Anyone else struggling with the Quickbooks Desktop Connector?

dougcamden61
Excursionist
15 0 6

Has ANYONE gotten the Quickbooks Desktop Connector to run properly?  Or at all?  This thing is driving me crazy.  It works somewhat occasionally but usually not at all.  The latest and most frequent message is 'create failed'.  This program has not been well thought out or tested in the real world, if at all.  The folks on the phone are very nice, but the problem never get

Replies 58 (58)

dannycort
Visitor
2 0 0

I am currently trying to migrate from QBPOS to Shopify. The migration of products, customers, vendors was fine... but I can't even get the "Shopify Connector" to install within QBD and "support" chat literally just sends me tidbits from different help articles that do not cover anything to do with the issue I am having... so may be moving to a different POS solution.

 

dougcamden61
Excursionist
15 0 6

I would consider a different solution, but so far I can't find one that will track and export cogs into QuickBooks Desktop

theivyedit
Tourist
9 0 5

I am have been trying to connect my shopify with Quickbooks Desktop for a month with no success.    I cant find any other solutions either

ltpos1
Visitor
1 0 5

I have everything setup except for generating a token in Quickbooks Desktop Pro Plus 2023. When I hit the token button to generate a token, I get this error, "Uh oh, there's a connection problem. Sorry, the app did not connect. Please try again later, or contact customer support for help." I've called both Intuit and Shopify. Intuit blames Shopify, Shopify blames the third-party app developer. The third-party app developer blames Intuit. They keep jerking me around with no fix in sight. I hope someone can shine a light on this problem. I blame Intuit for these issues. Quickbooks POS has given us very few issues over the years and now were stuck with a non-working integration. What a joke! Very unhappy with Intuit. But at the same time Shopify needs to step up and deliver what they promised as a working POS system which has been anything but.

Plumstore
Tourist
3 0 0

Same situation here. Been trying to connect for a month and a half. Intuit blames Shopify, Shopify has now escalated issue to their "tech team" where I sent them a series of logs. No word yet. They ask if I have migrated data and, yes, we have migrated and have been using Shopify for six weeks. 

theivyedit
Tourist
9 0 5

They have asked me for logs also.      I also get the same thing asking the same question over and over if I have migrated data and sometimes I am not sure whether they understand I am having problems with Quickbooks Desktop not Quickbooks Desktop Point of Sale.      The support team answering the phones has no technical knowledge!

Plumstore
Tourist
3 0 0

Please keep me posted if you have any update. I have just been researching other third party apps such as CartSpan and WeIntegrate but it's a one time and annual fee, once again. 

weintegrate
Shopify Partner
9 0 0

Thank you for looking at the WeIntegrate Shopify to QuickBooks Online instant sync integration. While we do support Shopify online orders and Shopify POS orders (including the move from QuickBooks POS to Shopify POS), we only support QuickBooks Online not QuickBooks Desktop.

 

Thanks,

weintegrate.co

AECPrinting
Visitor
3 0 2

Nope.  I have been going through the suggested steps in this help file: https://help.shopify.com/en/manual/sell-in-person/quickbooks/integration

 

When I try to generate the app token, I get a spinning wheel for a bit and then a message that says "Authentication Failed" but there is not information and nothing else to click on.  Infuriating.  I have requested help multiple times but I am just getting "help" who think I am having a problem with Intuit POS, not Quickbooks and the Shopify Desktop Connector app.  If I find a solution I'll come back and post it!

JCMMAINTENANCE
Visitor
1 0 0

Has anyone had any luck getting a token from quickbooks so you can use shopify? when we do all the steps in quickbooks enterprise 23 and asks for a token it acts like its going to work and then after a few mins the screen goes blank. Was on the phone with quickbooks 2xs yesterday and they blame shopify and shopify says its an intuit problem.. help! we need to go live with shopify asap. we have migrated all the info. 

