Quickbooks Help Documentation

Problem: The name of the list element cannot be blank.
 Explanation: A required field is blank. A mandatory field has been left blank. For example, in the Customers & Jobs list, the Customer or Job name is blank. QuickBooks cannot create this
 customer in the list without a name as it is a required field.
 Solution: For each list, there are a few required fields. “Name” is required for all lists. “Accounts” also require Account Types. Items also require Item Type and Income Account. Stock Accounts also require Item Type, Income account, Expense/COGS account, and Asset account. “Pass-through” items also require Item Type, Income account, and Expense account.

Problem: Invalid Data Format
 Explanation: In the “checkbox” fields, this message means that the format entered is not recognised as a valid format. For example, for the checkbox fields, QuickBooks accepts “yes,” “no,” “y,” “n,” “active,” and “not-active.” If you enter “Not Active,” this error message will be displayed because the hyphen is missing.
 Solution: Enter one of these options, in exactly this format: yes, no, y, n, active, or not-active.

Problem: This field contains more text than is allowed.
 Explanation: Many fields have a character limit. If the data in the .xls or CSV field is greater than the character limit allowed in the QuickBooks field, this error will appear.
 Solution: Refer to Help topics about preparing your data for import.

Problem: Invalid Amount Format
 Explanation: The amount entered into the field is not in the format required for that field. For example, if it is a date field, the format has to be in a date format so ABCD is incorrect. If it is a price or rate or amount field, it has to be a numeric value, so ABCD is incorrect again.
 Solution: Enter the amount in the form of “0.00″

Problem: Job or Customer Name: The specified parent does not exist.
 Explanation: The parent (or Customer) has to exist on the list in order to create a job or a sub-level. If QuickBooks cannot find the parent for the job or sub-level, the job or sub-item or sub-account cannot be created.
 Solution: Create a Customer (parent) account before importing a job or sub-account for that customer. Example: Customer one, Customer one:job 1.

Problem: Income Account: The specified Account does not exist in the list.
 Explanation:
The income account you selected on an item you are importing has not been created in QuickBooks yet. For example, the current chart of accounts in QuickBooks does not have “Income” as an account. You try to import an item that uses “Income” as its income account. This error will appear because “Income” has not been created in the chart of accounts.
 Solution: Add the specified account to your chart of accounts.

Problem: One or more fields in this record were not applicable to this type of Item and could not be imported.
 Explanation: This message is displayed when one or more fields were set up for an Item type and the Item type does not support that field.
 Solution: Delete the data from the import file.

Problem: One or more fields in this record were not applicable to this type of Account and could not be imported.
 Explanation: This message is displayed when one or more fields were set up for an Account type and the account type does not support that field.
 Solution: Delete the data from the import file.

Problem: Type: Invalid Account Type What’s Wrong?
 Explanation:
The account type in the excel or CSV file is not in a format recognised by QuickBooks. In order to import this record, the account types in the import file must appear exactly as they do in the account list in QuickBooks. For example, “Bank” is a valid account type but “Bank Account” is not since QuickBooks does not have “account” after the type name. This also pertains to Item Types.
 Solution: Change the data in the import file to match the Account name exactly as it appears in QuickBooks.

Problem: Income Account: The specified Account does not exist in the list. Warning: This element was not made active because its parent is marked as inactive.
 Explanation: This is actually two error messages. The first one means the account does not already exist in QuickBooks. If you are trying to associate two accounts but the one or the other account is not created already, this error message appears.
 The second warning appears when you are trying to mark a sub-account active when its parent is inactive. The sub-account, sub-item, or Jobs cannot be made active when the parent is inactive. Once you make a parent inactive, all the subs become inactive too.
 Solution: In order to make the sub-accounts active again, the parent has to be made active first.

Problem: Income Account: The specified Account does not exist in the list. | No more sublevels are allowed for this element.
 Explanation: This is actually two error messages. The first one means the account does not already exist in QuickBooks. If you are trying to associate two accounts but the one or the other account is not created already, this error message appears.
 The second message means the user is trying to create more than five sublevels. QuickBooks can only create up to five sublevels of items, accounts, and Customer:Jobs.
 Solution: Limit the sublevels for items, accounts, and customers to five.

Problem: Error 3140 – There is an invalid reference to QuickBooks Item “Concepts” in the Invoice line. QuickBooks error message: Invalid argument. The specified record does not exist in the list.
 Explanation: This error is commonly caused when ‘groups’ and ‘sub-categories’ are used in the Quickbooks Item List. Using sub-categories breaks the integration between the Streamtime cost matrix item and the Quickbooks item list.
 Solution: Setting up items in the Quickbooks Item list as primary items – not sub-categories within groups will allow for the integration to work correctly.

Problem: Connection to Quickbooks file is no longer working.
 Explanation:
If multiple connections are attempted, the Quickbooks tool may sometimes lock.
 Solution: Ensure that in the Streamtime > Setup > Invoicing tab, the Quickbooks file path is blank. Then close both FileMaker and Quickbooks. Opening your Quickbooks file first, then attempting an export should resolve the issue.

Note: This is not an exhaustive list and contains just the most common errors and warnings. For a more comprehensive list you will need to check your Quickbooks help file.

Taken from the 2008/09 Quickbooks help file.

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