Situation: You’ve done your EOD and imported the transactions into QuickBooks. There are some invoices that didn’t come into Quickbooks, but you didn’t see any error messages being thrown during the import. At the end of the import, you see the message that XX number of records were processed. Everything looked normal, but why are there invoices missing?
Resolution: The only place you’ll see what happened during the import, in this type of situation, will be the QuickBook Import Tool log files. These files are located in one of two places.
If you’re running Windows 7, then these files will be located in the C:\Program Files (x86)\Floral Computer Systems\Quick Books Import Tool 5.3.2 folder.
If you’re running Windows 8 or above, the log files will be located in the C:\WFSData\Quick Books Working\Quick Books Import Tool 5.3.2 folder. There may be some slight variations on the folder names, but the Quick Books Import Tool folder will always be located in the WFSData folder.
The log files will be named “import_log_[date] [time].log” Here is an example of a log file name: import_log_05-06-2019 14-17-12.log
Open the most current log file and search for the customer’s name that didn’t come into QuickBooks. This is the error message you’ll most likely see for that invoice:
Error: request 1: 3140: There is an invalid reference to QuickBooks Item “8000000B-1548357736” in the Invoice
line. QuickBooks error message: You cannot use the same tax item in both the line items and the txn tax.
What that means is that customer’s Sales Tax settings in QuickBooks is configured incorrectly and needs to be changed before the import will work.
Normally, because SMARTSystem is logging sales tax, a customer needs to be set up in Quickbooks as “non-taxable” even though they are being charged sales tax. The import tool takes the sales tax information from SMARTSystem and passes it over to Quickbooks. If the tax settings are incorrect for the customer, Quickbooks will try to tax that customer again, and “get confused” because the sales tax is already included on the invoice.
Verify the sales tax settings for the customer(s) whose invoices didn’t come in and correct them to be the same as your other “taxable” customers are set up in Quickbooks. Each company will have their own designated “non-tax type” name for this.
Also, verify the company preferences for sales tax are set to a non-taxable tax item. This setting may be accessed by going to the Edit > Preferences menu item. From there, locate the Sales Tax item in the left menu and verify the Company Preferences are set correctly.
You may then run the import again. That should resolve the issue.