QuickBooks Online

QuickBooks is currently experiencing issues with its API integrations. If you receive any unexpected errors, please notify us and also contact QuickBooks support.

QuickBooks Online is powerful online accounting software with localizations for many countries. MRPeasy focuses on manufacturing resource planning, reporting, inventory management, sales, and procurement. Together with QuickBooks accounting, MRPeasy creates a very powerful ERP system. We strongly recommend performing all business operations in MRPeasy and only accounting activities in QuickBooks Online.

Jump to:

1. Demo video: QuickBooks Online integration
2. Scope of the integration.
3. Purchase Orders, Bills, and Invoices.
   1. Synchronization of items, customers, and vendors.
   2. Purchase orders, purchase invoices, bills.
      1. Additional fees.
      2. Vendor Credit Invoices.
      3. Vendor Prepayment Invoices.
   3. Sales invoices.
      1. Discounts.
      2. Prepayment invoices.
   4. Additional currencies.
   5. Tax rates.
   6. Synchronization of payments.
4. Inventory and manufacturing transactions.
   1. Inventory tracking principles in MRPeasy
5. Table of events and transactions, MRPeasy <-> QuickBooks Online.
   1. MRPeasy -> QuickBooks Online.
   2. QuickBooks Online -> MRPeasy.
   3. Synchronization schedule.
6. Setting up the integration with QuickBooks Online.
7. Troubleshooting and synchronization logs.
8. Support.

Scope of the integration

1. The core integration includes synchronization of purchasing and sales documents.

• Invoices, Credit Invoices, Prepayment invoices, Purchase Orders, Purchase Invoices, Vendor Credit Invoices, Vendor Prepayment Invoices.
  • Items can have different purchases and sales accounts.
• Accounting transactions are created using QuickBooks documents.
• Automatic synchronization of payments.

2. Optionally, an advanced in-depth integration can be configured that adds the synchronization of balances.

• In addition to the core integration, all inventory and manufacturing transactions of each day are posted to QuickBooks with a manual journal entry.
• These journals include balance changes of:
  • Inventory.
    • Items can have different inventory accounts.
  • Cost of Goods Sold (COGS).
    • Items can have different COGS accounts.
  • Work in Progress (WIP).
  • Applied expenses in the manufacturing of products - direct materials cost, direct labor cost, applied manufacturing overhead (factory burden) cost.
  • Applied transfer order expenses to products.

Purchase Orders, Bills, and Invoices

Posting new items, customers, and vendors to QuickBooks

Items, vendors, and customers are not automatically synchronized when the integration is established.

When posting invoices and purchase orders to QuickBooks, MRPeasy will create stock items, customers, and vendors in QuickBooks if they do not exist.

It is possible to import these from QuickBooks to MRPeasy in bulk at MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks using the respective buttons.

• Stock items are matched by SKU in QuickBooks and Part number field in MRPeasy.
  • QuickBooks SKU = MRPeasy Part No.
  • QuickBooks Name = MRPeasy Part description.
  • According to the integration configuration, an Expense and a Sales account will be configured for every item created in QuickBooks by MRPeasy.
• For matching customers and vendors, MRPeasy looks for the MRPeasy Name field value in the QuickBooks Company Name and Display Name fields.
  • When a new contact is created in QuickBooks:
    • QuickBooks DisplayName = MRPeasy Number + MRPeasy Name
    • QuickBooks CompanyName = MRPeasy Name

Purchase Orders, Purchase Invoices, Bills

During integration setup, you must choose if Purchase Orders in MRPeasy are posted to QuickBooks as Bills or Purchase orders.

• Once the Invoice ID has been entered on Purchase Orders or Invoices in MRPeasy, they will be synchronized to QuickBooks.
• At Procurement -> Invoices, the column QuickBooks shows if the bill is sent to QuickBooks.
• See also: Synchronization of payments.

Additional fees

If Additional fees are entered on a Purchase Order in MRPeasy, then this is posted as a line item to QuickBooks.

