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Get help with 3000 status code errors

Learn how to fix 3000 status code errors in QuickBooks Desktop Point of Sale.

You may encounter errors during a Financial Exchange between QuickBooks Desktop Point of Sale and QuickBooks Desktop. Follow the steps based on the specific error message you see.

Important: Make sure to create a backup of your QuickBooks Point of Sale file and QuickBooks Desktop file before you perform these steps.

Employee Hours Status code: 3000; Status message: The given object ID in the field "list id": is invalid

This happens if the employee is inactive or the track data is not set up in QuickBooks Desktop.

  1. Go to Employees, then select Employee Center.
  2. Look for the specified employee listed on the activity log.
  3. Right-click the employee name, then select Edit employee.
  4. Select the Payroll Info tab.
  5. Check the Use time data to create paychecks box, then select OK.
  1. Go to Employees, then select Employee Center.
  2. Under the Employees column, select All Employees from the drop-down.
  3. Look for your desired employee on the activity log.
  4. Right-click the employee name, then select Make Employee Active.

Status code: 3000; Status message: The given object ID in the field "list id": is invalid

This happens if QuickBooks Financial has an outdated patch.

  1. Go to downloads and updates.
  2. Find the version of your QuickBooks.
  3. Select Get Latest Update.

Error Status code 3100: Status message: the name "#######" of the list element is already in use

This happens if a customer or vendor is damaged or duplicated from either QuickBooks Point of Sale or QuickBooks Desktop.

Important:
  • Create a backup copy of your company files before performing any troubleshooting step.
  • Switch to single user mode in your QuickBooks Desktop.

In QuickBooks Desktop

  1. Go to Customers (Vendors) menu, then select Customer (Vendor) Center.
  2. Search the name that is indicated in the error.
  3. Check for any duplicates

In QuickBooks POS

  1. Select Customers (Purchasing) menu, then select Customer (Vendor) List.
  2. On the search field, enter the name indicated in the error and check for any duplicates.
  3. Select the I want to… ▼drop-down menu, then Merge.
  4. When the Merge window pops up, select the customer/vendor you want to keep and remove.
  5. Select Merge Customers/Vendors.

Note: Transactions made on both names will be retained on the name that you will keep.

Create a new customer (vendor)

  1. From the Customers menu, select Customer Center.
  2. Select the New Customer & Job tab, then select New Customer from the ▼ drop-down.
  3. Enter Test Customer for the name, leave the other fields blank, then select OK.

Merge names

  1. Right - click on the customer name, then select Edit customer.
    Note: If there is a Job under the customer, hover your mouse to the Job and a blank cross will appear. Drag cross and place it under the new customer name.
  2. Replace the customer (vendor) name, type Type Customer, then select OK.
  3. Merge window will show up, then select OK.
  4. Edit the customer (vendor) name by putting in back the original name, then select OK.
  5. Close QuickBooks Desktop, then reopen it.

Solution 3: Re-sort lists

Status code 3140 or 3120: The specified account is invalid or of the wrong type

This happens if accounts are not mapped properly.

  1. Open QuickBooks Desktop Point of Sale.
  2. From the File menu, select Preferences.
  3. Select Company.
  4. Under Financial, select Accounts.
  5. Check the Basic and Advanced tabs. Ensure the accounts are mapped correctly, then select Save.
    Note: An account name in brackets ([ ]) indicates that the account is not mapped.
  6. Run financial exchange.

Status code 3140: There is an invalid reference to QuickBooks AR/AP Account "###### - #########" in the Receipt or Bill

This happens if the accounts receivable and payable in Point of Sale are mapped to incorrect accounts.. The error you received will indicate the incorrect setting.

  • There is invalid reference to QuickBooks AR Account "###### - #########" in the Receipt. The account for this transaction must be of the type Accounts Receivable
  • There is invalid reference to QuickBooks AP Account "###### - #########" in the Bill. The account for this transaction must be of the type Accounts Payable
  1. Open QuickBooks Desktop Point of Sale.
  2. From the File menu, select Preferences.
  3. Select Company.
  4. Under Financial, select Accounts.
  5. Make sure the accounts are mapped to an account whose type is A/R and A/P respectively, then select Save.
  6. Run financial exchange.

