The QuickBooks Import Tool has a “Browse” button to locate the file SMARTSystem exported when you ran your End of Day.
If you’ve not used the Import Tool before, it will usually default to the “Documents” folder. The exported file will not be there.
Open the File Explorer and click on the “Computer” name.
On the right-hand panel of that window, you’ll see your Drive C: Double-click on it and locate the WFSData Folder.
Double-click on that and locate the ExportFiles folder. Your exported file will be in that folder.
Double-click on the ExportFiles folder to select the file to be imported.
Once you’ve done the import, the Import Tool will remember where the files are stored.
This is the most common location for the export files. Your configuration may be different. The information for where the export files are sent will be found in Control Info > System Control > Doc & Dir Config:
From Training Session #17B – SMARTSystem Quick Books Employee Name Setup
This will show you how to make Quick Books employee records align with SMARTSystem to permit successful importing of the sales reps associated with invoices.
Overview:
It is a pre-requisite that all of the staff that have invoices exported to accounting be entered manually into QuickBooks before importing invoices. Quick Books Import tool does not create new Employee records in Quick Books because there are too many variables associated with this process to perform this action accurately.
The Middle Initial: The compatibility issue revolves around whether or not the sales person has a middle initial. If there is no middle initial, there is no issue. SMARTSystem appends a period (.) to the middle initial to make sure it is easy to read when displayed or printed. This can cause incompatibility with Quick Books, which does not automatically append a period to the middle initial of the employee.
The SMARTSystem staff name with a middle initial will look like this:
In the Quick Books Employee Center the middle initial must be present and have a period after it or it will not be recognized during the import process.
To modify an existing Employee in Quick Books, open the Employee Center:
Then right click on the employee you would like to edit and, on the pop-up menu, left click on “Edit Employee”:
Once you click “Edit Employee” the following screen will appear in Quick Books:
To add the period to the Middle initial, click to the right of the Middle initial in the M.I. field and type a period.
Click OK when done to save the change to the Employee Record.
No Middle Initial: If the sales person record in SMART System does not have a middle initial, nothing is required in Quick Books for compatibility. The Period is NOT added to staff records with no middle initial.
Setting up the Employee as a Sales Rep:
When completed adding employee names, go to the Employee Center, select Manage Employee Information and click Add/Edit Sales Rep
The Sales Rep List will show the employee names and the Initials must coincide with the name. For example, if the name is Julia M Ortiz as shown below the initials must coincide: “JMO”
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.
QuickBooks Q&A
Many of the help articles below are from information acquired through Intuit or Intuit troubleshooting forums, if any of these issues occur for you, you may want to seek help from qualified Intuit Quick books Technical Support help desk before attempting on your own.
Items imported to Quick Books from SMARTSystem:
1. Customer Maintenance additions and modifications
2. Vendor Maintenance additions and modifications
3. Inventory Item are created (note SMARTSystem settings creating Non-Inventory Items)
4. Inventory Adjustments
5. Inventory Modifications -Product Descriptions
6. Purchase Orders
7. Customer Invoice transactions
8. Customer Credit memos
Initial Troubleshooting You can Do yourself:
1. Do you have too many windows open or the same program open more than once.
2. Do you have it set to multi-user mode and are trying to use the Import tool? Set to Single user and try it.
3. Can you restart your computer? Does this fix the issue.
4. Have you checked if the printer is on and available to your computer.
5. Are you connected to the internet.
These may seem simple, but can save you some time. If you are in doubt. Take a screenshot and send us as much information as possible. We are happy to help!
ANY and ALL fatal/fail messages from Quick Books: Please contact Quick books immediately.
IF you get a pop-up Message that Quick books will not open, has failed in some way or anything else directly from the Quick books program there needs to be a call to Quick Books first. They have a diagnostic that they run to help you. You will also find the diagnostic link below but you should seek help from Intuit. SMARTSystem staff are not qualified to interpret these results and you should call Intuit as we will direct you there.
New Quick Help Solution 10-03-16
NON-Standard or Invalid Characters:
Sometimes having non-standard or invalid characters in your QuickBooks Online company name can lead to server and other errors in the application. To avoid and remedy these, you should make sure your company name consists of accepted characters only.
Here is a list of accepted characters:
•Alpha-numeric (A-Z, a-z, 0-9)
•Comma (,)
•Dot or period (.)
•Question mark (?)
