The error messages below are specific to QuickBooks
If you have a problem transferring invoices from MagManager to QuickBooks, A failed transfer message may appear on screen or you can check the API logs for details of the transfer error.
You can access the API logs by going to the main settings page > Under Settings > Select API Logs > You can sort the order by clicking on the up/down arrows in the column headers.
1 - The PhoneNumber field cannot be more than 50 characters long.
Cause: There are too many character in the phone number field.
Solution: Check the phone number field for the client on both the client Details tab and also on the Contacts tab. It's likely someone has added additional text into one of these fields. Remove the additional text and save. Try transferring the invoice again.
1 - Failed to create Invoice: 0000002 for client XYZ - Validation Exception was thrown.Details:Business Validation Error: Make sure all your transactions have a VAT rate before you save..
Cause: Will usually appear on a new installation of QuickBooks.
Solution: You need to create a dummy invoice in QuickBooks first before transferring an invoice from MagManager. Also check that you have Synced the tax rates - see Getting Started: Liking MagManager to QuickBooks
You will need to update the next invoice number in MagManager and/or for an existing QuickBooks user check the Company Details Tax Rate field is set to the correct 20% Rate and not 0%
- see Company details - how to configure the settings for both of these.
2 - Failed to Add Customer : XYZ - Validation Exception was thrown. Details The name supplied already exists : null
Cause: Client may be inactive in QuickBooks or their may be a slight difference in the the client name that has matched between QuickBooks & MagManager
Solution 1: First check that you clients are reconciled correctly. System Settings > Under Accounts > Select QuickBooks > Select Reconcile Customers > search for the client by name.
If the client does not show in the left hand QuickBooks side of the screen, this indicates it doesn't exist in QuickBooks. You need to check your QuickBooks account to see if the client has been set to inactive - you may need to contact QuickBooks support for this.
Also check the setup of the client in QuickBooks if they are already set up as a payee/supplier it won't work as they already exist, using a slightly different name will resolve it. (EG XYZ Ltd change it in MagManager to XYZ Limited)
Solution 2: Less likely but we have seen this happen:
Check the name of the client on the QuickBooks Side and the MagManager side closely. If you have another client in MagManager with a similar name eg 'XYZ Ltd (North)' and 'XYZ Ltd' you may find that you have reconciled the wrong clients with each other. Eg if you have reconciled XYZ Ltd in QuickBooks with XYZ Ltd (North) in MagManager it won't be possible to change this. You'll need to add an extension to XYZ Ltd in MagManager ie XYZ Ltd (South) in order for a new client to be created in QuickBooks.
Also, search for the client name on the MagManager Clients screen included a search for inactive clients with the same name > If you have multiple clients with the same name then it's likely one of them is reconciled with the client in Quickbooks and it may be the wrong one. To resolve this add a character to the end of the client name in MagManager then check the QuickBooks Reconcile Customers page to identify which client is reconciled with the client in QuickBooks. You would need to check before changing which client is reconciled in case previous invoices have been transferred over. As there can only be a 1 to 1 relationship between the client in MagManager and the client in QuickBooks.
If it's an inactive client that's reconciled to QB, change their name by adding OLD, the reconcile to the client being used in MM
See Part 1 Section 7 in these notes for more details on how to reconcile customers - Getting Started: Liking MagManager to QuickBooks
3 - Failed to Add Customer : XYZ - Validation Exception was thrown. Details:String length specified does not match the supported length. Min:0 Max:30 supported. Supplied Length:xx.
Cause: A field on the client record contains too much data.
Solution: Check the client details tab, in this example there was too much data in the telephone field eg ‘01777 465877 X 3 Office Kathy or Elizabeth’ - which is longer than the permitted 30 characters permitted by QuickBooks. Edit the data to just the phone number.
It's also possible that the telephone number looks fine but if it was pasted into MagManager with spaces after the number, they can't be seen. If the supplied length in the error message displays 40. Go to the client details tab and click the delete button 10 times to ensure there are no spaces after the phone number. Doing this will bring the supported length back down to a maximum on 30.
4 - Unable to transfer invoices 1
This error message will appear on the invoicing screen.
Cause: We have identified the issue being with the QuickBooks set up, where no Preferred Invoice Terms were set.
Solution: Check the API logs for an error message - Go to the main settings page > Under Settings > Select API Logs.
In this scenario it's likely that no error messages are appearing in regards to the transfer of invoices and it will only show a successful login to QuickBooks.
Go to your QuickBooks account > Click Settings > Click Account and Settings.
Click Sales > Click the Edit Icon to the far right of the Sales form content section > In this scenario the Preferred Invoice Terms field was blank - so click the drop-down box and choose your terms > Click save.
The issue should now be resolved and you should be able to transfer invoices from MagManager to QuickBooks.
4a - Unable to transfer invoices 2
This error message will appear on the invoicing screen.
Cause: Possible incorrect Zero Rated Tax rate set in Company Details.
Solution: Check the API logs for an error message - Go to the main settings page > Under Settings > Select API Logs.
In this scenario it's likely that no error messages are appearing in regards to the transfer of invoices and it will only show a successful login to QuickBooks.
Go to the main settings page > Under Accounts > Select Company Details > Check the Zero Rated Tax field is correct, and NOT set at 20%. If the rates are from your Quickbooks account are not displaying correctly, you may need to go to the Quickbooks settings in MagManager and Sync Tax Rates. See Getting Started: Liking MagManager to QuickBooks Part 1 Section 5 Updating your tax settings.
If that doesn't work, the team here may need to remove the QuickBooks API token for you.
5 - Failed to create Invoice: 0008441 for client Age UK - Validation Exception was thrown.Details:Business Validation Error: Were sorry, QuickBooks encountered an error while calculating tax. Try reselecting the tax rate or reentering the product/service item and saving the form again..
Cause: Instances where we have seen this error message, the user has multiple MagManager & QuickBooks accounts and has connected to the wrong one.
Solution: Check the clients are reconciled correctly. System Settings > Accounts > QuickBooks > Reconcile Customer.
If this is the case the team will need to clear the IDs from the QuickBooks API connection and the user will need to reconnect to the correct QuickBooks account.
6 - Failed to create invoice: 101090 for client XXX - Validation Exception was thrown.Details:Invalid Number : Inventory code.
Cause: The Miscellaneous Sales Item settings have not had the Account Code set or have an Inventory Code Selected. (Currently the Quickbooks API does not support inventory codes on miscellaneous sales items).
Solution: Ensure the Account Code is selected and remove the Inventory code setting and set it to please select.
7 - OTHER Reasons an invoice may not transfer as expected
Cause: The client has been wrongly reconciled to another client and the invoice is appearing on the other client's account in Quickbooks.
Solution: Check the API logs - Go to the main settings page > Under Settings > Select API Logs. It should show the invoice as having been created in Quickbooks
If you can't see the invoice on the client record in Quickbooks. First run a check in QuickBooks for the invoice number to see if it's allocated to a client with a different name. If that's the case you need to check that the customer has been correctly reconciled between QuickBooks & MagManager. See Getting Started: Liking MagManager to QuickBooks Part 1 Section 7 Reconcile Customers.
The example below shows that the client Red Lion is reconciled with the client named RVC in MagManager. The result is that any invoiced raised for RVC in MagManager will be transferred to the Red Lion account in QuickBooks.
