Although Classes can be set up inside SMART, not all classes are the same when it comes to this runtime error message.
The troubleshoot: Verify classes are set up in Quick Books by going to Lists > Class List. If the class you have set up in SMARTSystem is not in the list, add it per Quick Books procedure. Now retry the import.
If the import still fails, you will need to verify the Quickbooks SDK program has been installed on your computer. To locate the program, go to Control Panel > Programs and Features. In the list of installed programs, you will see “Quickbooks SDK 7.0” If it is not in the list, call our Tech Support to get it installed properly.
Installing the Quick Books Import Tool has a very specific sequence of events to ensure it installs correctly. Missing a step can cause issues such as this runtime error. Even if your IT team is excellent at what they do, they will need to consult with our tech team to ensure a proper installation if they will be doing it, or request we do the installation for you.
Normally, payments are manually posted against customer invoices and afterwards the customer balances are exported from Quick Books and Imported to SMARTSystem.
The sequence of events for daily exporting Quick Books Customer Balances that will be imported into the SMARTSystem is:
1. After payments are posted to your customer accounts.
2. Keep Quick Books open and minimized.
3. Double click on the Quick Books Import icon:
4. The following screen will be displayed:
5. Click on the “Export Customer Balances” and the export from Quick Books will begin:
6. When completed close the QB Import Tool.
7. Open SMARTSystem, File, Import and Import Customer Balances.
8. The following screen will be displayed:
9. Click “Browse” to select the folder for Import:
C:\WFSData\ImportFiles
Click on “customerbalances.txt” to select.
10. Click on “Import Customer Balances” and your customer balances will be updated in the SMARTSystem:
11. When completed close this “Import Customer Balances” screen.
SMARTSystem Management Training Series
Training Session #17D – How to Configure QuickBooks Customer Jobs in SMARTSystem
Purpose:
To provide information on how to setup Customer Jobs to import into QuickBooks correctly.
Overview:
Here is the QuickBooks side and the SMARTSystem side.
- QuickBooks terminology for your desired setup is Customer Jobs. Here is a link and information for you to work with:
b. QuickBooks Instructions
2. On the SMARTSystem side your Customer table needs to have the names setup like this:
a. The main office is without the semi-colons
b. The Stores are with a semi-colon, for example KROGER: DILLIONS FLORAL #102
SMARTSystem Management Training Series
Training Session #17B – SMARTSystem, QB Importer and QuickBooks Setup
Purpose: To establish the correct program settings for the SMARTSystem, QB Importer and QuickBooks based on the customer’s’ requirements.
Overview:
Section I is to establish settings for exporting SMARTSystem G/L accounts to QB for proper accounting of transactions.
Section II is to clearly define the settings on how purchase orders are being processed in QB.
Setting your Accounting System preferences in the SMARTSystem is done by an FCS Support person. They must log in under programmer security:
To select your Accounting System preferences in SMARTSystem:
Go to the Control Info menu > Utilities > Select Accounting System.
Section I
It is required that you setup and coordinate the G/L accounts between SMARTSystem and Quickbooks.
The G/L Account Descriptions are used to update QB, therefore when entered into the SMARTSystem they are correctly written exactly the same way, including upper and lower case letters. For example:
To use the G/L accounts established in the SMARTSystem on transactions being exported to QB, it is necessary to set the checkbox in your Selected Accounting System to “Export GL Accounts to QB” as shown below:
Click “Update System Control” to SAVE before exiting.
QB Importer:
When SMARTSystem is generating the G/L transactions the checkbox “Use Accounts from Imported Data” need to be set.
Section II
There are three areas to setup with Purchase Orders.
SMARTSystem:
To select your Accounting System preferences in SMARTSystem:
Go to the Control Info menu > Utilities > Select Accounting System.
When NOT processing Purchase Orders in QB, the two items circled in red are to be set as shown in the example below. When PO’s are being processed in QB reverse this sequence.
Click “Update System Control” to SAVE before exiting.
QB Importer:
When SMARTSystem is generating the G/L transactions the checkbox “Use Accounts from Imported Data” need to be set.
