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Fix QuickBooks Online errors in QuickBooks Commerce

by Intuit• Updated 3 days ago

Learn how to fix QuickBooks Online errors in QuickBooks Commerce. 

You might encounter errors when QuickBooks Online doesn’t properly sync with QuickBooks Commerce. We'll show you what those errors are, and how to fix them.

QuickBooks Commerce is no longer available for purchase as a stand-alone product.
The features referred to in this article are only relevant for customers who still have QuickBooks Commerce bundled with their QuickBooks Online subscription.
If you want to learn more about e-commerce accounting features that are part of QuickBooks Online, check out Accounting for e-commerce FAQ.

View logs for QuickBooks Online

  1. Select My Apps.
  2. Select QuickBooks.
  3. Select Logs. The Logs tab display successfully synced items and errors.
  4. To view the errors, select the Only show logs with errors checkbox.

Here you can search for transaction errors and try to fix them all at once. Just select the checkboxes next to the errors, then select Retry in the Bulk Actions ▼ dropdown menu. 

Fix QuickBooks Online errors

Note: When you resolve errors, QuickBooks Commerce won’t always re-sync an affected invoice to QuickBooks Online. If errors remain in the error logs, select Retry.

Note: You can’t send invoices created in QuickBooks Commerce from within QuickBooks Online or vice versa. You need to send invoices from where you create them.

Error messageSolution
A business validation error has occurred while processing your request:Business Validation Error: We’re sorry, QuickBooks encountered an error while calculating tax. Try reselecting the tax rate or reentering the product/service item and saving the form again.Select Retry in the error message. If the error persists, select (?) Help to contact Support.
message=AuthorizationFailed; errorCode=003100; statusCode=403If you change the primary admin in QuickBooks Online, it won’t automatically sync to QuickBooks Commerce. 
1. Sign in as the primary admin in QuickBooks Online. 
2. Select Retry in the error message in QuickBooks Commerce. 

Here’s how to know who’s the primary admin in QuickBooks Online.
1. Sign in to QuickBooks Online, then go to Settings ⚙.
2. Select Manage users. 
Invoice [INVOICE_ID] already exists in your Quickbooks accountHere's how to fix this.
1. Sign in to QuickBooks Online and search for the invoice number.
2. If you created the invoice in QuickBooks Online to correspond with a sales order, select Ignore in the error message. If it isn't related to a sales order in QuickBooks Commerce, edit the invoice number in QuickBooks Commerce, then select Retry in the error message.
Note: Don’t edit the invoice number and resync without checking QuickBooks Online first. It can lead to double counting of the same invoice.
Duplicate Name Exists Error: the name supplied already exists.Here's how to fix this.
• If the error is a variant:
1. Change the name of the variant or delete it in QuickBooks Online. This syncs the variant in QuickBooks Commerce.
2. Select Retry in the error message.
• If the error is a customer, update it in either QuickBooks Commerce or QuickBooks Online.
• If the error is about payment terms, make sure payment terms match on both platforms.
A business validation error has occurred while processing your request:Business Validation Error: Please enter at least one line item.This error happens when an invoice/sales order has a shipping line item which isn't an actual product. Here's how to fix this.
1. Add line items from the sales order to the affected invoice.
2. Select Retry in the error message.
Invalid Email Address format:Email Address does not conform to the syntax rulesThis error happens when you enter a wrong email format in the email address field. 
To fix this, change the email address on the invoice to a valid email. For example, johndoe@intuit.com.
Error: Duplicate Document Number Error: Duplicate Document Number Error: You must specify a different number. This number has already been used.QuickBooks Online requires unique invoice numbers. Here's how to fix this.
1. Edit the invoice or find the duplicate invoice in QuickBooks Online, then delete it. 
2. Select Retry in the error message.
A business validation error has occurred while processing your request:Business Validation Error: You must specify a transaction amount that is 0 or greater.A negative invoice indicates that you’re trying to give your customer store credit. Since QuickBooks Commerce doesn't support that, you need to create a credit memo for your customer in QuickBooks Online.
The listed transaction has a negative total.QuickBooks Online doesn’t accept negative values. If you want to remove the line item, here’s how to fix this in QuickBooks Commerce.
1. Clone the sales order.
2. Remove the line item/s from the cloned sales order.
3. Void the original order.
Error 1: Your bill number or invoice number is too long. QuickBooks Online only allows 21 characters Error 2: A business validation error has occurred while processing your request: Business Validation Error: You cannot enter more than 21 characters in the doc_num field. You tried entering Paid credit #12345 for exclusive, which is 32 characters.QuickBooks Online doesn’t accept more than 21 characters for bill or invoice number. Here's how to fix this.
1. Edit the doc_num field, and make sure it has only 21 characters.
2. Select Retry on the error logs.
Error 1: A business validation error has occurred while processing your request: Business Validation Error: Make sure all your transactions have a sales tax rate before you save. Error 2: One of the line items in your invoice does not have a tax type.Check if each line item in the sales order has the correct tax type, and if the tax type is assigned to the correct tax code in QuickBooks Online. 
Here’s how to check the tax type settings in QuickBooks Commerce.
1. Select My Apps.
2. Select QuickBooks.
3. Select Tax Types.
If the tax type isn't available, you need to set up your sales tax in QuickBooks Online.
If both have the correct tax code, select Retry in the error logs.
The customer or vendor listed in this order has a different currency set up in QuickBooks Online.The customer or vendor in QuickBooks Online uses a different currency from the QuickBooks Commerce invoice. 
To fix this, create a different vendor in QuickBooks Online that uses the same currency as the QuickBooks Commerce invoice. 
Error messageSolution
Error 1: Your Payment account setting is incorrect 

