Troubleshoot Financial Exchange

Exchange Overview | Reports | Customize Exchanges

The following lists include frequently asked questions and solutions to Financial Exchange issues. Click on a question to view the answer.

Configuring for QuickBooks Desktop Integration

What versions of QuickBooks Desktop financial software can I use with Point of Sale?

Why must a company file be set up in QuickBooks Desktop financial software before data can be shared with Point of Sale?

I cannot find my QuickBooks Desktop financial software company file. Where is it?

I cannot get the two programs to communicate across my network and am not able to share data. What could be wrong?

Do I have to import QuickBooks Desktop items when prompted to do so?

Why can't I see my item quantities in QuickBooks Desktop after integrating the two programs?

Can Point of Sale exchange data with QuickBooks Online Edition?

Running Routine Financial Exchanges

Why are there fewer receipts in QuickBooks Desktop financial software than in Point of Sale?

Does QuickBooks Desktop financial software have to be running to exchange data?

I made a receiving voucher in Point of Sale and ran a Financial Exchange, but there was no matching bill created in QuickBooks Desktop. Why?

How do I make a bank deposit in QuickBooks Desktop after doing my End of Day Financial Exchange?

Why do some of my customers' names look different after importing into Point of Sale?

Why does an item named "POS Tax Sales" appear on my receipts sent to QuickBooks Desktop financial software?

Point of Sale says my document was sent to QuickBooks Desktop, but I can't find it in my financial software. Where did it go?

What can I do if one of my associates incorrectly entered a receipt payment?

Can I change the accounts and payment types used by Point of Sale to transfer my routine point-of-sale data to QuickBooks Desktop financial software?

Errors During Financial Exchange

When I try to conduct a Financial Exchange, why do I get an error message about my QuickBooks Desktop financial software company file?

Why do I get an error about insufficient rights?

I receive an error about a customer's credit limit being exceeded. How do I fix this?

Why do I receive an error message that Point of Sale does not have permission to access my financial software company file?

The Activity Log says, "Error occurred while sending receipts. POS STX tax item must be 0%." How do I resolve this error?

What versions of QuickBooks Desktop financial software can I use with Point of Sale?

This version of Point of Sale can be integrated with QuickBooks Desktop Pro, Premier, or Enterprise Solutions.

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Why must a company file be set up in QuickBooks Desktop financial software before data can be shared with Point of Sale?

Point of Sale must know the name and location of the company file you use in QuickBooks Desktop financial software, in order to send your sales data to the correct accounts, report sales tax properly, and handle other aspects of integration.

Your company file must be set up in QuickBooks Desktop financial software before the two programs can be connected. Refer here, and to the documentation provided with your QuickBooks Desktop financial software, for more information about setting up a financial company file.

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I cannot find my QuickBooks Desktop financial software company file. Where is it?

If you have QuickBooks Desktop running and The QuickBooks Desktop Connection Wizard in Point of Sale can help you locate your QuickBooks Desktop company file. The Wizard will display the company files it finds in your QuickBooks Desktop financial software folder. If the wizard is unable to locate your file, it could be because:

- QuickBooks Desktop isnt running and/or your company file isnt open.

- You dont have a supported version of QuickBooks

- Your company file has been moved or renamed. Start QuickBooks Desktop and open the company file then try connecting again.

- Your network connections have been interrupted. Network troubleshooting.

- Your QuickBooks Desktop Integrated Applications preferences are configured to not allow access.

Note: To verify the location of your company file, switch to QuickBooks Desktop financial software and select Backup from the file menu. Your company file and location are displayed in the Current Company section. Cancel the backup operation.

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I cannot get the two programs to communicate across my network and am not able to exchange data. What could be wrong?

In order to exchange data between Point of Sale and QuickBooks Desktop, several conditions must be met. Check your network configuration, program installation, and preferences to be sure all of the following are true:

- You are on a XP/Vista peer-to-peer network, or Windows 2003/2008 Server or Novell Netware Network.

- You have set your QuickBooks Desktop integrated applications preferences to allow access to Point of Sale. How do I?