ForresterDavis
Visitor
2 0 0

Hi!! I'm just wondering if you were able to get this to working? I'm getting the same message as you are.

swheeler
Excursionist
44 0 7

Hi @dougcamden61 

 

It's a 'piece of cake' with this product...https://www.cartspan.com/

 

Which, BTW, I author.  Have been taking care of QuickBooks Desktop customers for years.  CartSpan does not use the problematic WebConnector as you are experiencing, but rather QuickBooks' own QBXML API for imports (ultra-reliable).  Communication with Shopify is accomplished via PrivateApp connection (also ultra-reliable).

 

Thanks,

Scott

dannycort
Visitor
2 0 0

Can you shoot me an email to danny@doodlebugsportz.com. I am interested in checking this out.

loliveras
New Member
4 0 0

So has ANYONE gotten the connector to work? I even tried pre-existing apps and those don't really work either. Shopify has been NO HELP at all!!! I passed frustrated a week ago. If anyone has a suggestion I would appreciate it!

 

GaryM
Tourist
3 0 1

I just want to say I feel your pain and frustration.  I just now found this thread and misery loves company.   I thought Quickbooks customer service was bad and here we are with the same mess at Shopify.  At least the PIN generation takes away all the painful account verification Quickbooks requires.  I really need all of this resolved yesterday.   What a mess.  Please post any helpful updates. 

GaryM
Tourist
3 0 1

 No!   We went live on Shopify POS on 9/5.   Took us two days to get the setting correct to install the connector app.    Shopify transmitted data to Quickbooks Desktop 2021 for 2 weeks.    It stopped on 9/18 and hasn’t worked since.    95% of our customers pay via Net 30 Days Open Account.   The 30 days begin when we delivery the goods which can be up to 3 months later.  We are creating Draft orders so we can use the payment due later feature that I was told is new.   Shopify created an invoice in Quickbooks for every order not marked PAID even if it was not fulfilled.   We moved 800 open orders from Quickbooks POS to Shopify.  I now have a new A/R customer named Shopify Default Customer with over $200K of past due invoices for orders that still today are unfulfilled.    Not to mention COGS, Sales, sales Tax Payable and inventory.    All accounts are overstated.    We like the POS side but it does not play well with Quickbooks Desktop.    I plan to contact cartspan.com when I start work tomorrow.  

swheeler
Excursionist
44 0 7

Hi,

 

I author the CartSpan ecommerce integration for Shopify and a number of other systems. For the last 3 years, I've been integrating Shopify with QB POS and Shopify directly to QuickBooks Desktop. Only in the last 6 months have I begun to integrate Shopify POS to QuickBooks desktop accounting. These accounts have been QB Desktop users that began using Shopify POS and had not previously used the QB POS system. Some tweaking of the CartSpan integration has been necessary to accommodate the lack of billing and shipping information that is collected during the POS checkout, but everything has been working well. More recently, I've been getting calls from those of you using the QB POS system which is being shut down. My initial assessment was that, it shouldn't be a problem, but there are underlying issues that need to be resolved before any system like mine can be helpful. These are my findings from interacting with a number of QB POS users regarding the current state of connecting with Shopify.

 

The QB POS system has been responsible for managing the purchasing/receiving process and associated transaction detail. In its 'financial exchange' with QB Desktop, the POS system has performs a general journal entry (JE) to record the value of goods received (inventory asset) and updates the standard cost on affected item masters (typically Non-Inventory) with the last purchase price. In some configurations, I think there are no items at all, just high-level JEs. In the same 'financial exchange', POS performs general JEs (journal entries) to transfer value from the Inventory Asset account to the COGS account. These journal entries are required given that there are no underlying costs maintained for Non-Inventory parts in QuickBooks as invoicing a Non-Inventory part results in zero change of the COGS account on the P&L. The cost value that you see on the item master only serves to populate purchase orders for the item.

 

As QB POS has always been the 'master' of stock, there has been no reason to maintain items in QuickBooks as anything other than 'Non-Inventory' item types. This is due to the POS system taking ownership COGS transactions via general journal entries as previously described. But in the absence of a viable integration that can reliably perform the same journal entries, it is necessary to use QuickBooks in a conventional manner for tracking item-specific inventory quantity and valuation. This implies conversion of all 'Non-Inventory' parts to a type of 'Inventory Part' and associating the appropriate amount of the Inventory Asset account to each individual product. This then allows QuickBooks to naturally manage the underlying COGS transactions during import process without having to rely on general journal entries. By necessity, QuickBooks then becomes the master of inventory...requiring the use its own mature purchasing/receiving functionality.

