Why is my transaction not posting to my accounting software?

Why is my transaction not posting to my accounting software?

Are you finding that a transaction or two are not posting over to Xero/QuickBooks Online?  This would be due to batching errors.

In this article we outline the following:

ACTIVITY PAGE DASHBOARD

Here's an overview of your Activity Page 

BREAKDOWN OF ACTIVITY PAGE

STATUS & INFORMATION SECTION

STATUS BAR 
The following is present in this bar:
  1. Integration Status
  2. SYNC Button (2 Way Sync) 
  3. DISCONNECT/CONNECT Button
Learn more about Sync & Connect functionality
Xero Users | QuickBook Users 

INTEGRATION INFO

Displays the following information about your accounting software:

  1. Company Name - Account name given in Xero/QuickBooks Online
  2. Identifier - Integration Account # given by Xero/QuickBooks Online
  3. Connection Status - Status of your Integration's connection
  4. GL Account Count - Count of your Chart of Account G/L accounts
  5. Bank Account Count - Count of your Bank Accounts set to integrate 
  6. Last Synchronized at Date - Date you last synced Xero/QuickBooks Online in Loft



POSTING ACTIVITY SECTION
Displays the Post buttons & following informational Headings:
  1. Status - Displays the badges
  2. Posted At - Displays the date and time of a batch
  3. Pending - Displays the number of pending items
  4. Successes - Displays the number of successful posts
  5. Errors - Displays the number of unsuccessful posts

POSTED AT BADGE MEANINGS

Accounting  & Contacts posted at lines are now separated into the following:

Contact Sync Status Line & Transaction Sync Status


Contact Sync Badges
Completed badge -  All Contacts synced/batched over
Warning badge - Some contacts did not sync/batch over
Transaction Post Badges

 Completed badge - All transaction successfully posted
Partially Complete badge - Some transaction did not post
 Failed badge - All transactions failed

TROUBLESHOOTING GUIDE

TROUBLESHOOTING GUIDE VIDEO


TROUBLESHOOTING GUIDE WALKTHROUGH

Click on the FIRST 'Posted at' (batching line) link in the list
Locate the deal number, transaction type, and error message.

Error Message {:Message=>"The Contact must contain at least 1 of the following elements to identify the contact: Name, ContactID, ContactNumber"}  is our most common error, learn more about this error and how to fix it
  1. Click the deal number link to be redirected to the deal
  1. Navigate to the transactions page and look for line with the missing posted badge

  1. Copy the contact. Right click> Copy, or use shortcut keys CMD + C (MAC users) CTRL + C (PC users)
  2. Navigate to your Brokerage>People's page
  3. Paste Right click> Paste, or use shortcut keys CMD + V (MAC users) CTRL + V (PC users) into the search field 

If multiple instances of the contact is in the results page, the contact is a duplication, head to the next section of this article to troubleshoot the fix.
If not, it's incorrectly linked. Open the contact and check the name in the Linked Contact field, the following steps below will help you determine if the contact is incorrectly linked.

DUPLICATE CONTACTS

  1. Open each duplicate contact in a separate tab. Right click>Open in New tab or use shortcut keys: CMD+N (Mac users) CTRL + N (PC users)
  2. IMPORTANT! Unlink each duplicate contacts Linked Xero/QuickBooks Online Contact field FIRST

Once all contacts are unlinked, you will need to merge your contacts

MERGE DUPLICATE CONTACTS

MERGE DUPLICATE CONTACT VIDEO


Merging Organizations coupled to Profile type contacts, please watch the video  https://youtu.be/F1ztqm2xLk8 on how to handle these correctly
For more detailed walkthrough on merging, follow the instructions on this article https://support.loft47.com/portal/en/kb/articles/merge-contacts

MERGE DUPLICATE CONTACT STEPS

  1. Click on the contact YOU WANT TO KEEP
  2. IMPORTANT! Unlink it's Xero/QuickBooks Online Linked contact field FIRST
  3. Head to the account management section of that profile
  4. Click the ‘Merge’ button
  5. Search and select the profile you want to merge INTO the contact
  6. Type the confirmation word and proceed. 
  7. Let the merge run, rinse and repeat until the last contact remains
  8. Run a Xero or QuickBooks Online sync from your Accounting's Activity page (click the blue Sync button in your Xero/QuickBooks Online Activity page)
  9. OR Link the remaining contact correctly to its respective contact in Xero/QuickBooks Online in the profile's Linked Xero/QuickBooks Contact field, for more information on contact linking read the following: Xero users | QuickBooks Online users
  1. Run your batch again

INCORRECTLY LINKED CONTACTS

LINKED XERO/QuickBooks Online CONTACT FIELD

Regardless of your accounting integration, every contact type will have a Linked Contact Field found under your Account Management section. This field links the Loft contact to the corresponding Accounting contact and should be present.
Please note, Important!! If the contact is a Profile contact coupled and set to be payable to an Organization OR is an Organization type> LINK ONLY the Organization contact in the Linked Contact Field.
Learn more about contact linking Xero users | QuickBooks Online users

