conflict with Category
If you create a Product or Service in BizScheduler that is already in QuickBooks as a Category, then you will run into a conflict when BizScheduler tries to either export a job with that product or service or when BizScheduler attempts to create that new product or service for you. In this case you will see an error something like this:
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Processing 1 job
1
BizScheduler Customer
Bill SmithFound QuickBooks Online Customer Bill Smith
***Error in bizQBO.aspx.cs in CreateOrUpdateInvoice: Validation Exception was thrown.Details:Invalid Reference Id : An item in this transaction is set up as a category instead of a product or service..
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Be sure to go into QuickBooks and confirm that the Category is still needed. If not, then remove the category so BizScheduler can then complete the export correctly. If you still want to use the Category, then change the QuickBooks Item Name for the BizScheduler Service under the Setup/Configuration section of the Hub so there is no longer a conflict:
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Processing 1 job
1
BizScheduler Customer
Bill SmithFound QuickBooks Online Customer Bill Smith
Adding item Outside Services Performed (non-taxable)
Created Invoice #2121 dated 5/1/2024 for $200.00
Applied $217.00 to A/R
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