If QuickBooks Online reports that an Acctivate journal number is a duplicate, Acctivate will compare the journals to determine if they are the same. Read on to learn about this scenario and how it's handled in 13.0 sp1
When syncing journals from Acctivate to QuickBooks Online, an error will be reported by QuickBooks Online if a journal with the same journal number already exists in QuickBooks Online when the "Warn if duplicate journal number is used" option is enabled.
In QuickBooks Online, the option Warn if duplicate journal number is used needs to be enabled.
1. Settings (Gear icon) > Account and Settings
2. Click Advanced in the left menu
3. Change Warn if duplicate journal number is used to On
There are two scenario where Acctivate may try to sync a Journal to QuickBooks Online, but is blocked because it would results in a duplicate journal number.
- A different journal with the same journal number already exists.
Acctivate allows you to define a journal number sequence (Configuration Management > Company > Numbers). When an Acctivate journal is created, it uses the next available journal number. If this journal number has already been used for a different journal, then you'll receive an error. - Acctivate already created the journal in QuickBooks Online.
It's unclear why, but in some cases an Acctivate journal will successfully sync to QuickBooks Online, however QuickBooks Online does not return back the journals TxnID (internal identifier), therefore Acctivate thinks it wasn't successfully created and tries to sync it again.
As long as the "Warn if duplicate journal number is used" option is enabled, Acctivate will be alerted that the journal may be a duplicate and will compare the two records to see if they are the same. The Acctivate sync will compare the following fields to determine if they are the same or different:
- Journal Document Number
- Total number of lines
- Credit and Debit accounts
- Credit and Debit amounts
You must have Acctivate version 13.0 sp1 or later installed.
First, you will see this warning message logged:
Journal with same DocNumber already exists in QuickBooks; Acctivate will try to re-link it (QuickBooks reported "BadRequest. Details: Duplicate Document Number Error : You must specify a different number. This number has already been used. DocNumber=J10000 is assigned to TxnType=Journal Entry with TxnId=123 , ")
The message indicate which journal number already exists and that it will perform the comparison of the data fields above.
If the comparison confirms the journals are the same, then the journal in Acctivate will be relinked (the Acctivate journal will be assigned the TxnID that is assigned to the journal in QuickBooks Online). If the journals are deemed to be duplicates then you will see no other message logged after the warning.
If the comparison determines that the journals have the same journal number, but are different journals, then an error will be logged indicating they are not a match.
QuickBooks journal with DocNumber J10000 and Id 123 does not seem to match Acctivate journal 0000000-0000-0000-0000-000000000000)
Followed by another error indicating it's a duplicate:
Error creating QB journal from Acctivate 0000000-0000-0000-0000-000000000000 (J10000 ): BadRequest. Details: Duplicate Document Number Error : You must specify a different number. This number has already been used. DocNumber=J10000is assigned to TxnType=Journal Entry with TxnId=123,