FIX INCORRECT LINKED CONTACTS VIDEO

RELINKING LINKED CONTACT FIELD STEPS

  1. Insert your cursor and start typing the contact's name
  2. The contact will populate the contact in a dropdown
  3. Select the name to add to the field.  This will relink your Loft contact to the Accounting contact 

MISSING OR BLANK LINKED CONTACT FIELD



NO CONTACT NAME IN LINKED CONTACT FIELD

If the field is not blank but there's no contact name next to your red Unlink button, this is an indication that a contact was previously merged without first unlinking the Linked Xero|QuickBook Contact Link. 
Steps to resolve this:
  1. Click the red Unlink button to turn the field blank *
  2. Relink the contact as per the instruction in the Relinking Linked Contact Field Steps
*If you can not unlink this button, try heading to Integrations>Xero/QuickBooks Online>Activity Page and click the blue 'Sync' button, let it fully run. If the Sync does not work and you still have a red Unlink button that will not change the field to blank, it is stuck and you will need to reach out via live chat or email us at support@loft47.com to ask us to unlink this for you.  
  1. Check the contact's Linked Contact field again, relink the contact
MULTIPLE OR ERROR MESSAGE IN LINKED CONTACT FIELD
This is a result of Duplication or Deletion of Contacts in your Accounting Software. Refer to the Error Messaging and 

KNOWN ERROR MESSAGE LIST

95% of your Errors will be {:Message=>"The Contact must contain at least 1 of the following elements to identify the contact: Name, ContactID, ContactNumber"}
This is a result of the following issues:
  1. The Contact is a Duplicate You must merge all duplicates into ONE instance of the contact, Read the following article thoroughly and follow the steps on How to Merge Duplicate contacts correctly
  2. The Contact is Incorrectly linked
  3. Profile Contacts with Organizations have the Payable Name field set to Profile rather than Organization, Learn more about How Contacts payable to Orgs should be set up

Failed Message

Cause

Action to take

Required parameter VendorRef is missing in the request

Xero Users Contact profile is coupled to an org contact but has not been set to be payable to org.




QuickBooks Online Users
Contact profile is coupled to an org contact but has not been set to be payable to org.
OR
Contact has one or both the following issues:

  1. The contact is incorrectly linked

  2. One or both of your contact(s) is/are missing in QuickBooks Online

Xero Users

- Unlink the contact's Linked contact field.
- Edit the contact to ensure the Payable Name field is set to organization.
- Try your batch again


QuickBooks Online Users

  1. Relink your contact in the Linked Contact field.

  2. Check your QuickBook's contacts to see if one of the Customer or Vendor contacts in QuickBooks Online. Add back the missing contact. CLICK SYNC QuickBooks Online button in you Activity page! Learn more about contact linking and syncing here

Invalid Reference Id : Names element id 1022 not found

QuickBooks Online users ONLY
Contacts set to be paid as an Organization are incorrectly linked in their profile. 

  • {:Message=>"Account must be valid."}

  • {:Message=>"Tax rate must be valid."}

  • {:Message=>"Tax amount cannot be greater than the line amount"}

  • {:Message=>"Tax amount must be between 0 and the line amount"}


BOTH XERO & QuickBooks Online Users

The tax amount was overridden to a greater number than the allocation flat amount











    • Related Articles

    • Xero VS QuickBooks Online Integration

      Differences between Xero & QuickBooks Online integrations with Loft47. Pricing Pricing in Canadian $ & USD $ Xero's cost for the standard version required to integrate with Loft is around $48/monthly (they change their prices, so visit www.xero.com ...

    • How Real Estate Transactions work and Understanding Accounting Entries

      Real Estate 101 Loft is an accounting platform for Real Estate Brokerages that manages the sale of real property. Closing a transaction involves many parties, including buyers and sellers, Agents, Brokerages,Lawyers, Escrow and Title companies. The ...

    • What journal entries does Loft post to QuickBooks Online?

      Processing transactions through Loft automatically generates the accounting entries in QuickBooks Online. The following descriptions show you the results of Loft activities in your accounting records. Deposits When you post a deposit as a receipt in ...

    • What journal entries does Loft post to Xero?

      Processing transactions through Loft automatically generates the accounting entries in Xero. The following descriptions show you the results of Loft activities in your Xero accounting records. Deposits When you post a deposit to Loft you will see the ...

    • Accounting Setup

      When integrating your accounting software, click the links for each step in the process. Xero Setup your Xero Account Connect your Xero Account Setup & Map Xero Settings QuickBooks Online Setup your QuickBooks Online Account Connect your QuickBooks ...