Invoice with Non-QuickBooks Item

Invoice with Non-QuickBooks Item is the alert that appears when an Invoice has a Line Item that uses an Item created directly in Maxio Platform rather than in QuickBooks. Until that Item is assigned a QuickBooks ID, Maxio Platform will not sync the Invoice.

Why an Item Created Directly in Maxio Platform Blocks the Invoice

Maxio Platform will not sync an Invoice if any of its Invoice Line Items uses an Item that has no QuickBooks ID. An Item only gets a QuickBooks ID one of two ways: it was created in QuickBooks first and synced down to Maxio Platform, or Maxio Platform pushed a Maxio-created Item up to QuickBooks during a sync.

Every new Item created directly in Maxio Platform starts with its Do Not Sync setting turned on. Until someone turns that setting off, Maxio Platform never pushes the Item to QuickBooks, so it never receives a QuickBooks ID.

Whether Do Not Sync can even be turned off depends on which QuickBooks product the account is connected to.

• If the account connects to QuickBooks Online, Maxio Platform can push new Items up during a sync, so turning off Do Not Sync makes the Item eligible to sync.
• If the account connects to QuickBooks Desktop, Maxio Platform has no sync step that sends or updates Items in QuickBooks Desktop at all, so the Do Not Sync setting is not even available to edit on the Item. An Item created directly in Maxio Platform for a QuickBooks Desktop account can never receive a QuickBooks ID.

Give the Item a QuickBooks ID

How you clear this alert depends on which QuickBooks product the account connects to.

Resolve It for QuickBooks Online

For a QuickBooks Online connection, Maxio Platform can send the Item to QuickBooks for you.

To let Maxio Platform sync the Item to QuickBooks Online

1. Open the Item and turn off the Do Not Sync setting.
2. Save the Item.
3. Run the next QuickBooks sync, or wait for the scheduled sync to run. Maxio Platform sends the Item during the sync, and it receives a QuickBooks ID.
4. Once the Item has a QuickBooks ID, the Line Item that was blocking the Invoice no longer blocks it, and the Invoice can sync on the next QuickBooks sync.

Resolve It for QuickBooks Desktop

For a QuickBooks Desktop connection, Maxio Platform cannot push a Maxio-created Item to QuickBooks under any setting, so the Item has to originate in QuickBooks Desktop instead.

To give the Item a QuickBooks ID

1. Create the equivalent Item directly in QuickBooks Desktop.
2. Run a QuickBooks sync so Maxio Platform pulls the new Item in with a QuickBooks ID.
3. Open the Invoice's blocking Line Item and change it to use the newly synced Item.
4. Save the Line Item. The Invoice can now sync on the next QuickBooks sync.

Prevent Non-QuickBooks Items From Blocking Future Invoices

Before creating a new Item directly in Maxio Platform for use on an Invoice that needs to sync to QuickBooks Desktop, create the Item in QuickBooks Desktop first and let it sync down to Maxio Platform, since Maxio Platform can never push a Maxio-created Item to QuickBooks Desktop. For a QuickBooks Online connection, turn off Do Not Sync when you create the Item if it will be used on Invoices that need to sync.

Related information

For more on other Invoice-level sync alerts and how to resolve them, see Understand and Resolve Invoice Alerts.