Status code 3140: Status Message: There is an invalid reference to QuickBooks Account "###### - #########" in the item Non - Inventory. QuickBooks error message: The expense account is invalid

This happens if the mapped item account in Point of Sale is incorrect, or the item account is inactive or deleted in QuickBooks financial.

  1. In QuickBooks Financial, select the Lists menu, then select Chart of Accounts.
  2. Select Account at the bottom, then select Show Inactive Accounts.
    Note: If it's inactive, it has an X mark beside its name.
  3. Select on the X mark or right-click the account, then select Make Account Active.
  4. Run another financial exchange.
Note: If the account is deleted, create an account in QuickBooks.

Status code: 3412, Status message: Customer has an overdue transaction

This happens if a preference set inside of QuickBooks Desktop is set to not allow selling to overdue customers.

In QuickBooks Desktop

  1. Go to Edit then select Preferences.
  2. From the left menu, select Sales & Customers.
  3. Select the Company Preferences tab.
  4. Uncheck Do not sell to overdue customers.
  5. Select OK to save changes.
  6. Go back to QuickBooks Point of Sale and run a financial exchange.

Status code 3170: There was an error when trying to modify a vendor/customer list element

This happens if there is a duplicate name between QuickBooks Desktop Point of Sale and QuickBooks Desktop.

The error contains the name of the customer or vendor. If you found the name, skip to step 2. If not, follow these steps:

  1. From the Customers menu, select Customer List.
  2. Right-click a column header. Select Customize columns then QB Status.
  3. Select the QB Status header to sort the list and find any customer name with Not Posting or Error Status. Follow the same process for vendor list.
  1. From the Customers menu, select Customer Center. For vendors, go to Vendors menu, then select Vendor Center.
  2. Right-click the name listed in the Activity Log, then select Edit.
  3. Add the number "1" at the end of the name, then select OK.
  4. Run financial exchange.

In QuickBooks Desktop, merge the edited and new name created by Financial Exchange.

  1. Double-click the edited name.
  2. Remove the number "1", then select OK. QuickBooks should prompt you to merge the customer or vendor to the customer or vendor created by financial exchange.
  3. Select Yes.

Status code: 3180 Status message: There was an error when saving a Employees list, element "Employee, Name"

Learn more about Error 3180 on time sheets when performing a financial exchange.

Status code 3180: There was a problem with saving the General Journal Transaction

This happens if:

  • The voucher is damaged.
  • The account that was mapped on the item/s was incorrect when the sale was processed.
  • The account that is linked to the item/s is inactive.
  • The account is deleted in QuickBooks Desktop.
  1. Reverse the voucher.
  2. Re-create the voucher
  3. Run the financial exchange.
  1. At the Home page, select Sales History, then take note of all the affected items.
  2. Go back to Home, select Item List, then select Edit.
  3. Under QuickBooks Options, check if the account mapping is properly set up.
  4. In QuickBooks Desktop, make sure that the accounts affected are active.
  5. In QuickBooks Desktop Point of Sale, select Item List, then Edit to configure the correct Income/Asset/COGS account in the item/s.
  6. Select Save, then run financial exchange.

Status code 3180: ...QuickBooks error message: A/P (or A/R) detail line must have vendor

This happens if a QuickBooks Desktop accounts receivable or payable was used to create a Paid Out in QuickBooks Desktop Point of Sale. The error you received will indicate the incorrect setting.

  • There was an error when saving a General Journal transaction. QuickBooks error message: A/P detail line must have vendor.
  • There was an error when saving a General Journal transaction. QuickBooks error message: A/R detail line must have vendor.
  1. On the Point of Sale's home page, select Sales History.
  2. On the Receipt Type column, select the most recent receipt tagged as Payout.
  3. On the I want to… ▼drop-down, select Reverse.
  4. Re-create the Paid Out using an account other than A/P or A/R.