If "Balances" are synchronized:

• Additional fees must be posted to the integration default account (Purchases). These fees are expenses added to inventory valuation. They will be expensed when finished goods are sold and included in COGS.
• If additional fees are expensed immediately and are not part of inventory valuation, non-inventory items in MRPeasy can be used for them. The desired expense account can be selected for the item in the QuickBooks Online Bill or product configuration page if necessary.
  Please note: this specific recommendation is only valid for purchase orders, not for customer orders.

Vendor Credit Invoices

Vendor Credit Invoices are posted to QuickBooks Online as Vendor Credits.

• Once the Invoice ID has been entered on the Vendor Credit Invoice in MRPeasy, it will be sent to QuickBooks.
• The overall process for sending Vendor Credit Invoices to QuickBooks Online mirrors that of Bills.

The following preconditions must be met for the ability to send vendor credits to QuickBooks:

• The system setting “Several invoices per PO” is enabled and configured as “Separate invoices and deliveries = Yes”.
• The credit account for purchase credit invoices must be defined in the integration configuration at Settings -> System settings -> Integrations -> QuickBooks -> Change accounts.

Vendor Prepayment Invoices

Vendor Prepayment Invoices are posted to QuickBooks as Checks.

• The Vendor Prepayment Invoice in MRPeasy must be fully paid.
• On the final invoice, a negative value prepayment line is added.

The following precondition must be met for the ability to send vendor prepayments to QuickBooks:

• The system setting “Several invoices per PO” is enabled and configured as “Separate invoices and deliveries = Yes”.

Sales invoices

• Once the invoice type in MRPeasy is marked as Invoice or Credit invoice, and the status is not Dummy, it is sent to QuickBooks.
• At CRM -> Invoices, the column QuickBooks shows if the invoice is sent to QuickBooks.
• See also: Synchronization of payments.

Discounts

• If the discount is applied for the full invoice, then this will be posted to QuickBooks Online as a discount.
• If the discount is added for a line item, MRPeasy applies the discount to the item price before sending the invoice to QuickBooks Online. This is because QuickBooks Online does not allow adding discounts per line item.

Prepayments

Prepayment invoices are posted to QuickBooks as Sales Receipts.

• The Prepayment Invoice in MRPeasy must be fully paid.
• A Customer prepayments service is created if it was not created by MRPeasy earlier.
• On the final invoice, a negative value prepayment line is added.

Synchronization of payments

Purchase invoices, sales invoices, and credit invoices:

• Payments are automatically synchronized according to the synchronization schedule.
• Payments for purchase invoices are synchronized only if PO-s are sent to QuickBooks Online as bills.

Vendor prepayments and customer prepayments can only be sent one-way from MRPeasy to QuickBooks Online.

Tax rates

The synchronization of tax rates works as follows:

1. MRPeasy operates with tax percentages only; no 'named' tax rates exist.
2. When a document with tax is sent to QuickBooks, the tax rate with the same percentage is automatically chosen. If several tax rates have the same percentage, then the correct tax rate must be chosen in QuickBooks.
3. If you need a 'No tax' invoice, please leave the tax percentage field empty in MRPeasy.
4. If you need a 0% tax, please enter tax as '0%' in MRPeasy.
5. Unfortunately, MRPeasy cannot post 'Tax included' invoices. If this is important, please update these invoices in QuickBooks.

Additional currencies

If several currencies are used in order to send invoices, POs, or bills to QuickBooks, standard 3-character currency codes (USD, GBP, EUR, etc., according to ISO 4217) should be used for

• the system's base currency in MRPeasy.
• additional (foreign) currencies in MRPeasy.

MRPeasy sends the exchange rate together with each invoice/PO/bill in foreign currency.

Note that QuickBooks has two important limitations:

1. Invoices to a customer and bills from a supplier must be in the same currency as his default currency in QuickBooks Online.
2. Once created, it is not possible to change a customer's/supplier's currency in QuickBooks Online.
   For example, if a customer's currency in QuickBooks Online should be changed, go to your QuickBooks account, find that customer, and make it inactive. After that, please post an invoice to QuickBooks Online.

