Troubleshooting Supplier Sync Errors Between ProcurementExpress.com and QuickBooks When integrating ProcurementExpress.com (Pex) with QuickBooks, you might encounter errors that prevent purchase orders (POs) from syncing correctly. These errors often
Understanding the Errors
The error messages related to supplier issues may appear misleading in the integration logs1. Here are a few common messages and what they indicate:
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"Invalid reference ID name ID gives you the name ID not found." This suggests a problem with the supplier. It could be that the supplier doesn't exist in QuickBooks, there's a duplication, or a similar supplier exists that's preventing a new one from being created1.
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"Required parameter vendor reference is missing in that request." This also indicates a problem with the supplier information, even though the message doesn't directly state it1.
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"Duplication of the name. So the supplier already exists." This means that the supplier already exists and the system is struggling to link it1. These errors typically arise when a supplier is created in Pex but either doesn't exist in QuickBooks, or vice-versa or when a supplier exists in both systems but the link between them is broken1.
Initial Troubleshooting Steps
1.
Import QuickBooks Data: The first step is to try to sync the supplier information. Go to the integration logs in Pex and click on "Import QB data". This action attempts to link existing suppliers between QuickBooks and Pex and will create the supplier in QuickBooks if it does not already exist1.
2.
Test the Supplier: To check if the import was successful, open the supplier in Pex, click "edit" and then "save". This will trigger a sync back to QuickBooks. If you receive a success message followed by an error message in the logs, it indicates that there is still an issue that needs to be addressed1.
Advanced Troubleshooting: Archiving and Re-importing Suppliers
If the initial steps fail, you may need to archive problematic suppliers and re-import them. Note: You cannot archive suppliers in a QuickBooks linked company directly within the company. You will need to utilize a special tool provided to support1.
1.
Gather Information:
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Obtain the supplier ID(s) that are causing issues.
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Obtain the company ID. 2. Archive Suppliers (Support Intervention Required):
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Log out of the company in Pex.
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Go to "Tools" and select "support bulk archive".
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Enter the company ID and the supplier ID(s). If there are multiple supplier IDs, separate them with a comma, with no spaces or special characters.
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Select "supplier", then "archive" and click "submit". This will archive the suppliers in Pex without triggering any callbacks to QuickBooks1. 3. Re-import QuickBooks Data:
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Log back into the company in Pex.
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Go to "integrations" and then "settings" and import QuickBooks data again1. 4. Test the Supplier Again:
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Go to the supplier in Pex.
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Click "edit" and then "save". If there are no error messages after the success message, the issue is resolved.
Resolving Purchase Order Sync Errors
Once the supplier issues are resolved, you may need to re-sync the affected purchase orders (POs).
1.
Filter POS: It is recommended to filter your purchase orders by those that are "not synced" to easily identify the ones that require attention1.
2.
Edit and Update POs:
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Click on the purchase order, and then "actions", then "edit" and "ok".
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Click "update" to force the purchase order to sync to QuickBooks1.
3. Company Settings: It's a good idea to check the company settings regarding purchase orders before editing to understand if you need to turn off settings to re-sync the POS1.
Important Considerations
● The error messages related to suppliers may be misleading.
● Archiving suppliers requires a special support tool.
● If "require approval of the PO edit" is active in company settings, turn that setting off before editing the PO to avoid any issues. You can turn the setting back on once the PO has been synced1.
● As an alternative to archiving suppliers using the special tool, you could try archiving the duplicate suppliers directly in Quickbooks, and then try importing the data again1.
Note: While some of these steps can be performed by the customer, support intervention may be necessary for archiving suppliers using the support tool.