Resolving closing date sync errors

Remove the closing date or move it back, sync and address any remaining sync errors, set the closing date back to what it was, then sync again.

If you have a closing date set in QuickBooks, you may receive a synchronization error stating that a bill, invoice, payment, or journal cannot be synchronized due to the transaction being prior to your QuickBooks closing date. The following is an example of one such error:

SubmitGLJournalBatch: error while creating journal entry ref 100000 {654DA10A-9649-47E3-9A1F-911898E4DFB0}: Journal date is earlier than closing date.

These errors occur when a user updates a transaction in Acctivate that was created before the closing date was established in QuickBooks. QuickBooks will flag these transactions as “unsyncable” until the closing date is modified or removed.  A common reason this happens is because Acctivate doesn't know what the closing date is until you sync with QuickBooks.  If the closing date is set and you haven't synced yet, Acctivate will still let you make changes in the closed period.  Once it is synced, QuickBooks will not accept those changes.  Because of this, be sure to run a sync immediately after editing the closing date within QuickBooks.

You can follow the following simple steps to resolve these types of errors:

  1. Change the QuickBooks closing date back to the originally set closing date or remove the date entirely.
  2. Run the sync utility within Acctivate.  You may receive the original sync errors that need to be resolved after this step.
  3. Once you have resolved these sync errors, you can update the QuickBooks closing date to your new closing date.
  4. Run the sync utility again to resolve the journals and other transactions between the two systems and sync over the new closing date.

If you aren’t sure what date the journal was posted on, you can use the Inventory Detail Journal report to pull up this information in Acctivate.

  1. Go to File > Inventory > Inventory Reports, then click Transactions > Inventory Detail Journal.
  2. Enter the journal number from the sync log in the Journal ID field, then click Preview.
    journal id
  3. The original journal date will appear next to the Transaction Type field. The closing date in QuickBooks will need to be changed to one day prior to this date to clear the sync error.
journal date

 

It is important to correct closing date-related sync errors for a number of reasons. Until the affected transactions are updated in QuickBooks, your Acctivate and QuickBooks company accounts be out of balance, which will cause issues during audits.

Another reason to resolve these sync errors is to reduce the time it takes to completely synchronize Acctivate with QuickBooks. If it has been a while since your synchronization log was free of errors, the sync will take longer to complete until the errors are resolved.

If you are unable to resolve the additional sync errors received in step 2 or are having difficulty with any step above, contact Acctivate Support for further assistance.