Having trouble with our QuickBooks Online (QBO) integration? This guide runs through common error messages and how to resolve them.
The organisation is not mapped to a QuickBooks customer
The organisation set up against this invoice isn’t linked to a customer in QBO.
To resolve, head to the organisation page in People & Organisations and edit it. In the “Linked QuickBooks Customer” field, enter the name of the customer in QBO that you’d like to link this organisation to.
If the customer isn’t created in QBO, head to QBO and create it there. Then edit the organisation in OnRent Events to create the link.
General Transaction Posting Errors
If you encounter an error posting a transaction:
Locate the corresponding entity (e.g., your customer settings) in OnRent Events.
Navigate to the Edit option.
Scroll down to identify the section causing the error.
Enter the customer details from QuickBooks. These steps should help in resolving such errors.
Revenue Group ‘Rental’ is not mapped to a QuickBooks product/service
QuickBooks Online returns this error when you’ve not mapped a revenue group against an invoice line item to a product/service in QBO.
To resolve, go to System Setup > Integrations > QBO and make sure all of your Revenue Group Mappings are correct. You’ll also want to make sure that your default product/service is set. Additionally, ensure that tax rates in OnRent Events are mapped to their corresponding tax rates in QuickBooks, as mismatched or unassigned tax rates might also cause errors during invoice posting.
Duplicate Document Number Error:
The save of the QuickBooks Invoice failed with error message(s): Duplicate Document Number Error: Duplicate Document Number Error: You must specify a different number. This number has already been used.
Our integration creates invoices and credit memos in QBO using the invoice and credit number from OnRent Events. If your QBO account has “Custom transaction numbers” turned on, you’ll need to make sure that your invoice numbers don’t overlap with those in OnRent Events.
Set your invoice numbering sequence in OnRent Events in System Preferences.
Once you’ve changed your invoice numbering sequence so it matches the next number in QBO, void the invoice with the overlapping number in OnRent Events by clicking Void Invoice under Actions from the invoice page.
Business Validation Errors:
The save of the QuickBooks Customer failed with error message(s): A business validation error has occurred while processing your request: Business Validation Error: This name is being used by another vendor. Please use a different name. You can merge names only when their type (customer, vendor, or employee) matches.
QuickBooks Online returns this error when you’re creating an organisation and have the “Create a linked QuickBooks customer when creating an Organisation?” setting on.
OnRent Events is trying to create a new linked customer, but there’s already a customer, vendor/supplier, or employee in QBO with the same name as this organisation.
To resolve:
On the create organisation screen, enter the name of the customer in QBO in the “Linked QBO Customer” field. OnRent Events will suggest to customers in QBO, choose one.
Change the name of the organisation in OnRent Events so it doesn’t match the QBO customer.
If nothing is suggested in the linked customer field, it means that a vendor/supplier or employee with the same name exists in QBO. Customers, vendors, and employees must have unique names in QBO. OnRent Events cannot create a customer.
Duplicate Name Exists Error:
The save of the QuickBooks Customer failed. QuickBooks returned the error message(s): Duplicate Name Exists Error: The name supplied already exists. : null
This error is returned by QuickBooks when the name you are saving within OnRent Events already exists in QuickBooks, and you have set up the integration to "create a linked QuickBooks contact when creating an Organisation."
OnRent Events is trying to create a new linked customer, but there’s already a customer, vendor/supplier, or employee in QBO with the same name as this organisation.
To resolve this, go to System Setup> Integrations> QuickBooks, then set the "Create a linked QuickBooks contact when creating an Organisation" slider to "NO" and update the integration.
This will allow you to create the new organisation within OnRent Events without creating one in QuickBooks.
Proactive Tips for Maintaining QuickBooks Integration
Regularly review and verify that all revenue groups and tax rates have been accurately mapped in the QuickBooks integration settings.
Ensure that both OnRent Events and QuickBooks are updated to their latest versions to avoid compatibility issues.
Missing Payment Method Options in QuickBooks for Posted Invoices
When invoices posted from OnRent Events display zero payment method options in QuickBooks, ensure the following:
Verify Payment Method Sync Settings: Navigate to
System Setup > Integrations > QuickBooksIn OnRent Events and ensure payment methods between the two platforms are synced correctly.Understand Integration Limitations: Note that OnRent Events cannot delete payment method data within QuickBooks. Hence, missing options are likely due to initial syncing configuration issues and not system interference from OnRent Events.
Zero-Value Invoice Items Being Posted to QuickBooks
Prevent zero-value items from being posted by updating system settings in OnRent Events:
Go to
System Setup > Integrations > QuickBooks.Locate and set the
Post Zero Value Invoice Items?option to No. This ensures that zero-value items are not transferred when posting invoices.