 

The downside of the Intuit/Shopify connector trying to manage supporting journal entries can be high. For starters, the journal entry process must be perfect...there can't be any mistakes as the transaction is a multi-step process for the connector; An invoice is imported which registers sales, followed by JE for the COGS transfer. Any disconnect can result in unrecorded COGS and result in overstated Net Income. If for any reason, a QuickBooks user decides to delete a transaction (Invoice) in QuickBooks (which is allowed), they must also manually perform multiple journal entries to revert the underlying COGS value back to the Inventory Asset account. These original JEs may or may not be easy to find if the user even remembers to perform the action. Even worse, the JE could be aggregated (I'm not sure how it is intended to work). This circumstance was never allowed to happen with the historically tight integration between QuickBooks Desktop Accounting and the QuickBooks POS systems. The mechanism that prevented such orphaned transactions was the fact that one could not simply delete a transaction in the POS system, it had to be reversed. The underlying transactions were then appropriately handled in the next 'financial exchange'. Such fail-safe mechanisms cannot be guaranteed with systems that are more loosely coupled. With QuickBooks Desktop managing stock, when an invoice is deleted, stock transfers from COGS back to Inventory Asset happen automatically...integrity guaranteed.

 

In the absence of a reliable/comprehensive connector to perform these transactions, it becomes necessary to repatriate the purchasing/receiving process back into accounting and allow QuickBooks to be the 'master' of inventory. This completely eliminates any chance of the disconnect described above and ensures the integrity of the financials.

 

This business process requires that all 'Non-Stock' items be converted to 'Inventory Part' type items for QuickBooks to start managing underlying cost movement as part of the order import process. In some cases, you may need to create them altogether. This involves not only conversion to a 'Inventory Part' type, but also initializing inventory quantity and associating item-specific value that has, up to now, lived in the global pool of the Inventory Asset account.

 

These are the specific steps I'm taking with a customer currently in this predicament:

 

Note that these steps can only be performed after you have your items converted to the type of 'Inventory Part'

 

1. Perform a physical inventory if you are not confident of your current quantity-on-hand for all of your items. Arrange this in a spreadsheet with item, quantity, cost, and total_value columns.

 

2. In your spreadsheet, begin plugging what you believe to be appropriate cost numbers for each item. Your spreadsheet should begin reflecting a grand total value from the total_value column.

 

3. Your final grand total value should reflect exactly the amount currently in your 'Inventory Asset' account. If not, you need to begin massaging the numbers so that they do. You may even discover a significant disparity between what your books reflected and what you actually have.

 

4. Create a new account called 'Inventory Write-Down'. This has the same type as your COGS account, which is of the account type 'Cost of Goods Sold'. Don't panic, were not scrapping all of your inventory.

 

5. Perform a general journal entry that DEBITS 'Inventory Asset' for the total amount of that account and CREDITS the new 'Inventory Write-Down' account. Your 'Inventory Asset' account should now have a balance of zero.

 

6. Use the 'Adjust Quantity/Value on Hand' utility in QB to register item quantity/value back into the 'Inventory Asset' account. This assumes that 'Inventory Asset' account is designated as the 'Asset Account' on the QB item master. Select 'Quantity and Total Value' as the adjustment type. Select the 'Inventory Write-Down' account as the adjustment account. Acknowledge to QuickBooks that the adjustment account is not what it is expecting. Enter your item quantity/value from your spreadsheet and save.

 

7. When you have finished your last item, the 'Inventory Asset' account should be back at it's original value and the 'Inventory Write-Down' account should be back to zero.

 

This process has zero impact on the balance sheet or income statement and puts you on a path to using QuickBooks to manage inventory using FIFO valuation method (or which ever method you prefer). Note though, that, out of necessity, this process initializes costing as an average value given the absence historical detailed purchasing activity. Going forward, your desired costing method is recognized.