Error 2: Payments account is not connected		These errors happen when the payment method used in the QuickBooks Commerce sales order isn’t assigned to a QuickBooks Online ledger account. Here’s how to fix this. 
1. Select My Apps, then select QuickBooks.
2. Select Payment Methods.
3. From each ▼ dropdown menu, select the QuickBooks Online ledger account that corresponds to the payment method.
Note: If the payment method isn't available, select Add a Payment Method.
4. Select Save changes.
5. Select Retry in the error message.
Deposited Transaction cannot be changed:This transaction has been deposited. If you want to change or delete it, you must edit the deposit it appears on and remove it firstRemove any payments you deposited in QuickBooks Online. Then, select Retry in the error message.
Invoice [INVOICE_ID] has been deleted in QuickBooksSelect (?) Help to contact Support.
Error messageSolution
Required param missing, need to supply the required value for the API:Required parameter AccountRef is missing in the requestHere's how to fix this.
1. Edit the variant name to remove the unsupported character.
2. Select Retry in the error message.
Invoice cannot be created because the variant [VARIANT_ID] has been removed from your QuickBooks accountTwo QuickBooks Online products might have the same SKU but different names. Also, there might be a QuickBooks Commerce variant linked to the wrong QuickBooks Online product/item. 
To fix this, select (?) Help to contact Support.
Stock adjustment reason New Products is not connectedThe New Products stock adjustment reason isn't linked to a QuickBooks Online account. Here’s how to fix this in QuickBooks Commerce. 
1. Select My Apps, then select QuickBooks.
2. Select Stock Adjustments.
3. Select the account in the New Products ▼ dropdown menu.
4. Select Save changes.
5. Select Retry in the error message.
The product name already exists in your QuickBooks Online account.This error is associated with the customer or vendor name having the same entry in QuickBooks Online. QuickBooks Online has a limitation that requires each customer to have a unique name. 
To fix this, edit the name on either platform so that it's unique.
Invalid Reference Id: Invalid Reference Id: Something you're trying to use has been made inactive. Check the fields with accounts, customers, items, vendors, or employees.This refers to the accounts, customers, items, vendors, or employees that are archived in QuickBooks Online. Here’s how to fix this. 
1. Check if it's deleted. If yes, then you have to restore them. 
2. Select Retry on the error message. 
Error messageSolution
PurchaseOrder [ORDER_NUM] already exists in your Quickbooks accountThis error happens when a purchase order number exists in your QuickBooks account.  Here's how to fix this.
1. Select Stock Control.
2. Select the purchase order you want to edit.
3. Select Edit Order.
4. Select Edit ✏️ button to edit the purchase order number.
5. Select Save.
6. Select Retry in the error message.
Invalid Reference Id: Invalid Reference Id : Product/Service assigned to this transaction has been deleted. Before you can modify this transaction, you must restore [PRODUCT]Select (?) Help to contact Support.
String length is either shorter or longer than supported by specification: String length specified does not match the supported length. Min:0 Max:21 supported. Supplied length:[LEN]This error happens when there are too many characters in any of the fields on the Relationship details page.
Make sure the string length for any fields doesn’t exceed 21 characters.
Trying to modify PurchaseOrder that has been deletedSelect (?) Help to contact Support.
Error messageSolution
