Transactions sync to QuickBooks Online based on the QuickBooks configuration in Bloomerang CRM. This article helps you understand and troubleshoot why a transaction might have an unexpected QuickBooks status.
In this article:
General Troubleshooting
By default, new transactions in Bloomerang CRM sync to QuickBooks Online after they have been in Bloomerang CRM for 24 hours. This allows for any changes or corrections to be made before the transaction is synced in QuickBooks Online. You can remove this 24-hour hold in your QuickBooks settings by changing the New Transaction Sync Hold setting to Allow Immediate Syncing.
If the QuickBooks Status on a transaction is not what you expect, try these troubleshooting steps to determine the cause:
Check these transaction details in Bloomerang CRM:
Date
Created Date
Fund
Campaign
Appeal
Type
Method
Compare your transaction details with your QuickBooks configuration:
Under Mapping
Is there a rule that applies to this transaction that will prevent it from syncing, or cause it to sync differently than expected?
Is there a rule that applies to the transaction before the rule you expected to apply to it? Custom Mapping Rules are applied in the order they are arranged, and a transaction will be synced using the first rule that it matches.
Under Settings
Are you connected to QuickBooks Online?
Is the Sync Start Date after your transaction Date?
Are you using Automatic Sync and the transaction has been updated since last sync?
According to the settings, how should the transaction sync?
Why Does My Transaction Have This QuickBooks Status?
To Be Synced Status
The To Be Synced status might correctly display on a transaction for the following reasons:
A sync event has not yet occurred on the transaction.
The transaction was created less than 24 hours ago, and New Transaction Sync Hold in your QuickBooks settings is currently is set to hold transactions for 24 hours.
The Date of the transaction is before the Sync Start Date for QuickBooks.
The transaction may have had a different status previously and then it was unlocked and set to To Be Synced.
The transaction may have been rejected in QuickBooks because it shares a Bloomerang CRM Transaction Number with an existing QuickBooks Document Number, and both transactions are of the same type (i.e., they are both Sales Receipts). This can occur when transactions have been manually added in QuickBooks between syncs.
Note: It is possible to update existing QuickBooks Document Numbers, but we recommend consulting with your accountant before changing any financial records.
The transaction was deleted in QuickBooks, and then a sync attempt occurred again with a Bloomerang CRM transaction that was previously synced with the deleted QuickBooks transaction. The Document Number may persist in QuickBooks even after a transaction is deleted, causing an issue similar to #5 above.
Synced Status
If a QuickBooks Status is Synced, but the transaction synced in a way that you did not expect, try the following troubleshooting steps:
Check your Custom Mapping Rules and the Default Mapping Rule and compare them with your transaction. Is there a rule that applies to your transaction that affects how it is synced with QuickBooks? Is it the rule you expect to be applied to this transaction?
Note: A transaction needs to meet all of the criteria of a rule to be applied.
Note that if you sync Refunds and Write-Offs to QuickBooks, they will sync immediately.
Was the transaction deleted in QuickBooks? If you need to edit, refund, or delete a transaction, it is recommend to do so in Bloomerang CRM first and then sync the change with QuickBooks.
Was there a rule change for how the transaction type should sync? For example, a pledge can only be synced using Invoices and Payments. If it was previously synced as an invoice in QuickBooks, but a change was made to sync all transactions as Sales Receipts, the pledge will remain synced to its invoice so that it remains consistent with QuickBooks. A new pledge will be set to Do Not Sync since it cannot sync as a Sales Receipt.
Do Not Sync Status
The Do Not Sync status is almost always applied to transactions by a Custom Mapping Rule or the Default Mapping Rule. However, certain conditions do apply the status automatically without a rule.
Does a Custom Mapping Rule or Default Mapping Rule set to Do Not Sync apply to the transaction?
$0 transactions will be set to Do Not Sync, since it is not possible to sync $0 transactions with QuickBooks.
A pledge with a date before the Sync Start Date will receive a Do Not Sync status regardless of any rule, because it cannot be synced to QuickBooks.
If you change how transactions are mapped overall, from Invoices and Payments to Sales Receipts, new pledges will receive a status of Do Not Sync since they cannot be synced as a Sales Receipt.