- QuickBooks Desktop is running and your financial company file is open OR you have set your QuickBooks Desktop Integrated Applications preferences to allow automatic login even when QuickBooks Desktop is not running. How do I?

- If QuickBooks Desktop and your company file is open, the Preferences window is closed.

- You have followed the installation instructions in the User Guide to install and configure QuickBooks Desktop

- If you use Remote Data Sharing, QuickBooks Desktop financial software is running, your company file is open and the RDS server application is running on the computer with QuickBooks Desktop

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Do I have to import QuickBooks Desktop items when prompted to do so?

No, and you do not ever have to import them if you wish not to. If you elect not to import your QuickBooks Desktop items when prompted, but want to later, you can do so by selecting I mport QuickBooks Items from the Financial menu or from the Financial Center in Point of Sale.

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Why cant I see my item quantities in QuickBooks Desktop after integrating the two programs?

Individual item information (quantities, prices, etc.) is not shared between the two programs. If you purchase, receive and sell an item in Point of Sale, you can view information about the item in the Point of Sale inventory screen and on Point of Sale reports.

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Can Point of Sale exchange data with QuickBooks Online Edition?

No, the online edition of QuickBooks is not supported at this time.

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Why are there fewer receipts in QuickBooks Desktop financial software than in Point of Sale?

By default, information is sent to QuickBooks Desktop in summarized format, meaning that many documents are consolidated. For example, the total amount for all receipts paid by cash in Point of Sale on a given day is reflected on a single receipt and a single general journal transaction in QuickBooks Desktop financial software.

If you would like each individual receipt in Point of Sale to be sent to your financial software as an individual document, select the D etailed Item Descriptions option in company preferences. (See the Summarized vs. Detailed Item Information topic for further information.) Note that even with this option there is not one document created in QuickBooks Desktop for every document created in Point of Sale (Other than receipts and vouchers).

You can always view the documents or records created in QuickBooks Desktop for a Point of Sale transaction by selecting the F inancial button in the corresponding Point of Sale list. Learn more.

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Does QuickBooks Desktop financial software have to be running to exchange data?

Not if you have set your QuickBooks Desktop Integrated Application preferences to allow Point of Sale to login automatically. How do I?

Exception: If you are using the Remote Data Sharing (RDS) option, QuickBooks Desktop must be running with your company file open to exchange data.

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I made a receiving voucher in Point of Sale and ran a Financial Exchange, but there was no matching bill created in QuickBooks Desktop. Why?

Receiving vouchers may be sent to QuickBooks Desktop in different ways, depending on where you have selected to enter vendor billing information and, if entering billing information in Point of Sale, whether an invoice number has been entered. Learn more.

To view the corresponding document(s) and/or transactions created in QuickBooks Desktop for a Point of Sale voucher, first locate and select the voucher in your Point of Sale receiving history, then select View F inancial History from the I Want To menu. The dialog displayed lists the document(s) or transactions created in QuickBooks Desktop. To view the QuickBooks Desktop document, select O pen in QuickBooks next to a listed document.

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How do I make a bank deposit in QuickBooks Desktop after doing my End of Day Financial Exchange?

By default, cash from Point of Sale is placed in the QuickBooks Desktop Cash In Drawer account, while checks and credit/debit transaction are placed in the Undeposited Funds account.

Learn more about using the default or custom account mappings

To perform a deposit once you have completed the Financial Exchange process with QuickBooks Desktop financial software, you will need to first transfer the funds you wish to deposit from the Cash in Drawer account in QuickBooks Desktop to the Undeposited Funds account. How do I?

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Why do some of my customers names look different after importing into Point of Sale?

Names in the First Name and M.I. fields from QuickBooks financial software are combined in Point of Sale. Also, if a name in your financial software is a duplicate of a customer that already exists in Point of Sale, a number will be appended to the end of the name upon import to ensure that it is unique.

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Why does an item named "POS Tax Sales" appear on my receipts sent to QuickBooks Desktop financial software?

If you send data to QuickBooks Desktop financial software in summarized format, individual items are not listed on receipts. Instead, items are consolidated by tax code. For example, if you sell $250 worth of items belonging to the "Tax" code, a $250 item called POS Tax Sales appears on the receipt in your financial software.

