QuickBooks Sync Error Codes

Customers:

1. “Duplicate Name Exists Error: The name supplied already exists. : Another customer, vendor or employee is already using this name. Please use a different name.” or "Duplicate Name Exists Error: The name supplied already exists. : null"

When syncing customers to QuickBooks, the workflow is as follows:

1. Teachworks sends a request to QuickBooks to find any existing active customer records that have the same first name and last name.
2. If no match is found, QuickBooks will send a response stating no active customer exists with that first name and last name.
3. Teachworks will send a request to create a new customer.
4. QuickBooks will send an error response stating that the name already exists.

The reason for the error message occurring is because of one of the following reasons below:

1. A customer exists in QuickBooks with the same first and last name, but the customer is inactive in QuickBooks
2. A customer exists in QuickBooks with a different first and last name from Teachworks, but the Display Name that is the same as the first and last name in Teachworks.
3. There are extra whitespaces in the customer's first or last name in QuickBooks.

In the cases above, when attempting to create the new customer, QuickBooks automatically combines the first and last name to create a Display Name, and if this Display Name already exists QuickBooks will return a Duplicate Name error.

To fix this, find the customer profile in QuickBooks and make sure the first and last name fields are identical the first and last name fields in Teachworks. If they already are, then search your Inactive Customers in QuickBooks for a matching profile and change the status to "Active". Then re-sync.

Invoices & Payments:

1. "Invalid Reference Id: Invalid Reference Id : Line.SalesItemLineDetail.ItemRef"

This error message is likely caused by a service that was deleted in QuickBooks. When a service is created in Teachworks, and it's synced to Quickbooks for the first time, a unique ID is created for it in QuickBooks - this ID is then stored in Teachworks. Every time you sync to QuickBooks, the feed will look for that unique ID and if it doesn't find it you'll get an error message.

Fortunately, there is no permanent delete option in QuickBooks - items are just set to "inactive", so you can reactivate the service in QuickBooks which should resolve the issue. You can then attempt the sync again.

2. "CustomerRef is required: CustomerRef is missing in the request."

This error occurs when the customer has not yet synced to your QuickBooks account.  This can be resolved by syncing the customer profile attached to the invoice or payment first.

3. Invalid Customer: The customer you have specified has been deleted. You cannot create or edit a transaction with a deleted customer. 

This error means the customer profile is inactive in QuickBooks, so you will need to locate it in your QuickBooks account and change the status to active again.  Once you have done that, you will be able to sync the invoice or payment to QuickBooks.

4. Account Period Closed: The account period has closed.

This error means that your accounting periods in QuickBooks are closed. In order to resolve this, you'll have to update the book closing date in your QuickBooks account.

Services:

1. "Invalid Reference Id: Invalid Reference Id : Accounts element id 133 not found"

This error message is caused by using a sales account that does not exist or is currently inactive. Any time a change is made to your accounts in QuickBooks, you will need to update the Sync Settings page in Teachworks so that it will sync using the correct accounts.

Credit Notes:

1. "An application error has occurred while processing your request: System Failure Error: java.lang.NumberFormatException: For input string: ""

This error message means that the Customer associated with the Credit Note hasn't been synced yet. 

QuickBooks Integration:

1, "invalid_grant: {"error":"invalid_grant"}

This error will occur if you've removed authorization for Teachworks from your QuickBooks account.  To resolve this error, you should disconnect the QuickBooks Integration in your Teachworks account and then reconnect it.