•At symbol (@)
•Ampersand (&)
•Exclamation point (!)
•Number/pound sign (#)
•Single quote (‘)
•Tilde (~)
•Asterisk (*)
•Space ( )
•Underscore (_)
•Minus sign/hyphen (-)
•Semi-colon (;)
•Plus sign (+)
If you have any other special character in your company name that is not listed here, edit the company name by choosing Company > Preferences and click on Name on the left column. After you make your edits, try your task again and it should resolve any error you were getting. We found this help here: QB Intuit Answers Unacceptable Characters Question
New Quick Help Solution 10-12-2016
Credit Memo Adjustments:
Question: SMARTSystem Credit Memo adjustments to Quick Books Delivery/Freight Charges
Answer:
In Quick Books there is a “Shipping” Type account as an Inventory Item which is usually called “Delivery Charges”. (Needs to Match exactly the G/L account name to the QuickBooks name. If you use this method to record delivery charges.)
The G/L accounts in this item are directing the charges to the CORRECT G/L Account in Quick Books.
QB Peculiarities
1. Customer Names must be unique.
2. Vendor Names must be unique.
3. A Customer Name cannot be the same as a Vendor Name.
4. A Vendor Name cannot be the same as a Customer Name.
5. The Account No. field for each customer record in Quick Books is automatically updated with the SMARTSystem customer number. If this customer number is missing you will not be able to update your Customer Balances in SMARTSystem.
New Quick Help Solution 11-09-2016
If you receive the error from QuickBooks as a popup: “Runtime error 424 Object Required”
QuickBooks works best for the Import process if you switch it to single user mode. The error you are receiving has to do with it being in Multi-user mode and someone somewhere on your system has the “object” you are trying to import open on their machine. The reason it works most of the time in multi-user is because you got lucky and the person does not have what you are importing open.
If you are in single user. Restart your machine from the start button and try your import again. Be sure you are not still running a “hidden copy of QB” in your task manager. Contact Intuit Quick Books for help.
This has nothing to do with SMARTSystem.
New Quick Help Solution 11-16-2016
2 GB Company Data file
If you are receiving errors in your Quick books data file that look like: “Error: Item id ….has missing rows in the item history table.”
It is time to Call Intuit Quick Books Technical Support.
We are regularly told about such errors when a companies Quick Books file has reached 2 GB. This has nothing to do with “third party software.” It is due to a bug in the Quick Books software. (Which Intuit does not admit exists). Our software only feeds data to Quick Books, it does not actually store it in the Quick Books database, any errors Quick books is throwing are internal to the Quick Books programming.
To avoid this issue and prevent the Quick Books Database from malfunction many of our SMARTSystem clients create new Quick Books company files each year when the Quick Books Database reaches 2 GB.
New Quick Help Solution 12-5-2016
Link to QB help: QuickBooks Install Diagnostic Tool
You should use this tool only under supervision from Intuit or your IT professional. This is from Quickbooks Intuit site (This is not help for SMARTSystem issues):
QuickBooks Install Diagnostic Tool
The errors listed below can occur if your Operating System is damaged or one of the core Microsoft components that QuickBooks Desktop uses is unstable or not functioning correctly.
You can download and run the QuickBooks Install Diagnostic Tool to fix a wide variety of error messages you may receive when installing QuickBooks Desktop such as:
- 1603
- 1935
- 1904
- 1402
- Errors relating to damaged Microsoft .NET Framework
- Errors relating to damaged MSXML and C++
Detailed instructions
Important: The following troubleshooting steps are for the Windows operating system, which is not an Intuit product. The steps can become complex if errors occur while repairing or uninstalling .NET Framework. If you are not comfortable doing these steps on your own, Intuit recommends you consult with your computer’s manufacturer or other computer professional.
QuickBooks Install Diagnostic Tool is designed to automatically diagnose and fix issues with Microsoft .NET Framework, C++, and MSXML.
Prior to performing any manual steps to resolve Microsoft component related issues, it is recommended to run the tool first, as it can decrease the time needed to resolve the issue.
Solution 1: Use the QuickBooks Install Diagnostic Tool to resolve Microsoft .NET, MSXML, and C++ issues:
To use the QuickBooks Install Diagnostic Tool:
- Download the QuickBooks Install DiagnosticTool.
- When prompted, save the file to the local Desktop.
- Close any open programs then run the program by double-clicking on the QBInstall_Tool_v2.exe.
