Resolving Invoice Synchronization Errors Between Dynamics 365 and QuickBooks Online (QBO) Using Work 365

Applies to: Work 365, Dynamics 365, QuickBooks Online (QBO)
Audience: Finance Teams, Administrators

Overview

When synchronizing invoices from Dynamics 365 to QuickBooks Online (QBO) using Work 365, you may encounter errors that hinder the process. This guide outlines common issues and their resolutions to ensure smooth invoice synchronization.

Common Issues and Resolutions

1. Product ID and SKU Mismatch

❌ Issue: Errors occur when the Product ID in Dynamics 365 does not match the Product SKU in QBO.

✅ Resolution:
✔ Ensure that each Product ID in the Dynamics 365 catalog corresponds exactly to the Product SKU in the QBO catalog.
✔ Review the invoice line items to confirm this alignment.

2. Account Not Provisioned in QBO

❌ Issue: The customer account is not set up or properly configured in QBO.

✅ Resolution:
✔ Verify that the customer account exists and is active in QBO.
✔ If the account is missing or inactive, create or update it accordingly.

3. Duplicate Document Number Error

❌ Issue: An error indicating that the document number already exists in QBO.

✅ Resolution:

✔ Option 1: Change the most recent journal entry reference number in QBO to a unique number to ensure that the next sequential number is unique.

✔ Option 2: Modify your QBO settings to allow duplicate journal entry reference numbers:

1️⃣ In QBO, select +New in the upper left.
2️⃣ Select Journal Entries.
3️⃣ Click the Gear Icon in the upper right.
4️⃣ Uncheck the box next to Warn if duplicate journal number.
5️⃣ Save the changes.

For detailed guidance, refer to the article on Resolving Duplicate Document Number Errors.

Additional Recommendations

Regular Catalog Maintenance: Periodically review and update both Dynamics 365 and QBO product catalogs to ensure consistency.

Consult QBO Support: If errors persist after these troubleshooting steps, contact QuickBooks Online support for further assistance.

Conclusion

By following these steps, you can effectively address common synchronization errors between Dynamics 365 and QuickBooks Online using Work 365, ensuring seamless invoice processing and accuracy.