Status code 3180: QuickBooks error message: The posting account is invalid

This happens when the wrong type of QuickBooks Desktop account was used in mapping accounts in QuickBooks Desktop Point of Sale, you will receive the error:

Status code 3180: Status message: There was an error when saving a Items list, element "XXXXXXXX". QuickBooks error message: The posting account is invalid. 140108 payment item lookup error "XXXXXXXX".

  1. From the File menu, select Preferences
  2. Select Company.
  3. Under Financial, select Accounts.
  4. Check the Basic and Advanced tabs. Make sure the accounts are mapped correctly, then select Save.
  5. Run financial exchange.
  1. From the Lists menu, select Item List.
  2. Check each Point of Sale item in the list and ensure every item is using the appropriate account.
  3. Run financial exchange.
  1. In your QuickBooks Desktop, go to the Lists menu and select Customer & Vendor Profile Lists.
  2. Select Payment Method List.
  3. Right-click the Cash method, then select Edit Payment Method.
  4. Add the letter X in the Payment Method field (XCash) and select OK.
  5. Right-click the Cash method, then select New.
  6. Name it as Cash, then run financial exchange. Rename and re-create all payment methods if necessary.

Status code 3180: Status message: There was an error when saving a Sales Receipt

This happens if there is a damaged payment item or if it's the wrong type.

  1. In your QuickBooks Desktop, go to the Lists menu and select Item List.
  2. Select Include Inactive.
  3. Select the Type header to sort the list.
  4. Rename the Point of Sale payment items.
    1. Right-click the payment item that begins with POS , then select Edit Items.
    2. Add "OLD" to the item name (e.g. OLD POS Visa Credit Card).
    3. Select OK.
  5. Run financial exchange from your Point of Sale.
  6. Merge the duplicate items in QuickBooks Desktop.
    1. Right-click the payment "OLD", then select Edit Item.
    2. Remove "OLD", then select OK. QuickBooks Desktop should prompt you to merge the items.
    3. Select Yes to confirm.

Status code 3180: Status message: Sales tax detail line must have a vendor

Status code 3180: Status message: There was an error when saving a Sales Receipt (or Credit Memo). QuickBooks error message: Sales tax detail line must have a vendor.

This happens if:

  • QuickBooks Desktop sales tax item is not associated with any vendor.
  • Account mapping of sales tax payable account is incorrect.
  • The sale tax payable account is used to create a paid out.
  • One or more items on receipts have the sales tax payable account (QuickBooks Desktop account) selected as the target account.
  1. In your QuickBooks Desktop, go to the Lists menu and select Item List.
  2. Select Include Inactive.
  3. Select the Type header to sort the list.
  4. Make sure all sales tax item has a tax agency attached to it.
  1. In your QuickBooks Point of Sale, go to the File menu and select Preferences.
  2. Select Company.
  3. Under Financial, select Accounts.
  4. Check the Basic and Advanced tabs. Make sure the QB Sales Tax Payable is only listed in the sales tax row. If not, change it and run financial exchange.
  1. In your Point of Sale, select Sales History.
  2. Right-click any column, then select Customize Columns.
  3. Make sure QB Status is selected.
  4. Look for receipts that are not yet completed. If any of these receipts are paid out to sales tax payable, select the receipt, then select Reverse Receipt.
  5. Re-create the paid out using a non sales tax payable account and run financial exchange.

Status code 3260: Status message: Insufficient permission level to perform this action

This happens if you don’t have enough access rights in your computer.

  1. Right-click the application, then select Properties.
  2. Select the Compatibility tab then put a check in the Run this program as an administrator box.
  3. Select Change settings for all users, then check the Run this program as an administrator box.
Note: You may remove this option if you prefer not running the application as an admin but make sure to remove the ADMIN in both application.

If you log in as a user you may need to log off the file.

  1. Go to the File menu.
  2. Close Company/Log off (option message change depends on version of QuickBooks)
  3. Log in as an admin user.

