Listed below are some troubleshooting tips, including the order of operations,
tips and error messages.
General Order of Operations for Posting to QuickBooks
Make sure the
QuickBooks interface is closed (the QuickBooks
program can be open)
End of Day (EOD) on the
shop management system
- Open QuickBooks
(if not already opened) and minimize it
the shop management
interface, select date range, preview and then post
- What QuickBooks report will show me what was sent over
during a post for a given day or period?
report used to look into issues is the Journal
report. This report is located in Report Center I Accountant & Taxes I
Account Activity I Journal. This report will
show everything that was sent over during a
posting for a given day or a date range.
- How do you change a QuickBooks report to show Split
- Select to Modify
Report, click on the Filters tab.
Select the account(s), then select Yes as the option to Include Split
Detail. The report will now display Split
Detail. This option will need to be turned on
each time you view the report.
- How are tickets treated that are imported as Credit
Card/Cash/Check for the payment method?
- They get treated as a Cash Sale. In QuickBooks go to Customer Center I Sales
Receipts, then Transactions to see the CC/Cash/Check transactions.
- How are tickets treated that are imported as Charged for
the payment method?
- Invoices are created in QuickBooks for Charged tickets. In QuickBooks go to Customer I Create Invoices
to see the charged transactions.
- How are tickets treated that are imported as No Charge
for the payment method?
- When they get imported to QuickBooks, only costs are tracked, not the sales. They are associated with
Sales Group 98 - Adjustments and No Charges.
- How are tickets with Towing/Storage/Sublets treated in QuickBooks?
- These items can be mapped to different sales groups through software. If they are not mapped to a
sales group, they will default to Sales Group 99
- How do you setup your Sales Groups to transfer data to QuickBooks?
- For example: there is a Sales Group setup called "LOF" and the Sales Group number is "30". In QuickBooks, setup a Sales Account
called Sales LOF. You could then setup a P30 and L30 items for tracking. When setting up items they link to the Sales Account
you want to use. Optionally there could be a Sales 30 parts sales accounts and a Sales 30 labor sales account. Each item
would point the appropriate sales account.
- Item names are based on the P## or L## where the ## represents the Sales Group number in your
system (1 = 01, 9 = 09). If the item names for P## and L## do NOT exist, then any sales are
posted directly into the generic items of "Parts" or "Labor". These items cannot be
sub-items. Labor costs are not exported.
- How are Cost of Goods Sold (COGS) treated in QuickBooks?
- COGS ## / COGS Sales Group Name (there is a space between COGS and the "##" or "Sales Group Name"). Parts costs are exported into "Cost of Goods Sold". During an export, the account name of 'COGS ##" or "COGS sales group name" are looked for. If they exist, they are posted to. For example, Cost of Goods Sold for Sales Group #30 LOF would look for an account of
either COGS 30 or COGS LOF.
- How are warranty tickets treated in QuickBooks?
- They go over as a charge to "warranty company". After the import, you can change the charge to any warranty company you want. Additionally, the status from
a work order is carried over as a memo. You should document in the memo field who the warranty company is. So the memo field on
the invoice can tell you what company name to switch it to.
- How are Jobs and Ticket level Surcharges as well as Adjustments treated in QuickBooks.
- Surcharges will be associated with Sales Group 96, unless you map a department code to a different sales group.
- Adjustments and No Charges will be associated with Sales Group 98.
- Miscellaneous charges will be associated with Sales Group 99.
- How are Deposits (Bank Deposits) treated in QuickBooks?
- They have to go into an account type = Bank Account. (Undeposited Funds). They cannot import to QuickBooks as a liability
account, QuickBooks will not let the payment go in. Credit Cards can be tracked separately as
well in case there are different
- How do I set up a credit limit?
- In QuickBooks, you have to fill out Account No. and set a credit limit for the customer. If 0, credit is unlimited.
- In Bay-masteR, the customer Alt Acct # must match the Account No. assigned in QuickBooks.
- In the QuickBooks Interface, check
Export Credit Info back to SMS (path =
- Now when the export is done, the
interface with update the credit limit in
Bay-masteR based off the one in QuickBooks.
- basQBPROexport | GetRequest][Status: Code = 3100, Severity = Error, Message = The name "CUSTOMER NAME" of the
list element is already in use.
QuickBooks will prevent you from adding a customer or vendor if the name already exists.
- If the "CUSTOMER NAME" exists in either the Other Names List or the
Vendor List, you must change the name to something slightly different. For example: you can
have a customer in QuickBooks called "John Doe's parts" and
this customer is also a vendor.
An easy way to get around this would be to rename "John Doe's Parts" as John Doe's Parts - V"
in your Vendor List.
QuickBooks Interface must be closed before
they start End of Day
(EOD) on the shop management system
- Open and minimize QuickBooks
- Open the shop management
- NOTE: If the shop management QuickBooks interface is open during
Day (EOD), the program cannot copy the
updated database because the interface has it
- Error 3140, invalid reference to...
- QuickBooks interface not responding
- Switch to QuickBooks and check
for messages/prompts asking for permission.
- Unable to post data to QuickBooks
- Data will not post if
Interface is open while running
- Run the End of Day on the shop management
- Open QuickBooks and minimize
- Check desired date range
Click Connect to
QuickBooks button on QuickBooks Interface
Preview and post
- Estimates for partial payments
posting to QuickBooks correctly
of the following
- Put partial payments on the ticket. When
Day (EOD) is run, they will be posted to
- Mark the ticket status Charged and manually enter
them into QuickBooks
Do not put any payments onto the ticket in the shop management system until the ticket is paid in full.
- Estimates not appearing under a customer record after posting.
- Check the following options.
- From the interface, check to make sure "Summarize cash sales" is NOT checked on the export setting. This is usually because the cash sales are being posted to a general Cash Sales account isntead of hundreds, if not thousands of customer accounts that are not needed for QuickBooks.
- From the interface, check to make sure "Export All Salles" is checked on the export setting and not "Export Credit Only".
- From your QuickBooks account, make sure you do not have any search filters for your results or invoices.
- Deliveries not being posted
- Under Export Settings; check "Export Delivery".
- basQBPROexport |
Interface_Startup error # -2147024770.
Automation error. The specified module could
not be found.