Inventory and manufacturing transactions

For an in-depth integration, "Balances" can be synchronized.

This means that a summary of inventory and manufacturing transactions is posted to QuickBooks with a manual journal once per day.

Transactions corresponding to the following events are recorded:

1. Purchased goods are received to stock.
2. Materials are consumed in manufacturing.
3. Workers start and finish operations.
4. Manufacturing is finished, and products are put into stock.
5. Goods are shipped to customers.
6. Positive and negative manual inventory adjustments.
7. Fees are applied when goods are transported to another warehouse.
8. Parts are shipped to subcontractors.
9. Subcontractors perform operations with a product.

Detailed descriptions can be found in the section "Events and transactions".

Inventory tracking in MRPeasy

In MRPeasy, the principles of inventory tracking are the following:

1. MRPeasy uses stock lot tracking.
   • Each batch of physical items is accounted for separately.
   • All costs are based on specific stock lots.
   • Average costing is not used.
2. MRPeasy uses FIFO by default (or FEFO, when Expiry dates are used). 
   • It is also possible to manually manage inventory, e.g. for actual costing and/or for very detailed tracking and traceability.
   • Read about bookings and consumption of goods.
3. Financial transactions are automatically created when specific events happen with the inventory.
   • MRPeasy is a "Perpetual inventory system".
   • If you use the periodical method for inventory valuation (and Cost of Goods Sold calculation) (in QuickBooks Online), then synchronization of balances should be disabled.

Events and transactions

The following tables describe all events and transactions which are synchronized.

1. Events in direction MRPeasy -> QuickBooks.
2. Events in direction QuickBooks -> MRPeasy.

Events in MRPeasy and the resulting events in QuickBooks Online:

Events in QuickBooks Online and the resulting events in MRPeasy:

Synchronization schedule:

• *) New invoices and purchase orders are sent to QuickBooks once per 5 minutes. Alternatively, it is possible to send a particular document to QuickBooks immediately by clicking the button Add to QuickBooks on the document's details page.
• **) The synchronization of payments happens in the following cases:
  a. When a new invoice or a purchase order is sent to QuickBooks from MRPeasy*. 
  b. When an invoice or a purchase order is opened in MRPeasy and the button Update in QuickBooks is pressed.
  c. If payments are added to QuickBooks Online, they are synchronized to MRPeasy once per day in the evening.
• ***) Balances are synchronized once per day, during the evening (usually between 9 p.m. and 11 p.m.).
  This can be run manually by clicking the button Synchronize now at Settings -> System settings -> Integration -> QuickBooks. Manual synchronization can be performed once per 5 minutes.
  
  

Setup of the integration between MRPeasy and QuickBooks Online

Jump to:

1. Warning: disable inventory tracking in QuickBooks Online.
2. Connect MRPeasy and QuickBooks Online.
3. Select what to synchronize. 
   1. Considerations when syncing balances when the use of planned goods is allowed.
4. Choose how Purchase Orders / Purchase Invoices and Credit-invoices are synchronized.
5. Select accounts for the integration.
6. Custom accounts for products.
7. Check products' Expense and Income accounts in QuickBooks Online.
8. Get balances in MRPeasy and QuickBooks Online in sync.
9. Import customers, vendors, and items from QuickBooks Online.
10. Review, change or disconnect the integration.

Warning: disable inventory tracking in QuickBooks Online

Inventory (stock) tracking should not be used in QuickBooks Online for items that are managed in MRPeasy. QuickBooks makes some automatic inventory transactions for these items, e.g. when they are bought or sold, which MRPeasy does not control.

Step 0. Stop all activity

You should cease all activity in MRPeasy and QuickBooks Online while setting things up.

Step 1. Connect MRPeasy and QuickBooks Online

1. Log in to MRPeasy.
2. Navigate to Settings -> System settings -> Integrations.
3. Click on Connect to QuickBooks to connect MRPeasy and QuickBooks.