140109: Account lookup error: "Accounts Receivable/Accounts Payable" when running Financial Exchange

This happens when the A/R or A/P accounts in Point of Sale are mapped to neither A/R nor A/P accounts that can be caused by modification of Financial Exchange mapping. The error you receive will indicate the correct setting.

  • 140109: Account lookup error: "Accounts Receivable"
  • 104109: Account lookup error: "Accounts Payable"
  1. Open QuickBooks Point of Sale.
  2. From the File menu, select Preferences.
  3. Select Company.
  4. Under Financial, select Accounts.
  5. Make sure the A/R and A/P accounts are mapped to an account whose type is A/R and A/P respectively, then select Save.
  6. Run financial exchange.

Status code 510 when running Financial Exchange

Status code 510 status message: Unable to return object; 140116: QB customer look up error: "Counter Sales" when running Financial Exchange

This happens in the remote store when Headquarters is running Financial Exchange. It can also be caused by data damage. Here’s how to fix it in your Point of Sale.

Note: Before proceeding to this steps make sure to backup QuickBooks Financial and Point of Sale.

Step 1: Clean up data

Step 2: Verify and Rebuild both on Headquarter and Remote Store company files

Create a journal entry for receipts

At times, receipts do not get successfully transferred in QuickBooks after a Financial Exchange and you have to re-enter them.

Some of the reasons are the following:

  • The receipt was voided before Financial Exchange
  • There’s an unbalanced payment
  • Skipped due to large amount
  • The receipt was sent to a different file
  1. From the File menu, select Preferences.
  2. Select Company.
  3. Under Financial, select Accounts.
  • Basic Tab: For Items
  • Advanced Tab: For Transaction Accounts

User-added image

  1. Select Item List, then find the affected item.
  2. Select Edit.
  3. Take note of the accounts under QuickBooks Options.

User-added image

  1. Go to Sales History, search for the sales receipt and highlight it.
  2. Select the I Want to… ▼ drop-down menu, then select Show Financial Detail.
  3. Select the Mark this document as sent box.

With the use of the information you’ve gathered, you can now create a journal entry.

How accounts should be computed before entering on the Journal Entry

Note: The following examples are only visual representations of how it will be set up in QuickBooks after marking the transaction in POS as sent.

COGS100
Sales250
Discount50
Sales Tax5%

Discounted item that had been reversed

  1. Find the total amount of Sale in the receipt for the Income Account.
  2. Compute the discounted amount from the Total Sale.
  3. Deduct Sales Tax from the Total Sale.
  4. Multiply QTY by Order Cost to get COGS.
  5. Inventory Asset should be the same amount as COGS.
Income250
Undeposited260
Sales Tax10
COGS100
Inventory Asset100

Inventory item that had been sold from POS with a receipt

  1. Find the total amount foe the sale in the receipt for Income Account.
  2. Deduct Sales Tax form Total Sale.
  3. Multiply QTY by Order Cost to get COGS.
  4. Inventory Asset should be the same amount as COGS.
    Income250
    Undeposited260
    Sales Tax10
    COGS100
    Inventory Asset100

    Item that had been received

    1. Find the total amount of the voucher. Since you paid for the item, it will be added to Accounts Payable.
    2. The amount of the Inventory Asset will increase since the item is received.
    Accounts Payable100
    Inventory Asset100

    Item that had been "return-exchanged" for another item

    1. Find the total amount of the sale in the receipt for Income Account.
    2. Deduct Sales Tax from Total Sale.
    3. Multiple QTY by Order Cost to get COGS.
    4. Inventory Asset should be the same amount as COGS.
    Income100
    Undeposited100
    Sales Tax5
    COGS20
    Inventory Asset20

    If there's a different item but with the same amount on the receipt

    Note: Create an adjustment in Point of Sale with journal entry involving COGS and Inventory in QuickBooks.

    1. Find the total amount of the sale in the receipt for the Income Account.
    2. Deduct Sales Tax from Total Sale.
    3. Multiply QTY by Order Cost for you to have COGS.
    4. Inventory Asset should be the same amount as COGS.

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