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. 

Situation:  You’ve started the End of Day process in SMARTSystem.  You receive an error message that you are Unable to export End of Day data until errors are corrected.  Then you’ll see the name(s) of effected inventory items. 

What this means:  The inventory items you see in the list are missing their G/L account information. 

Solution: 

1. Make a note of the impacted inventory item(s).
2. Click OK on the message box
3. Stop the EOD export by clicking Exit. 
4. Open Inventory View (Inventory > Inventory View)
5. Search for the product code of the first item on the list you made.
6. Open the item’s detail record by double-clicking on it. 
7. Click on the Accounting Info tab. 
8. You will see that there are no G/L accounts listed for that item.  Assign it the proper accounts.
9. Click on Modify to save your changes.
10. Once all inventory items are corrected, run your End of Day again.  It will proceed without any more errors. 

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- Exporting Data to QuickBooks or your Accounting System

How to Export Data to QuickBooks from SMARTSystem

1. Check if the days Sales Orders have been Invoiced. Go to End of Day> Invoice Print Verification

1. If the popup says “All of the orders for delivery on (your date) have been invoiced.” You can continue with export to QuickBooks. If you receive a list of Invoices, those need to be processed before continuing:
   1. By clicking each sales order listed one at a time to display the sales order
   2. Invoice the sales order or change the delivery date

1. Pick the Date Range Start >End Date. Then click the “Export Daily Activities to Quick Books” Button.

Note: leave the Start Date set to capture any back dated transactions. Usually, the End Date will be the last full day of operations.

1. Items will save to your file and become available for import into Quick Books or your Accounting System:

   

2. The Report: Invoice Register by Delivery Date will list all invoices and credits transferred for import to Quick Books or your Accounting System.

   

   ** Create a Backup of your QuickBooks company file at this time.

3. Using the Quick Books Import Tool:
   1. You must have Quick Books open
   2. Switch to Single User Mode to prevent an import error by having another user access QB data until the Import process completes.

      

4. Click Quick Books Import Tool icon

   

5. Go to QuickBooks Import Tool:

   

6. You need to Define Accounts first before first use to start Export process. Your Accounts will likely look different from the below example:

   

   Alternate Settings in Import 7.0:

   How to setup inventory in Quick Books as Non-Inventory Parts:

   Click “Define Accounts” then check “Create New Inventory Items as Non-Inventory Parts” Click Save.

   

7. Click the Browse button to Navigate to the file you want to import. Choose the most recent file in C:\WFSData\ExportFiles (Be sure that the file you are importing says “COMPLETE” and there is more than 1KB of data):

   

   Click Open.

8. Your source file will appear in the Browse box.

   

   Click the Import Data to QuickBooks button.

9. If the import was successful, you will receive a popup with the number of records successfully uploaded:

   

10. Process Complete
11. Export Customer Balances

    

12. When the process is complete you will see this pop-up:

14. Print Import Log

15. The Today’s Invoice Register report is automatically created. It is strongly suggested that you print it as a record of what will be exported to QuickBooks after the QuickBooks Import Utility is run. Files are created at this location on your computer: , as shown below. When you run this again, the old files will move to the Backups folder and the new ones will display in place of the old ones.

    

16. If you need to check what was in the “QB COMPLETE” file you can go to the file in C:\WFSData\ExportFiles and right click file and choose OPEN with>Notepad. You can File >Save As >Documents file if needed.

Do not delete the Backup files this may be your only source of past information from the EOD. They cannot be replaced. Although there are additional backup measures in place deleting files is not recommended. If you have a question, please call support 727-483-5306.

Import Back into SMARTSystem

If you have not done so from the earlier steps above:

Click on the “Export Customer Balances” and the export from Quick Books will begin:

When completed close the QB Import Tool.

Open SMARTSystem, File menu >Import Customer Balances.

The following screen will be displayed:

Click “Browse” to select the folder for Import:

C:\WFSData\ImportFiles

          Click on “customerbalances.txt” to select.

Click on “Import Customer Balances” and your customer balances will be updated in the SMARTSystem:

When completed close the “Import Customer Balances” screen.

This completes the entire End-of-Day cycle from beginning to end.

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. 

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.