Step 2. Choose what to synchronize

It is possible to choose the synchronization of the following:

1. Sales 
   • Sales documents are sent to QuickBooks automatically.
   • If not selected, sales invoices can be sent manually.
2. Procurement 
   • Purchasing documents are sent to QuickBooks automatically.
   • If not selected, purchase orders or invoices can be sent manually.
3. Balances 
   • The inventory and manufacturing transactions that are recorded in MRPeasy are automatically posted to QuickBooks Online with manual journal entries.
   • Several additional accounts must be mapped.
   • These entries are shown in detail at MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks -> Synchronization logs.
   • The syncing of balances should be disabled:
     • If you use tracked inventory in QuickBooks.
     • If the periodic inventory system is used in your accounting (in QuickBooks Online). MRPeasy is a perpetual inventory system.
   • If not selected, the posting of balances with journals is completely disabled. Cannot be done manually.
   • See also considerations when syncing balances when the use of planned goods is allowed.

Considerations when syncing balances when the use of planned goods is allowed

By default, the software allows the use of stock items in status Planned or On hold, which can be changed with the settings Settings -> System Settings -> Software settings -> Use planned goods.

If this setting is enabled, the following should be considered:

• The cost of all planned goods used is considered to be 0 at the time when the goods are used.
• When goods are finally received (e.g., PO is received, MO is finished), financial transactions regarding the usage of goods are posted only retrospectively, with the value date of the next synchronization after the goods are received.
  • As MRPeasy does not post backdated journals, the transactions are posted as "adjustments to previous periods".
• The integration does not automatically synchronize transactions that are older than 3 months.
  • This means that if goods were used more than 3 months ago, the "adjustment for previous periods" will not be posted automatically.
  • It is possible to look up old transactions and synchronize them from here: https://app.mrpeasy.com/accounting/integrations/old-adjustments/quickbooks

Step 3. Choose how Purchase Orders and Credit invoices are sent to QuickBooks Online

Purchase Orders from MRPeasy can be posted as:

1. Purchase Orders in QuickBooks.
   •  If Several invoices per PO are enabled, then POs are not posted to QuickBooks. Purchase Invoices are posted as Bills.
2. Bills in QuickBooks.
   • Payments for bills are synchronized only if purchase orders are posted to QuickBooks Online as Bills.

Credit invoices from MRPeasy can be posted as:

1. Credit Notes in QuickBooks, or
2. Refund Receipts in QuickBooks.

Step 4. Select accounts for the integration with QuickBooks Online

1. A default Purchases (Current Asset) account.
   - This is the product's Expense account on the QuickBooks Online Bill.
   - MRPeasy uses this account when creating new items in QuickBooks Online.
   - If balances are synchronized, this account holds the billed value but has not received the goods. The PO receipt transaction (credit) is posted in a journal on this account. 
2. A Purchase credits (Current Asset) account.
   - This account is for items in the QuickBooks Online Vendor Credit document, which is created when a Vendor Credit Invoice from MRPeasy is posted to QuickBooks Online.
   - Credits received from vendors accumulate on this account.
3. A Bank (Current asset) account.
   - An account where payments are saved if entered in MRPeasy.
4. A Customer Prepayments (Current Liability) account.
   - It is used when a customer pays a prepayment invoice.
5. A default Sales (Revenue) account.
   - This is the Income account on the QuickBooks Online Invoice.
   - MRPeasy uses this account when creating new items in QuickBooks Online.

If balances are not synchronized, skip to selecting custom accounts for your products.

If synchronization of balances is enabled, additionally select:

6. Default Finished goods (Current asset) and Materials on hand (Current asset) inventory accounts.
   - By default, all items with a BOM are considered finished goods; items without a BOM are considered materials.
   - Inventory/Stock tracking must not be used for items in QuickBooks Online.
7. A Work in progress (Current asset) account.
   - An account for holding the value of currently unfinished goods and open manufacturing orders.
8. An Applied manufacturing overhead (Current liability) account.
   - An account for posting manufacturing overhead costs, which are applied to the product's cost (to work in progress).
   - If the allocation of manufacturing overhead is not desired, then workstations’ hourly rates and fixed and variable costs in routings must be defined as 0 in MRPeasy.
9. A Direct labor (Current liability) account.
   - An account for posting direct labor costs, which are applied to the product's cost (to work in progress) according to time worked on a job.
   - If the allocation of direct labor is not desired, then users’ hourly labor rates must be defined as 0 in MRPeasy.
10. A default Cost of goods sold (Expense) account.
11. Inventory Adjustments (Expense/Revenue) accounts.
12. A Transfer orders liability (Current liability) account.
    If you move items between several sites, transfer fees, which are applied to inventory, are posted on this account.