 

At this point, you can use CartSpan, or any other integration tool to import POS sales from Shopify and push current inventory availability back to Shopify. There will inevitably be some limitations encountered. For instance, CartSpan only pushes stock from QuickBooks to a single site in the Shopify system. This is only an issue for those of you with multiple stores. I'm not sure if Shopify can be instructed to point multiple stores at a common stock location. One thing will be guaranteed though, your books will be accurate.

 

Other issues that I've discovered, but may not yet be apparent to some, include the item count limitation in QB versions other than Enterprise. I've been offering integration of QB POS with many ecommerce systems and have encountered catalogs of up to 200,000 items. These are generally folks that have been running POS since the stone-age and never cleaned anything up. While QB POS supported what seems like an infinite number of items, Non-Enterprise QB systems only support a maximum of 14,500 items. Hence, if you are cataloging more than 14,500 items in POS, and are not keen on updating to Enterprise, the solution I have proposed is not going to work for you.

 

If you have a mind to test this process on a small scale to determine if it will work for you remember to BACK-UP, BACK-UP, BACK-UP! I'm a paranoid sort of fellow and that's the first thing I do with any new development and testing.

 

I hope these observations add a little clarity to this issue and are helpful to your finding a solution.

 

Scott Wheeler
Developer of CartSpan eCommerce integration

dougcamden61
Excursionist
15 0 6
I have had some success in making the connector work. It transfers most of
the data correctly. The biggest problem I have encountered is that it dies
not want to interact properly with some vendors and some customers. I have
been working these out one at a time with SOME success. If you have
specific questions, I MAY be able to help

swheeler
Excursionist
44 0 7

Just a quick correction to step #5 above, the CR/DR adjustments are actually reversed.  Sorry for any confusion.

HAWC
Tourist
9 0 1

I am a new customer to Shopify after years of working with QB POS. I use QB desktop. My migration worked fine. My QB web connector connects. It transfers product, vendor, and customer data, but I've only once had a successful transfer of an order/sales receipt. I'm getting a "create failed" in my shopify QB web connector summary. Any ideas?

GaryM
Tourist
3 0 1
When you go to the Item List in QB Desktop, do you see a message that no more items can be added? Just a hunch I have about an issue.
HAWC
Tourist
9 0 1

No, I have about 12,000 items, not at the max of 14,000

ESneath
Tourist
3 0 3

It work MOST of the time for me - but what a headache when it doesn't.  I'm a small business and its super frustrating.  I've got three transactions that posted TWICE in undeposited funds - one transaction (a refund) that didn't sync at all - and.... two and half weeks of transactions that didn't sync at all from 9/24/2023 through 10/9/2023!!

 

I'm about to deactivate the connector and switch to manual entry, just because we are that small!!! Inconvenient yes, but I'll do it vs the runaround I've been getting with everyone from Intuit and Shopify.  At least if I'm doing it - it will be correct or fixable!

HAWC
Tourist
9 0 1

I have tried everything to make the QB desktop connector work properly. Looking at the QWClog, i am seeing this error repeatedly.

 

UpdateThisScheduledApp() : QBWC1031: Update completed with some error. Application has been notified of the error accordingly. See QWCLog for further information.

 

Googling this error was not helpful. Any ideas of what this means. Clearly, my shopify account is communicating successfully, at times, but still after 31 orders/transactions, only one has come through. Products and customer syncing is working properly.

amy671
Visitor
2 0 0

It worked for me but stopped working last Friday (9/20).  I am due to renew my Desktop subscription.  Could that be an issue?

dinayook
Visitor
1 0 0

We connected ok. But where I get confused is that it does not sync any info on COGS in QB or adjust inventory. It records sales but not COGS accounts. We have different COGS accounts we truck inventory we purchase and some we sale on consign basis and I can't even figure out what reports to run in Shopify to journal entry info in QB 😞 