QuickBooks:
QB Inventory creation from SMARTSystem is OK as an Inventory Part when the “QB Inventory and purchase orders are active” is not checked in the QB Preferences because there will be no costs, sales or average cost creation. Inventory will go negative with sales coming in, but does not have any impact on cost of goods.
- Preferences is turned off (see Preferences on Edit Menu)
When QB Preferences are turned off:
* * End of Document * *
SMARTSystem Management Training Series
Training Session #17A – SMARTSystem QuickBooks Employee Name Setup
Purpose: The purpose of this document is to detail how to make QuickBooks employee records align with SMARTSystem to permit successful importing of the sales reps associated with invoices.
Overview:
It is a prerequisite that all of the staff that have invoices exported to accounting be entered, manually, into QuickBooks before importing invoices. QuickBooks Import tool does not create new Employee records in QuickBooks 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 salesperson 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 QuickBooks 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 QuickBooks 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 QuickBooks, open the Employee Center:
Then right click to select the employee you would like to edit:
Then Left Click on the Employee and Select “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 SMARTSystem does not have a middle initial, nothing is required in QuickBooks for compatibility. The Period is NOT added to staff records with no middle initial.
SMARTSystem Management Training Series
Training Session #11A – SMARTSystem End-of-Day Processing Summary
The following is a brief checklist of steps to close the day after completing Driver Check-in:
- Select the End-of-Day Menu:
2. Invoice Print Verification
3. Export Data To Accounting
a. Set the End Date to yesterday’s Delivery date. You do not want to process today’s invoiced orders:
b. When ready, click the button to
c. The End-of-Day process is completed when the Red EXPORT COMPLETE button is displayed.
d. There are three reports produced during this EOD process:
i. Invoice Register by Delivery Date
ii. Invoice Register by Route
iii. Invoice Payment Register
QB Import Tool Daily Operations
The sequence of events for daily importing of SMARTSystem transactions:
- Run the SMARTSystem End-of-Day process to export transactions from the SMARTSystem.
- Open your Quick Books with the administrator password, put Quick Books in Single User Mode and minimize.
- Double click on the Quick Books Import icon:
4. The following screen will be displayed:
5. Click the Browse button on the lower right side of the screen, navigate to the WFSData Folder, Export Files and the following will be displayed:
Click on the QB_COMPLETE entry to highlight it which is always at the top of the list. The files under QB_COMPLETE contain each transaction type that is consolidated in the QB_COMPLETE file. Therefore, you select only one file, QB_COMPLETE to process your End-of-Day Import to Quick Books.
Click the Open button to continue.
6. The screen will return with the selected QB_COMPLETE file in the “Source File:” area below:
7. Click “Import Data to QuickBooks” and when the import process is completed you will be notified by the number of records processed.
QB Import Security Questions (first time only)
The first time you import SMARTSystem records to Quick Books the following QB security questions will be displayed. Check the items highlight below:
After checking the two items above, click “Continue”.
After you click “Continue” Quick Books will want you to confirm your selection by clicking “Yes”
To finish the Quick Books security access process, click “Done” below:
QB Export Customer Balances
Normally, payments are manually posted against customer invoices and afterwards the customer balances are exported from Quick Books and Imported to SMARTSystem.
The sequence of events for daily exporting Quick Books Customer Balances that will be imported into the SMARTSystem is:
- After payments are posted to your customer accounts.
- Keep Quick Books open and minimized.
- Double click on the Quick Books Import icon:
4. The following screen will be displayed:
5. Click on the “Export Customer Balances” and the export from Quick Books will begin:
6. When completed close the QB Import Tool.
7. Open SMARTSystem, File, Import and Import Customer Balances.
8. The following screen will be displayed:
9. Click “Browse” to select the folder for Import:
C:\WFSData\ImportFiles
Click on “customerbalances.txt” to select.
10. Click on “Import Customer Balances” and your customer balances will be updated in the SMARTSystem:
11. When completed close this “Import Customer Balances” screen.
This completes the entire End-of-Day cycle from beginning to end.
QB Peculiarities
- Customer Names must be unique.
- Vendor Names must be unique.
- A Customer Name cannot be the same as a Vendor Name.
- A Vendor Name cannot be the same as a Customer Name.
- 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. See Quick Books, Customer Edit screen below:
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.