If balances are not synchronized, save the account mapping, and the integration is set up! Then, continue to sync MRPeasy and QuickBooks Online.

If balances are synchronized, continue to check your product's Expense accounts in QuickBooks Online.

Step 5. Select custom accounts for products

Optionally, in the "Custom accounts" section on the integration configuration page, you can define custom accounts per product group:

1. A Purchases (Current asset) account.
   - This is the product's Expense account on the QuickBooks Online Bill.
   - MRPeasy uses this account when creating new items in QuickBooks Online.
   - If balances are synchronized, this account holds the value of billed but not received goods. The PO receipt transaction's credit is posted in a journal on this account.
2. A Sales (Revenue) account.
   - This is the product's Income account on the QuickBooks Online Invoice.
   - MRPeasy uses this account when creating new items in QuickBooks Online. 
3. An Inventory (Current asset) account.
   - Inventory/Stock tracking must not be used for items in QuickBooks Online.
   - Used only if balances are synchronized.
4. A Cost of Goods Sold (Expense) account.
   - Used only if balances are synchronized.

If balances are not synchronized, save the account mapping, and the integration is set up! Then, continue to sync MRPeasy and QuickBooks Online.

If balances are synchronized, continue to the next step.

Step 6. Check products' Expense and Income accounts in QuickBooks Online

Important notes about the Purchases and Sales accounts:

1. The Purchases and Sales accounts from the integration configuration are used only in two cases:
   1. When creating new products in QuickBooks.
      • Purchases -> Expense account.
      • Sales -> Income account.
   2. When posting manual journals about inventory movements (if balances are synchronized).
2. QuickBooks chooses the accounts on purchase orders, bills, and invoices from the details of the product in QuickBooks.

If balances are not synchronized, the Expense account in the QuickBooks product does not need to match its integration configuration.

If balances are synchronized for all existing products in QuickBooks Online, you must verify that the Expense account matches the integration configuration.

1. Go to QuickBooks Online -> Sales -> Products and Services.
2. Open a product.
3. Check that the Expense account in QuickBooks product details matches the Purchases account defined in the integration configuration.
4. Repeat for all products.
5. Once done, save the integration configuration.

After the mapping of accounts is saved, the integration is set up! Continue to get MRPeasy and QuickBooks Online in sync.

Step 7. Get MRPeasy and QuickBooks Online in sync

When the integration is first established, it is important that data in both of the systems match.

First synchronization

The first time when the connection between MRPeasy and QuickBooks Online is established:

1. The earlier input POs and Invoices are posted only after you open and save them. If you do not make changes to old documents, they are not posted to QuickBooks Online.
   - If you already have some invoices, POs, or bills in QuickBooks Online, you should not send these from MRPeasy to QuickBooks Online again. You will risk having duplicates in QuickBooks Online.
2. The changes in account balances from that day are posted to QuickBooks Online during the next nightly synchronization.

Get starting account balances in sync

If you are synchronizing balances, you must ensure that the beginning balances in MRPeasy and QuickBooks Online match.

This is easiest if there are no in-progress Manufacturing Orders and no invoiced-and-not-received Purchase Orders in MRPeasy.

Generally, the following steps should be taken:

1. Establish the right balances for all of your accounts.
2. Make sure that the inventory counts and balances are correct in MRPeasy and that the balances match with QuickBooks Online.
3. Send data from MRPeasy to QuickBooks Online:
   - Post any balance changes during this day with a journal entry by clicking "Synchronize now" in Settings -> System settings -> Integrations -> QuickBooks Online. 
   - Optionally, sales invoices by opening them and sending them to QuickBooks Online.
   - Optionally, purchase invoices by opening them and sending them to QuickBooks Online.
4. Check if the balances match in MRPeasy and QuickBooks Online.
   - You may need to adjust the manual journal, which was just created.