dougcamden61
Excursionist
15 0 6

As near as I can tell, this is what happens:   If you mapped a COGS account to Quickbooks, then the cost you assigned each item in Shopify POS is transferred into this account for each sale.  It is deducted from whatever account you designated as the Inventory Asset account.  The problem is that whatever purchase you enter in Stocky is deducted in full through whatever account you have designated for Shopify Expenses at the time the purchase is made, thus deducting it twice.  You can correct this by manually transferring the entries it makes in this account to the Inventory Asset account or you can simply remap the account from the Shopify Expense Account to the Inventory Asset account.  Either way, the data is transferred, you just have to know where to look for it based on the accounts you mapped for synchronization.  You can only have one COGS account.  Anything else would have to be done manually I'm afraid.  In QBPOS you could have multiple COGS accounts, different for each item, but here there is only one. I'm afraid.  Perhaps later they will improve upon this, but I wouldn't hold my breath.    

rsoneill
Visitor
2 0 0

Did you ever resolve this? I'm thinking no.  I'm a week into trying and my business is on the ropes because of this.  Clearly this system is NOT compatible with Quick books.  I'm going to start calling other companies Monday to start a whole new system without Quick books and Shopify.  It's been a disaster!

HAWC
Tourist
9 0 1

In the last few days, something changed. the connector is now 100% exporting  my new products and customers into QB desktop.  Some of the orders have not synced. We had a big sale today, so I'll report back if the orders are syncing.

loliveras
New Member
4 0 0

No. After seven weeks of SILENCE from Shopify, and having my books be a disaster, I found a new system. I tried the apps they recommended and those don't work either. My suggestion to you is look at AccuPOS, quick setup, one-for-one transaction sync with QB Desktop. Basically a modern version of QBPOS.

paintn
Visitor
1 0 0

How long have you been using AccuPOS? Have you had any issues. I called and talked to them and it seems like a good alternative, however, reviews I have read seem a little worrisome. I would love to hear how your experience is going.

loliveras
New Member
4 0 0

I have been using it for 1 month as of today and it is great! We process about 300 orders per day 80% cash/credit and everything runs very smoothly. My only issue was with QB and getting the inventory list edited and accurate was time consuming. 

outdoorcreation
Visitor
2 0 0

I just tried these steps and it connected right away. But it still won't correctly sync any of my sales receipts, all 15 failed!

Confirm the Shopify Connector is showing Active

  1. Open the QuickBooks Desktop app and sign in using the admin user profile.
  2. Click File > App Management > Manage Web Apps.
  3. Click Connected apps.
  4. Verify that the Shopify Connector app is displayed as active.
  5. If the Shopify Connector app isn't displayed as active, then click the Status drop-down menu, and then click Reconnect.
dougcamden61
Excursionist
15 0 6

There are many things which can cause failures.  One of the biggest I've found is not having Sales Tax setup properly.  Of course there are others.  In short you can't transfer anything successfully until everything is setup properly.  I had a great deal of trouble with all of that.  There are log files for Quickbooks that can give hints if you can read them.  Here is a troubleshooting link.  https://help.shopify.com/en/manual/sell-in-person/quickbooks/troubleshooting/troubleshoot-integratio...  

dougcamden61
Excursionist
15 0 6

If you look at the bottom of the troubleshooting link you will see how to capture logs.  If you want to upload them or send them to me, I will TRY to look at them to see if I can see anything.  I was able to solve many of my issues looking at these logs.  No promises, but I will try,

outdoorcreation
Visitor
2 0 0

I looked at the logs and this is the error it's showing (with different record numbers): Invalid or non existent record number: 80000D10-1696873954 QuickBooks error message: Invalid argument. The specified record does not exist in the list. HRESULT=0x8004052c

 

dougcamden61
Excursionist
15 0 6

You need to have classes enabled in QuickBooks.  Under Preferences>Accounting>Company Preferences> the box that says "Use class tracking for transactions" should be checked. 

theivyedit
Tourist
9 0 5

Thanks for the advice on classes!     I was able to finally sync after working on and off on this for more than 3 months.   Tech support was no help the whole time.

 

I enabled classes and then for my list of classes I modified to only have the one class as the location of or store.   There were some classes with store 1, store 2 and store 3 with I deleted.

 

After I did the classes properly I did have to restart quickbooks and the desktop connector several times before they would connect.

