This article outlines common issues that may occur when syncing X‑1FBO with QBO (V3), along with recommended steps to resolve them. These scenarios most often affect overpayments, adjustments, payments, and tax configuration during the sync process.
Common Errors & How to Fix Them
⚠️Error:
“Business Validation Error: When you use Accounts Receivable, you must choose a customer in the Name field.”
🤔What this means:
QuickBooks Online (QBO) V3 requires a customer to be selected whenever an Accounts Receivable (A/R) account is used. Processor overpayments, however, are not tied to a specific customer.
❓Why this happens:
The Processor Overpayment Account in X‑1FBO was set to an A/R account, which causes QBO V3 to reject the journal entry.
🛠️How to resolve:
In X‑1FBO, update the Processor Overpayment Account.
Select a non‑A/R account, such as:
Clearing account
Asset account
Liability account
Re‑export the transaction.
⭐Outcome:
The overpayment exports successfully without requiring a customer record.
⚠️Error:
Overpayment Fails to Sync Due to Invalid Account Type
🤔What this means:
QuickBooks Online (QBO) V3 rejected the overpayment because the mapped account type is not allowed for this transaction.
❓Why this happens:
The overpayment item was mapped to an income account that QBO V3 does not permit for overpayment products. Certain account types, including Accounts Receivable and Accounts Payable, are restricted.
🛠️How to resolve:
Update the Overpayment Account mapping in X‑1FBO.
Select a valid account type appropriate for recording overpayments.
⭐Outcome:
Overpayments sync successfully without triggering account‑type validation errors.
⚠️Issue:
Adjustments Fail to Sync Due to Duplicate Document Numbers
🤔What this means:
QuickBooks Online (QBO) V3 does not allow multiple journal entries with the same document number.
❓Why this happens:
Multiple adjustments were generated using the same adjustment name, causing a dependency conflict during sync.
🛠️How to resolve:
Contact X-1FBO Support for assistance.
Our team will generate adjustment document numbers using a unique format with an incremental counter to prevent duplicates.
⭐Outcome:
Each adjustment syncs successfully without dependency errors.
⚠️Issue:
Adjustments Linked to Cancelled A/R Payments Fail to Sync
🤔What this means:
An adjustment cannot sync because it is linked to an Accounts Receivable payment that was later cancelled in QBO V3.
❓Why this happens:
QuickBooks Online (QBO) V3 requires the related payment record to exist when syncing an adjustment. Once the payment is cancelled or voided, the dependency is broken.
🛠️How to resolve:
If this occurs - Contact X-1FBO Support for assistance.
The adjustment may need to be manually updated so it can sync independently.
⭐Outcome:
Once the adjustment is no longer dependent on the cancelled payment, it can sync successfully.
⚠️Error:
“This transaction is matched to a downloaded transaction. If you want to change the account, you need to unmatch the transaction first.”
🤔What this means:
The payment was already matched to a bank‑downloaded transaction in QuickBooks Online (QBO) V3.
❓Why this happens:
Payments downloaded through QBO’s Banking tab are automatically matched. QBO does not allow changes to matched transactions.
🛠️How to resolve:
In QuickBooks Online (QBO) V3, open the Banking tab.
Locate the matched transaction.
Unmatch or unlink the payment.
Re‑sync the payment from X‑1FBO.
⭐Outcome:
The payment and associated invoices sync successfully.
⚠️Error:
“TxnID Cannot Be Linked”
🤔What this means:
A cash receipt cannot be applied because it references invoices assigned to different customers in QuickBooks Online (QBO) V3.
❓Why this happens:
Invoices that belong to a single customer in X‑1FBO exist under multiple customer records in QBO V3.
🛠️How to resolve:
Merge the duplicate customer records in QuickBooks Online (QBO) V3.
Re‑sync the cash receipt.
⭐Outcome:
The cash receipt applies correctly with no linking errors.
⚠️Issue:
Tax Settings in QBO Do Not Match X‑1FBO
🤔What this means:
Tax calculations or invoice totals do not match between X‑1FBO and QuickBooks Online (QBO) V3.
❓Why this happens:
Tax configuration requirements differ by region, and mismatches can cause sync discrepancies.
🛠️How to resolve:
US FBOs: Confirm Tax As Item is configured correctly in QBO V3.
Non‑US FBOs: Ensure the tax percentage in QBO V3 matches the tax percentage shown in the X‑1FBO Summary tab.
⭐Outcome:
Invoices sync with accurate tax calculations and consistent totals.
⚠️Error:
“This transaction has been deposited. Remove it from the deposit first.”
🤔What this means:
A voided payment cannot be updated because it has already been included in a bank deposit in QuickBooks Online (QBO) V3.
❓Why this happens:
Once a payment is added to a Bank Deposit in QBO V3, it cannot be edited or voided until it is removed from the deposit.
🛠️How to resolve:
In QuickBooks Online (QBO) V3, open the related Bank Deposit.
Remove the payment from the deposit.
Save the deposit.
Re‑sync the voided payment from X‑1FBO.
⭐Outcome:
The voided payment syncs successfully.
✅ Tips for Success
Always verify that mapped items in QBO (V3) are Products or Services, not Categories.
Use simple, clean item names without symbols or special characters.
When creating new items in X‑1FBO, confirm they align with your existing QBO item setup.
Need more help? Contact X-1FBO Support for further assistance.