If you have in-progress Manufacturing Orders in MRPeasy, consider the following:

• If MO was started:
  - Before the integration is initialized, its WIP account in QuickBooks Online should reflect the value of consumed materials from previous days.
  - On the day of initializing the integration, its transactions are posted with the first synchronization. No manual action is necessary.
• Alternatively:
  a) You may want to finish all in-progress Manufacturing Orders before initializing the integration. 
  b) If there is still in-progress manufacturing, you could also:
  - Manually create a stock lot for the finished goods in MRPeasy. Do not create a MO in MRPeasy.
  - Or, re-create the situation in MRPeasy and QuickBooks Online as if the manufacturing had not started. Start the MO only after step (5) above.

If there are invoiced and not received Purchase Orders in MRPeasy:

• The value of these POs should be reflected on the account in QuickBooks Online, which was configured as the Purchases account for the integration. I.e. these Bills should use that account.

Import stock items, customers, and vendors from QuickBooks Online

It is not mandatory to import items, customers, and vendors, as these will be created automatically in QuickBooks when documents are synchronized.

Optionally, you can import stock items, customers, and vendors from QuickBooks to MRPeasy by using the respective buttons at MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks.

This will import new objects only. If some objects were imported before, these will be skipped and not imported twice.

Update or disconnect the integration

If you wish to review the chosen integration settings or make any changes to the integration, you can do this at Settings -> System settings -> Integrations -> QuickBooks -> Change accounts.

Please note that when you change accounts, then the next transactions are posted to the new accounts. No changes are made to any historical data already posted to QuickBooks.

The integration can be disconnected at Settings -> System settings -> Integrations -> QuickBooks -> Disconnect.

Troubleshooting

Issues:

1. I don't understand why some manual journal entries have been posted to QuickBooks or how these are calculated.
   • To see detailed information about all manual journals that have been sent to QuickBooks, please go to Settings -> System settings -> Integrations -> QuickBooks -> Synchronization logs.
   • Please check the list of events and transactions to understand when certain transactions are recorded.
   • Note that MRPeasy posts journals always with the current date of the synchronization, which only happens after the action is actually performed in MRPeasy.
     • MRPeasy does not backdate any transactions in QuickBooks, but in MRPeasy, stock movements can be backdated or historical transactions changed in certain cases.
2. The invoice has not been posted to QuickBooks Online.
   • To quickly find the reason, please click the Add to QuickBooks button. You should then see a relevant error message.
   • There may be several reasons:
     • Invoices are posted once per 5 minutes. To synchronize immediately, click Add to QuickBooks on the Invoice details page.
     • MRPeasy only posts invoices in the statuses 'Unpaid,' 'Paid partially,' or 'Paid' and the types 'Invoice' or 'Credit invoice.' Invoices in other statuses or types are not posted. Please check the status and type of the invoice.
     • QuickBooks requires that all item names be unique. Please check that there are not several different items with the same name (item description).
     • The invoice was created before the integration was initialized. Please open and save it.
3. The purchase order has not been posted to QuickBooks Online.
   • To quickly find the reason, please click the Add to QuickBooks button. You should then see a relevant error message.
   • There may be several reasons:
     • a) Purchase Orders are posted once per 5 minutes. To synchronize immediately, click Add to QuickBooks on the Purchase Order details page.
     • Before the purchase order is posted, the "Invoice ID" must be saved in the Purchase Order details in MRPeasy. Please check that this is done and that the PO is saved.
     • In MRPeasy, you have enabled the software setting "Several invoices per PO = Yes", in which case POs are not sent to QuickBooks. Please open the PO and create an incoming invoice to send a bill to QuickBooks.
     • The PO was created before the integration was initialized. Please open and save it.
4. Error messages when sending an invoice to QuickBooks Online after applying a tax.
   • When posting invoices to QuickBooks Online, the applied tax rates must exist in QuickBooks Online beforehand.
   • Please pre-configure these tax rates in QuickBooks Online or update these invoices and then try to post them again.
5. Error message "Business Validation Error: You must select an account for this transaction." when trying to post an Invoice or PO to QuickBooks Online.
   • Please go to QuickBooks -> Products and check that every product in the document has both income and expense accounts set.
6. Error message "Invalid Reference Id: Accounts element id *** not found" when trying to synchronize balances.
   • Please go to MRPeasy -> Settings -> System settings -> Integrations -> QuickBooks -> Change accounts, and check that all accounts are selected.
7. Error message "Duplicate Document Number Error."
   • This means that there is already a document in QuickBooks Online with this number.
   • This may happen when you delete a document in MRPeasy; do not delete it in QuickBooks Online, and re-create the document in MRPeasy. MRPeasy does not automatically delete documents in QuickBooks Online. If a document has been posted to QuickBooks Online and it is needed to delete, please delete it manually in both systems. The software works like that to avoid a conflict when a document is posted to QuickBooks Online, and your accountant starts to process it, and at the same time, somebody deletes this document in MRPeasy.
8. When sending a document to QuickBooks Online, an error message appears: "[Item]: Parent Reference invalid: This selection can only be a Category."
   