Unable to sync out the payout as payments for the orders - [ORDER_IDs] have not been synced to QuickBooks Online yetCheck the orders in the error message to see if they already have payments. 
• If yes, check if the payments are in QuickBooks Online. If yes, select Retry in the error message.
• If not, select (?) Help to contact Support.
A business validation error has occurred while processing your request:Business Validation Error: Transaction cannot be applied to Deposit. Either Referenced Transaction's Account is incorrect or the Transaction has already been applied to another DepositHere's how to fix this.
1. Edit the affected payments in QuickBooks Online and deposit them in the correct account. 
2. Select Retry in the error message.
message=AuthorizationFailed; errorCode=[ERR_CODE]; statusCode=[STATUS_CODE]This error happens when the primary admin hasn't signed in to QuickBooks Commerce for 100 days. If you’re not the primary admin, ask them to sign in to their account. 
Here’s how to find out who’s the primary admin.
1. Sign in to QuickBooks Online, then go to Settings ⚙.
2. Select Manage users.
Shopify Expense type 'Canceled order payments' is not connectedHere's how to fix this.
1. Select My Apps, then select QuickBooks.
2. Select Ledger Accounts.
3. Select the expense account from the Payments ▼ dropdown menu.
4. Select Save changes.
5. Select Retry in the error message.
[PADJ_NUM] for [PAYOUT_NUM] cannot be pushed to QuickBooks OnlineSelect (?) Help to contact Support.
Error messageSolution
QuickbooksBatch [BATCH_NUM] already exists in your Quickbooks accountHere's how to fix this.
1. Change the name of the existing journal entry in QuickBooks Online.
2. Select Retry in the error message. 
Stock adjustment reason [REASON] is not connectedThe stock sync fails because the stock adjustment reason wasn’t set up.
Here’s how to fix this in QuickBooks Commerce.
1. Select My Apps, then select QuickBooks.
2. Select Stock Adjustments.
3. From each ▼ dropdown menu, select the QuickBooks Online ledger account that corresponds to the payment method.
4. Select Save changes.
5. Select Retry in the error message.
Invalid Reference Id: Invalid Reference Id : Accounts element id [ACCOUNT_ID] not foundThe account in QuickBooks Online that’s being assigned to is no longer available. To fix this, set up the ledger to another QuickBooks Online account.
1. Select My Apps, then select QuickBooks.
2. Select Ledger Accounts. Find the Commerce Ledger Account connected to an unavailable QuickBooks Online account. Then select a new account from the dropdown menu.
3. Select Save changes.
4. Select Retry in the error message.
Cost Of Goods account is not connectedHere’s how to fix this in QuickBooks Commerce.
1. Select My Apps, then select QuickBooks.
2. Select Ledger Accounts.
3. Select a QuickBooks Online ledger  account from the Cost of Goods ▼ dropdown menu. 
4. Select Save changes.
5. Select Retry in the error message.
Invalid Reference Id:Invalid Reference Id : Account assigned to this transaction has been deleted. Before you can modify this transaction, you must restore Inventory Adjustment (deleted).This error happens when you delete the account on a transaction. This pauses all sync updates to QuickBooks Online. Here's how to fix this.
1. Restore the account in QuickBooks Online.
2. Select Retry in the error message.
Invalid Reference Id: Invalid Reference Id: One of the list elements assigned to this transaction has been deleted. Before you can modify this transaction, you must restore QuickBooks Commerce Non-Product (deleted).This error happens when you have an item in your sales order in QuickBooks Commerce, but it was deleted in QuickBooks Online. To fix this, select (?) Help to contact Support.
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