 

Scott

Scott

Plumstore
Tourist
3 0 0
How do you enable classes?
dougcamden61
Excursionist
15 0 6

You need to have classes enabled in QuickBooks.  Under Preferences>Accounting>Company Preferences> the box that says "Use class tracking for transactions" should be checked. 

theivyedit
Tourist
9 0 5

So I was able to sync the past 4 months of data.     I had 1271 sales synced 43 errors.   Does anyone know how to resolve those errors?    

 

Thanks,

 

Scott

 

dougcamden61
Excursionist
15 0 6

IT depends on what the errors are.  If you post a screenshot of the drill down, I might be able to recommend a solution.  Where it says "Summary since last 7 days" there is a link that says 'View Details'.  There is where errors are listed, along with successes.  The type of error is important to the solution.

theivyedit
Tourist
9 0 5

These are the errors that I was able to find.    Says 7 errors but when I go to view summary I can only find these

 

Thanks,

 

Scott

Screenshot 2023-12-28 at 9.50.51 AM.png

dougcamden61
Excursionist
15 0 6

Did you keep hitting 'Load More' to see if the other errors were listed?  Beyond that, I have found several reasons as to why Sales Receipts wouldn't transfer.  Bear in mind this is only based on MY experience.  The biggest problem I have found is when there is a problem with the customer account, such as duplicate accounts.  Sometimes there are sales tax issues.  Sometimes they will come over later, after some piece of info that they needed to post was transferred first.  I suppose the first thing to look at is whether they transferred at a later time.  If they did, then don't worry about the initial error.  Otherwise, compare each sale that has an error to ones that didn't, and try to spot any differences.

theivyedit
Tourist
9 0 5

I did load more but nothing else would come up.   I will take a look at those sales and see what the difference is

 

Thanks,

 

Scott

 

theivyedit
Tourist
9 0 5

It appears that the sales that have not gone through are online sales.     Question is what needs to be change so these go through

 

Scott

dougcamden61
Excursionist
15 0 6

I would GUESS it's because it's a different Sales Channel.  The Online could be seen as a different Class in QB.  I'm not currently doing online sales, so I don't have any good suggestions.  Sorry.

theivyedit
Tourist
9 0 5

Plumbstore,  If you need help with classes give me a way to contact you and I will tell you how set up classes.

 

Scott

smbdaily
Visitor
1 0 0

I'm sorry to hear about the difficulties you're facing with the QuickBooks Desktop Connector. While I don't have real-time information on specific issues or user experiences, troubleshooting such problems can be complex and may depend on various factors, including system configurations, software versions, and network settings.

 

Here are a few general suggestions that might help you troubleshoot the "create failed" issue with QuickBooks Desktop Connector:

  1. Check for Updates: Ensure that both QuickBooks Desktop Connector and your QuickBooks Desktop software are up to date. Developers often release updates to address bugs and improve compatibility.

  2. Review System Requirements: Confirm that your system meets the minimum requirements for QuickBooks Desktop Connector. This information is usually available in the documentation provided by QuickBooks.

  3. Network Configuration: Ensure that your network settings are configured correctly, and there are no restrictions or firewalls blocking the communication between QuickBooks Desktop Connector and QuickBooks Desktop.

  4. User Permissions: Verify that the user account you are using has the necessary permissions to perform the required actions in QuickBooks Desktop Connector.

  5. Contact QuickBooks Support: If the issue persists, reaching out to QuickBooks support is a good step. Provide them with specific details about the error message and your system configuration. They may be able to offer more tailored assistance.

  6. Community Forums: Check QuickBooks community forums or user groups. Other users might have experienced similar issues and could share their solutions or workarounds.

  7. Log Files: Check any log files generated by QuickBooks Desktop Connector for more detailed error messages. This can provide insights into the root cause of the problem.

Remember that the information provided here is general, and your situation may require more specific troubleshooting steps. If you've already tried these suggestions or if the problem persists, it might be beneficial to provide more details about your system setup and the specific steps you're taking when encountering the "create failed" message. This additional information could help in offering more targeted assistance.

For more information about QuickBooks web connector usage & integrations - https://smbdaily.com/quickbooks-web-connector-qbwc/