When an order doesn’t match

NemoWorks Sync books an order only when the QuickBooks invoice will equal what the customer paid (or what they paid less the card fee, when “Take the card fee off each invoice” is on). When it can’t make the two equal, it stops that order, says why, and goes on with the others. This page shows what that looks like and what to do.

An example

The store charged 7.75% sales tax on order 4831 (an old local rate), but the QuickBooks tax item works out 8.75%. The Queue shows the order as needing you, with this message:

The QuickBooks total would be off by -2.29 from the store total. QuickBooks would work
out 20.04 of sales tax; the store charged 17.75. Check that the tax item's rate matches
the store's, or write the exact tax as one line (Settings, Sales tax). If part of the
order was paid with a gift card or store credit, enter it by hand.

What was written: no invoice and no payment. Customer and item records are prepared before the invoice, so a new customer, and a new item if “create new items” is on, may already have been created. They are used again on the retry, not added twice.

What to do: pair the store’s rate with a QuickBooks tax item at 7.75% (Settings, Sales tax, a tax item per store rate), or write the exact tax as one line. Then press Retry on the Queue. Retry looks the order up again from the start.

(The example comes from NemoWorks Sync’s test suite, run against its simulated QuickBooks; the message is the plugin’s own wording.)

Rounding adjustments

QuickBooks works tax out per rate and the store may round per line, so totals can differ by a cent or two. A difference within the rounding allowance is handled with a line on the rounding item (Settings, Products and items; “Web Rounding” unless you chose another), so the invoice still equals the order.

The allowance is 1 cent × the number of taxed lines on the invoice × the number of tax rates, never less than 2 cents and never more than $1.00. An order with three taxed lines and one rate: 3 cents. One taxed line: 2 cents. Anything larger stops as above.

When QuickBooks saves a different total

QuickBooks can save an invoice with a total other than the one sent, for example when a tax rate was changed in QuickBooks after NemoWorks Sync last read the lists. Then the invoice exists but the payment does not:

QuickBooks saved invoice 48711 with 264.54, but the order is 262.25, so no payment was
written. QuickBooks worked the total out differently (has a sales tax rate changed in
QuickBooks? Read the lists again from Settings). Correct the invoice in QuickBooks, then
retry to add the payment.

Correct that invoice in QuickBooks and press Retry: it reads the invoice again and adds the payment once the two agree.

When an invoice for the order is already there

An invoice typed in by hand for the same order is used instead of making a second one, but only if its total matches. Otherwise the order stops with both amounts; How it avoids booking an order twice has the rules and the message.

Other messages that stop an order

Troubleshooting lists the common messages and their fixes, such as a product with no QuickBooks item or an invoice number that belongs to someone else. Before you connect covers the cases that always stop: another currency, gift cards, and QuickBooks groups whose tax cannot match.