Troubleshooting: Invoices Not Pushed to QuickBooks Online
Invoices are missing from QuickBooks Online.
Invoices may be missing from QuickBooks Online due to the following reasons:
- Invoice Status: Invoices have not been committed.
- Unmatched Information: Inventory Accounts and GL Codes in Yellow Dog don’t match exactly the accounts in QuickBooks Online.
- Spelling, capitalization, and characters must match verbatim
- Unassigned Inventory Accounts or GL Codes: At least one item must have an inventory account assigned
- If all items do not have inventory accounts assigned the invoice will push to QuickBooks however, the totals will not match.
- If GL Codes have not been assigned to inventory accounts the import will fail.
- Invoices have been backdated more than 7 days:
- The QuickBooks integration will only export invoices with a commit date in the last 7 days.
Step 1: Verify Committed Status
Invoices must be committed to send to QuickBooks online.
Confirming whether an invoice has been committed can be reviewed in two places:
- Purchasing > Invoices: Users can filter to a specific vendor or date range. Once the invoice has been located, review the status to confirm it is ‘Invoiced’.
- Standard Reports > Purchasing > Invoice Records > Summary: This report should be filtered to only include invoice records with the status of ‘Invoiced’. Review the report and confirm your invoice is included.
Step 2: Confirm Inventory Accounts and GL Codes match QuickBooks
The Inventory Accounts created in Yellow Dog must match the corresponding accounts in QuickBooks to the letter.
This means that spelling, capitalization, and special characters must be exactly the same. Compare the inventory accounts created in Yellow Dog to those in QuickBooks and update as needed..
Accounts in Yellow Dog can be found under system setup. By double clicking on the Inventory account users can also review the assigned GL Codes. If there is no GL Code entered, the code will be listed as ‘temp’ which is a placeholder. Additionally, if an Invoice is exported with the ‘temp’ code still assigned, QuickBooks will see it as a failure to match the codes listed in QuickBooks and the invoice import will fail.
In addition to reviewing the accounts in the system setup area, users can look at the report ‘Item Account and Interface Listing’ to review what Inventory Accounts and GL Codes have been assigned to items.
Step 3: Confirm Inventory Accounts are Assigned to Items
If inventory accounts are not assigned to items and contain GL codes the import be inaccurate or fail.
Inventory accounts can be assigned to levels, or specific items. Users can review which (if any) inventory accounts are assigned to items in the Interface Codes as of Last Sync’d view or in reporting.
Interfaces Codes as of Last Sync’d View
The ability to see this view is controlled by user permissions. This view will allow users to see all the interface codes assigned to an item, including the Inventory Account (accounting group). NOTE: This view will not verify if GL Codes have been assigned, only whether an inventory account has been assigned
Reporting
The report ‘Item Account and Interface Listing’ will show the Inventory. This report can be found in Standard Reports >Accounts > Item Account and Interface Listing
Step 4: Confirming whether an invoice has been backdated
Backdating an invoice more than 7 days will prevent it from being included in the export
If an invoice is created and the commit date is changed to more than 7 days prior to the date created it will not be included in the export. This can be verified by reviewing the created date and commit date either in the Invoice section of the purchasing module or within the invoice itself
Where backdating can be reviewed in the invoice section of
purchasing module
Where backdating can be reviewed within the Invoice itself
- Invoice Status: If the invoice has not been committed, review the invoice for accuracy, and commit.
- Unmatched Information: If it is determined that the Inventory accounts or GL Codes do not match what is listed in QuickBooks, then the client team will need to make the necessary corrections so that they match.
- Unassigned Inventory Accounts or GL Codes: If it is determined that items do not have inventory accounts assigned, the client team will need to assign them. Yellow Dog recommends assigning Inventory accounts to Levels, but they can be assigned to items or stores if that is preferred.
- Backdating: If the Invoice has been backdated reach out to support with the Invoice number, commit date and request to have the sync adjusted and run again to include the invoice.
Reach out to support if the conditions below are satisfied for your invoice and it was not pushed to QBO:
- The invoice has been committed
- The items in the invoice have the correct inventory accounts assigned
- The inventory accounts have the correct GL Codes assigned
- OR -
- If the Inventory account/GL Codes was adjusted and the invoice needs to be re-exported
For fastest resolution, please include the invoice numbers for the invoice(s) in question.
- Phone: 757-663-7514
- Email: support@yellowdogsoftware.com
- Chat: Click here to Chat with a YD Support Guide
Support hours: Monday–Friday, 9:00 a.m.–8:00 p.m. EST
Emergency support (available 24/7): 757-663-7514, Option 1
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