Transactions are synced to QuickBooks Online based on the QuickBooks configuration in your Bloomerang database. This article provides steps for troubleshooting transactions in Bloomerang if the QuickBooks Status is not what you expect, as well as additional information about why a certain QuickBooks Status may be applied to a transaction.

  1. General Troubleshooting Steps
  2. Why Does My Transaction Have This QuickBooks Status?

General Troubleshooting Steps

Note: New transactions in Bloomerang will only sync to QuickBooks after they have been in Bloomerang for 24 hours. This allows for any changes or corrections to be made before the transaction is synced in QuickBooks Online.

If the QuickBooks Status on a transaction is not what you expect, try these troubleshooting steps to determine the cause:

  1. Check these transaction details in Bloomerang:
    • Date
    • Created Date
    • Fund
    • Campaign
    • Appeal
    • Type
    • Method
  2. 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?

Unsynced Status

The Unsynced status may correctly display on a transaction for the following reasons:

  1. A sync event has not yet occurred on the transaction.
  2. The transaction was created in the database less than 24 hours ago, so it cannot sync yet.
  3. The Date of the transaction is before the Sync Start Date for QuickBooks.
  4. The transaction may have had a different status previously and then it was unlocked and set to Unsynced.
  5. The transaction may have been rejected in QuickBooks because it shares a Bloomerang Transaction Number with an existing QuickBooks Document Number, and both transactions are of the same type (i.e., they are both Sales Receipts). Update the existing QuickBooks transaction's Document Number to allow the new transaction to sync. 
  6. The transaction was deleted in QuickBooks, and then a sync attempt occurred again with a Bloomerang 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:

  1. 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.

  2. Note that if you sync Refunds and Write-Offs to QuickBooks, they will sync immediately.
  3. Was the transaction deleted in QuickBooks? If you need to edit, refund, or delete a transaction, it is recommend to do so in Bloomerang first and then sync the change with QuickBooks. 
  4. 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.

  1. Does a Custom Mapping Rule or Default Mapping Rule set to Do Not Sync apply to the transaction?
  2. $0 transactions will be set to Do Not Sync, since it is not possible to sync $0 transactions with QuickBooks.
  3. 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.
  4. 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.

Related