   • To import an invoice with this item from MRPeasy to QuickBooks Online, you have to remove the colon from the Part description.
   • When an item is imported to QuickBooks, and it includes ":" (colon) in its Part description, then QuickBooks Online handles this item name as follows: 
     • Information before the colon (:) in the Part description is imported as a Product Category in QuickBooks Online.
     • Information after the colon (:) in Part description is imported as Product "Name" in QuickBooks Online.
9. When trying to send an invoice for a purchase order to QuickBooks Online, it returns an error message stating "Invalid reference ID"
   • Please check that your QuickBooks Online account has a tax rate configured like the one in the MRPeasy invoice. If not, please configure it and then try to post this incoming invoice to QuickBooks Online again.
10. When trying to send an update to QuickBooks Online for an invoice for a purchase order, it returns an error message stating "The purchase cannot be deleted as it would make the invoice, it is linked to, invalid."
    • The error occurs when you have an invoice linked to billable items on a bill in QuickBooks Online. QuickBooks Online does not let you update bills that have invoices linked to the items on the bill.
    • To fix this, you have to either:
      • update the bill and the connected invoice in QuickBooks Online manually,
      • or delete the connected invoice in QuickBooks Online, update the bill by pressing the "Update in QuickBooks" button in MRPeasy, and then recreate the invoice for the billable line item.
11. When trying to send an invoice to QuickBooks Online it returns an error message stating "Invalid bundle id ... passed to SalesItemLineDetail.ItemRef. Please use GroupLineDetail with bundles."
    • This error occurs when some item type on the invoice is set to Bundle in QuickBooks Online. The item reference cannot be for a bundle or group.
    • To fix this, locate the item in QuickBooks Online -> Products and services and change the type to "Product" or "Service".
12. When trying to send an invoice/PO/bill to QuickBooks Online it returns an error message stating "The name supplied already exists: Another product or service is already using this name. Please use a different name." 
    • This error occurs if the document you are trying to post has several different products with the same part description.
    • The reason is that QuickBooks does not allow different products to have the same part description, even if part numbers (SKU) are different.
    • Please change the description of these products so that they all appear differently when this document is posted to QuickBooks Online.

Old version

Above mentioned functionality is available in the new version of the integration, from October 2-nd, 2017. If you have used the integration before that day, this functionality is not available. To enable it, go to MRPeasy -> Settings -> System settings -> Integration -> QuickBooks, disconnect from QuickBooks, and connect again.

Support

MRPeasy maintains the integration between QuickBooks Online and MRPeasy. If you have technical questions about the integration, please turn to MRPeasy support. However, our Support team cannot consult you regarding setting up your accounting in QuickBooks Online.