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I cant find the document(s) created in QuickBooks Desktop for a document made in Point of Sale even after successfully running Financial Exchange. Where did it go?

To view the corresponding document(s) created in QuickBooks Desktop for a Point of Sale document, first locate and select the document in your Point of Sale history list, then select View F inancial History from the I Want To menu. The dialog displayed lists the document(s) or journal entries, as applicable, created in QuickBooks Desktop. To view the QuickBooks Desktop document, select O pen in QuickBooks next to an entry.

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What can I do if one of my associates incorrectly entered a payment?

Reverse the receipt in Point of Sale and create a new, corrected one. Reversing the receipt does the following: 1) creates a new reversing receipt with the opposite effect of the original to "cancel" it out (it does not change the original), and 2) the new, corrected receipt posts the correct payment information to QuickBooks Desktop. For example, if the original was a sales receipt, selecting reverse creates a return receipt with the same items and prices, adding the quantity back to inventory. Once transferred, the new corrected receipt will correct your records in QuickBooks Desktop.

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Can I change the account s and payment types used by Point of Sale to transfer my point-of-sale data to QuickBooks Desktop?

Yes, you can change the account mappings on the Financial Accounts page of Point of Sale company preferences. Payment type mappings can only be changed by editing your payment methods or types in your QuickBooks Desktop software. Note: If you use the QuickBooks Desktop POS Merchant Service reconciliation feature, some of the default mappings are required.

You can also change income, COGs, and inventory asset item account mappings on an individual item basis. Your changes will take effect on the next Financial Exchange.

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When I try to conduct a Financial Exchange, why do I get an error message about my QuickBooks Desktop financial software company file?

QuickBooks Desktop and your QuickBooks Desktop company file must currently be open. If no company file is open, or if a different company file is open, or if a dialog in QuickBooks Desktop is open, you will receive an error message.

Optional: You can set your Integrated Applications preferences in QuickBooks Desktop financial software to allow access even if the program is not running. How do I?

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Why do I get an error about insufficient rights?

The user currently logged into QuickBooks Desktop does not have the rights to perform the actions needed to share data. Login as a user with sufficient rights to create items and transactions. It is recommended you login as the Admin user. If you have set your Integrated Applications data in QuickBooks Desktop financial software for automatic login, make sure the user specified there has sufficient rights to perform the actions necessary to share data. Again, it is recommended that this user be the Admin user.

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I receive an error about a customers credit limit being exceeded. How do I fix this?

If multiple charges to account are made at different stores between Store and Financial Exchanges or the customer's credit limit is overridden at the time of sale to allow a charge exceeding the credit limit, you may get an error during Financial Exchange. Some versions of QuickBooks Desktop financial software will not accept a charge receipt if the limit would be exceeded. To resolve this issue, temporarily (or permanently) increase the customer's credit limit so and run Financial Exchange to get the receipt posted. Then change the credit limit back. No additional charges will be allowed in Point of Sale until a payment reduces the balance below the limit.

A second possible cause of this error is that previous customer payments/credits have not been applied to the customers open invoices in your QuickBooks Desktop financial software, thus the account balance has not yet been reduced by these amounts. Applying the payments to invoices in QuickBooks Desktop and then exchanging data again should resolve this issue. Learn more.

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Why do I receive an error message that Point of Sale does not have permission to access my financial software company file?

QuickBooks financial software is not running or Point of Sale does not have permission to access it automatically. Make sure your financial software is running before trying to run Financial Exchange again. (You can set your financial software preferences so that Point of Sale can access the program even if it is not currently running. How do I? )

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The Activity Log says, "Error occurred while sending receipts. POS STX tax item must be 0%." How do I resolve this error?

POS STX is the inactive tax item created in QuickBooks Desktop financial software and used in the Tax field on documents created in your financial software. The tax rate of this item is 0.0%. (The actual tax charged on receipts sent to your financial software appears as line items.) If you edit the POS STX item in QuickBooks Desktop financial software so that the rate is other than 0%, you will receive this error. Make sure the POS STX item has a tax rate of 0%, then send data to QuickBooks Desktop financial software again.

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