When setting up your accounts for Quickbooks Online (QBO), you must ensure the name structure matches both in Quickbooks Online and LEAP in order for the sync to function correctly. Failure to correctly match these two will result in errors in your General Ledger link.

For proper codes to set up your Quickbooks, please refer to the following article here.

This error will present itself as an error in your General Ledger. When you click into the error message you will see the following:

In this case above, we are missing one of LEAP’s standard Sub General Ledger accounts called LEAP Debtors.

To fix this issue, first check LEAP’s internal settings to ensure that the account was named correctly by going to Menu > Settings > Application settings > Accounting > General Ledger > Account Codes.

In the example above, LEAP Debtors is set up correctly in LEAP; now we will need to check Quickbooks Onine.

• Log into your QBO account and navigate to the Chart of accounts.

• From here search for LEAP Debtors – if the account does not exist, you can simply create it by clicking “New” in the top right corner of Chart of accounts.

• From here, a window will open asking you to name the account.

• Copy and paste the name from LEAP (in this case the “LEAP Debtors” account) and place it in the account name in QBO.

• Ensure that the account type and detail type are filled out according to the article here. 

• Once the LEAP Debtor account has been created, you can now resync the error journal from the General Ledger.

Another error commonly experienced is “Duplicate Journal Number”. 

This error will appear as the following in the General Ledger Link with the wording i.e., “Validation Exception was thrown. Details: duplicate Document Number Error : You must Specify a different number. This Number has already been used. DocNumber=LJ001234 is assigned to a TxnType=Journal Entry with Txnid=1234.”

This error commonly appears when firms utilize Quickbooks Online for firm expenses or paid salaries. Journal numbers are already occupying the number sequence that LEAP had intended to use to sync over its journals to QBO.

• To prevent this, we recommend the firm adopt another manual number sequence for firm expenses or salaries. To fix the existing journal numbers that are trying to sync to QBO from LEAP, simply log in to QBO and click the search icon in the top right.

• Copy and paste the "LJ" number that is visible from the General Ledger link error message and paste it into the Quickbooks Online search. Once the original manual journal entry appears, open it and confirm that this is NOT a LEAP-related expense and then simply add an additional letter L to the front of the journal number.

• Then click Save.

• Once you have changed all the numbers within QBO that have been duplicated, you can then change the status of the error entries in the General Ledger link to “not exported” and sync them to QBO successfully.

When tax codes do not match exactly in LEAP and Quickbooks Online, errors will appear in the General Ledger and appear with the following message: “TaxCode _____ could not be found in QuickBooks”

In the hypothetical case above, we currently have the HST PE tax in LEAP set up as we were able to select it from the tax options within the program. However, this tax code does not exist in Quickbooks Online.

• To fix the issue within QBO, simply log in to QBO, then navigate to the far left to “Taxes” and click “Sales tax”.

• Once you click into Sales Tax, click on Manage sales tax in the top right to modify the codes. 

• Once here, take a look at the current taxes that already exist to ensure that you don’t already have the tax here. If the tax is there, make sure that the name of the tax on LEAP and QBO match exactly as they are also case sensitive.
• To add a tax you do not see, simply click “Add tax”. 

• From here, add all applicable information to the new tax and match it exactly to what it is named in LEAP (in this example it is HST PE). 

• Once finished click Add, and we can now resync the journal entry in once again as we have added the tax code into LEAP.

1. Click on the box beside the Journal with the error.

2. When you click on the box for the journal entry - a Gear icon with selected items will appear.

3. Click on Selected Items > Select Change Status.

4. Change the Journal Status to "Not Exported" and select Change.

5. Click "Sync Now" - the journal should sync with QuickBooks if there are no other error messages.

This is due to the tax rates being too small – in this example $0.01 is too small of an amount to tax and so the Tax Code needs to be set to Out of Scope.

To change the Tax Code: