By design, both QuickBooks Online and Corpay One deal with your company's data in customizable ways to meet your unique needs. As a result, you might occasionally come across a data mismatch that results in an integration error message. In this article, we'll provide explanations of some issues you might encounter, as well as steps for resolving, so you can get your data syncing smoothly again in no time. We'll break the issues into two categories:
Syncing Errors
Other Integration Issues
Experiencing an issue you don't see here? Reach out to let us know, and we'll add it to the list!
Syncing Errors
The following are examples of errors that would appear under the Integrations tab in an individual bill if it's experienced an error.
Account Period Closed Error: "The account period has closed and the account books cannot be updated through the QuickBooks Services API."
What's going on: The invoice or payment could not sync/post to QuickBooks because the date of the invoice lands in an accounting period that is closed in QuickBooks Online. This can happen when you receive an invoice late, after having closed the accounting period.
How to fix: There are two ways you can fix this:
Open the relevant accounting period in QuickBooks Online and then manually re-sync the expense (under the Integration tab on the individual bill card).
Update the issue date of the bill in Corpay One to a period that's open in QuickBooks Online (using the pencil icon next to the issue date). Then manually re-sync it.
Duplicate Name Exists Error: "The name supplied already exists: Another client, vendor or employee is already using this name. Please use a different name."
What's going on: QuickBooks Online only allows each of your partners to have unique names (across vendors, customers and employees). The bill in question appears to have the name of an existing customer or employee in your QuickBooks Online account, causing the error.
How to fix: Change the entity's name in QuickBooks Online and re-sync the bill in Corpay One OR change the vendor name in Corpay One and re-sync.
Object Not Found Error: "Something you're trying to use has been made inactive. Check the fields with accounts, customers, items, vendors or employees."
What's going on: The expense or one of it's associated values (category, payment account) is modified from QuickBooks Online' UI
How to fix: Make sure all your updates are done through Corpay One to avoid such scenarios
Feature Not Supported Error: "We're sorry. This feature is not included in your QuickBooks Online Simple Start subscription."
What's going on: Feature is missing in the Corpay One user's QuickBooks Online account.
How to fix: Contact QuickBooks Online support to enable this feature, which typically requires upgrading your QuickBooks Online plan.
Other Integration Issues
Issue: Duplicate payment transactions are appearing in QuickBooks Online
What's going on: You may notice a duplicate record of a payment transaction in QuickBooks Online. This is related to a "bank feed sync" setting that is enabled in your QuickBooks Online account. Corpay One will only record and sync one payment, but with that feature enabled, the bank feed sync will trigger another entry for the same transaction.
How to fix it: You can fix this in one of two ways:
Disable the bank feed sync in your QuickBooks Online account.
Create a workflow in Corpay One with the action "Disable synchronization of payment" for certain (or all) of your bills in Corpay One.
Issue: Duplicate categories in Corpay One after re-running my integration
What's going on: You may notice that after editing any categories/expense accounts or imported lists in QuickBooks Online, they will appears duplicates in Corpay One after re-integrating.
How to fix it: Manually delete the duplicate categories in Corpay One. You can do this one by one, or in bulk by clicking the check-boxes to the left of the list items, and then selecting Delete Selected.
Issue: Missing categories in Corpay One after re-running my integration
What's going on: There is an option when re-integrating to overwrite your existing categories. If you've selected this, for any categories that have been updated in QuickBooks Online, it may cause some of your bills in Corpay One to appear to have no categories. Don't be alarmed - this will not affect any categorization within QuickBooks Online, they will only appear empty in Corpay One.
How to fix it: For unpaid rules that have had their category removed after re-integrating, you can manually add the correct category. Alternatively, if you have workflow rules set up to categorize your expenses, you'll want to make sure to enable Live Rules (Advanced Settings > Workflows) and the workflows will automatically recategorize them.
Issue: The categories / payment accounts I've imported to Corpay One are not reflecting correctly on my bills in Corpay One (or in QuickBooks Online).
What's going on: You've imported some kind of categorization list from QuickBooks Online into your Corpay One account (i.e. payment accounts, departments) but your bills are not accurately reflecting that category. The issue originates in your List settings, and can easily be fixed.
How to fix it: Go to Lists on the left-hand menu, and for the list in question (that you imported from QuickBooks Online), go to the Visibility tab. Then make sure to enable visibility for both bills and receipts using the toggles. Now you'll notice the categories / accounts appear on your bills as a drop-down menu. You can either manually select the category on each bill, or set up a workflow rule to automatically categorize bills that match certain criteria.