Note: It may take up to 20mins to complete, depending on your internet speed and computers performance. - Once the tool has completed, restart the machine to ensure proper update to components.
Optional: If you have a minute, could you please help us gather feedback on how the QuickBooks Install Diagnostic Tool worked out for you: Click here to provide feedback!
Solution 2: Try performing a Windows Update to install missing updates pertaining to .NET Framework, MSXML, and C++:
If these components are out of date, QuickBooks may not be able to install correctly. You can access Windows Update by pressing the Start key on your keyboard and typing “Windows Update.”
Important: If you encounter any errors performing a Windows Update, contact a qualified IT professional or Microsoft.
Solution 3: Fix problems with Microsoft components manually:
Even if the QB Install Tool does not solve your problem, you may still be able to fix problems Microsoft components manually. However, you should only try this if you are an IT professional or similarly-advanced Windows expert, or if you are working with one who can guide you.
To repair Microsoft .NET Framework manually: follow Solution 2 of this article.
To repair Microsoft MSXML manually: try all solutions in this article.
Solution 4: Try installing QuickBooks in Selective Startup:
Another process on your computer may be interfering with the QuickBooks installation. Follow these steps to temporarily eliminate everything but the essential processes you need to install the software.
If you still get an error when installing QuickBooks, or if you encounter errors while attempting any of these solutions, there may be a problem with your computer or your operating system. You should consult a trained IT professional for further help.
QB import – RUNTIME ERROR 75 path/file access error:
Solution:
Shutdown all programs and re-boot PC.
Open QBooks, if an error occurs that QB cannot find the company file contact QB support, otherwise re-run the import.
QB import does not work at first import no balance transfer. No invoices.
Check to see that the Accounts names match exactly for the import files set up.
In QB, Make sure that the Accounts are associated with their proper types.
ACCOUNTS RECEIVABLE MUST BE AN AR ACCOUNT.
If associated with “Other” it will not import: create a new AR with AR associated.
QB IMPORT using FAS:
Import of data using FAS gives this error when the data is not translated and set up to work with QB. This is done by a data fix done by FCS to allow the AR transfer in accounting. This is a Quoted service that is offered ahead of time in order to function.
Import from QB to SMART Error 76:
Complete shutdown then push button restart.
Collect Sales Tax must be enabled
Create an item for SalesTax as type “Sales Tax Item” in
- Edit -> Preferences -> Sales Tax
- Named SalesTax-[ST]ate, for example SalesTax-OK, SalesTax-TX, SalesTax-FL
- THIS MUST BE NAMED SALESTAX(ONE WORD) + A DASH + THE STATE ABBREVIATION
- SalesTax-FL
- SalesTax-TX
- SalesTax-OK
- ALERT! The newly created Sales Tax Line Item will AUTOMATICALLY be assigned as the Default Sales Tax Item. Nothing you can do will change this
- You must save the Sales Tax preferences then go back into the Sales Tax preferences and change the Default Sales tax item to a Sales Tax Item other than one of the ones that will actually be used, otherwise errors will occur on import.
- You must assign a vendor to the Sales Tax account as the “Tax agency”
- For example Florida Department of Revenue must be setup as a Vendor
- For Example SalesTax-OK would need to have a tax agency of “OK Department of Revenue”
- The Tax Rate can be set to 0 as the values are passed directly into QB from SMART rather than calculated by QB
Situation:
An invoice is missing in Quick Books, but it’s in SMARTSystem.
Solution:
Under the Management menu, go down to the third section. Locate, and click on, “Reflag Invoices for Export to Accounting.”
Once the program launches, select the date range you’ll need to locate the invoice. A list of invoices will display in the window for that date range.
Locate the invoice(s) that are missing and click the checkbox for the ones you want to have re-export.
Click the “Save Changes” button at the top.
The next time you run End of Day, the selected invoices will be re-exported to be brought into Quick Books.
Problem:
When end of day is run, the Invoice Payment Register is reporting one amount, but it doesn’t match what was brought in to Quick Books. What is happening to cause this?
Changes were made to the sales orders associated with the invoices that were already in Quick Books.
Any changes made to a sales order,will automatically cause the invoice to be updated with the changes. The invoice then gets flagged to be re-exported.
The changes will not be imported to QB because the invoice is already there. The updated invoices are listed on the Invoice Payment Register to let you know that something has changed and that QB needs to be updated manually.