Warnings and Messages

The following are warning and error messages that might be encountered when using the Point of Sale QuickBooks Interface (POSQBi).

This is just of a compilation of what has been reported. However, if you encounter and error message not otherwise listed here that you are unable to resolve, please contact your local reseller.

• File <folder>\SYSCNFG.SCR not found.-The configuration file SYSCNFG.SCR is not found on the folder/directory<folder> where the interface (POSQBi) is run from. To correct, install the executable (POSQBi.EXE) into the RMWin folder.

• Accounting interface not enabled- The accounting interface (POSQBi) is not enabled. Contact your reseller to have this enabled,

• This interface requires version 14.0 or later of the Restaurant Manager Point of Sales system (RMPOS).- The interface (POSQBi) is being run on an earlier version than version 14.0 of the Restaurant Manager Point of Sale (RMPOS) system. To correct, contact your reseller to upgrade to the latest version of the system.

• This interface requires QuickBooks 20xx (Pro/Premier) version or later- The QuickBooks installed on the system where the interface (POSQBi) is being run from is an older version. To correct, install the latest version of QuickBooks 2010 or 2011(Pro/Premier) editions only

• Invalid password, unable to log in- When logging into the interface (POSQBi), an invalid password was provided. To correct, enter the correct employee password when prompted.

• Interface not supported- The interface (POSQBi) is being executed on a system that does not have QuickBooks installed. The POSQBi executable must be run on the computer where QuickBooks is installed and must be properly mapped on the network.

• 8004040A Error- A QuickBooks company data file is already open and it is different from the one requested. The interface (POSQBi) has attempted to access a company data file as set in Set-Up > General but there is already a company data file that is open in the QuickBooks user interface.To correct, either do one of the following:

1. in the interface (POSQBi), select another data file (see: QuickBooks Company File) and select the same company file that is already open in the QuickBooks user interface
2. in QuickBooks user interface, click on File > Close Company, then retry the operation

• 80040410 Error- The QuickBooks company data file is currently open in a mode other than the one specified by your application. The interface (POSQBi) has been set to access a QuickBooks company file that is currently open in a different mode. To correct, in the interface (POSQBi), do the following steps:

• Click on click on Edit >Set-Up.
• When the set-up dialog pops-up, click on the General tab.
• In the Open Company File Mode group, select the "Do Not Care mode" radio button
• Click on the Save Settings button.
• Click on the Close button.
• Restart the operation.

• 80040414 Error- A modal dialog box is showing in the QuickBooks user interface. Your application cannot access QuickBooks until the user dismisses the dialog box. Switch (Alt-Tab) to QuickBooks application user interface and close the open dialog box. Switch back to the interface (POSQBi) then retry the operation.

• 80040418 Error- This application has not accessed this QuickBooks company data file before. The QuickBooks administrator must grant an application permission to access a QuickBooks company data file for the first time. The interface (POSQBi) is attempting to access a QuickBooks company file that it is still not registered to access. Make sure that the company file selected for accessing is the correct one. After doing so, proceed to Registering The Interface To QuickBooks.

• 8004041D Error- This application is not allowed to log into this QuickBooks company data file automatically. The QuickBooks administrator can grant permission for automatic login through the Integrated Application preferences. The interface has not been set-up to have automatic access to the QuickBooks company data file it is set-up with (see: QuickBooks Company File)
• 80040420 Error- The QuickBooks user has denied access. The interface (POSQBi) has been denied access to the company file. Ask your database administrator to allow access to the company file. To correct, follow the instructions in the following topics:

• Registering The Interface To QuickBooks
• QuickBooks Preferences For The Interface

• Warning: No valid accounts read from QuickBooks- This message would appear when the interface attempts to read valid accounts from QuickBooks applying the account type filter that you may have selected. If no accounts are found, this warning message pops up.

• Cannot perform this operation on a closed table-This error dialog pops-up when the interface (POSQBi) is attempting to read a non-existing database file or index. To correct, you can do the following:

1. execute FILEGEN.EXE to generate the non-existing database files
2. execute RMINDEX.EXE to generate the non-existing index files

• Error: Unable to save changes to ACCT.DBF-The interface (POSQBi) has attempted to update the file ACCT.DBF but was not able to. It could happen when there is another application keeping a lock on ACCT.DBF file. To correct, make sure that all applications currently active are not holding the file then retry the operation. You can try running the CHKDBFS.EXE utility if this file is being kept open.

• Error: QuickBooks company file not yet set-up- The QuickBooks company file that the interface (POSQBi) need to be accessing with has not yet been defined or set-up. To correct, see QuickBooks Company File.

• 3175 Error-There was an error adding, modifying or deleting <list id> because it is already in use. QuickBooks error message: The list element is in use. This occurs when updating the employee record as well as the corresponding job classes assigned to the employee in the set-up dialog while the QuickBooks user interface is currently accessing the list. To correct, do the following:

1. Open the QuickBooks user interface.

2. Find the window titled Select Employees To Pay.

3. Close the window.

4. Retry the operation in the interface (POSQBi).

• Error: Inactive or empty (undefined) name for employee number <n> is encountered. Please correct before proceeding- A log-in record for an inactive or undefined employee has been detected and should be corrected before proceeding to posting the log data to QuickBooks. In the BackOffice, click on the Employees toolbar icon, select the employee number <n> as specified in the message. Provide a valid employee name and make sure that the Active check box is checked. Then retry the operation in the interface (POSQBi).

• Error: The following employee(s) are not found in QuickBooks- When processing log in data, the interface (POSQBi) encountered some employees that are not found in QuickBooks. For a time sheet entry to be successfully made, it is inherent that the employees the time sheet would belong to can be found in QuickBooks. To correct, do the following:

1. Send the employee (s) listed to QuickBooks (see: Adding Employees To QuickBooks).
2. Make sure that the name of the employee has not be inadvertently changed in the BackOffice or in QuickBooks causing a name-based link to be broken (see: Employee Naming Conventions).

• 3180 Error- There was an error when saving a General Journal transaction. QuickBooks error message: Transaction split lines to accounts payable/receivable must include a vendor/customer on that split line. This occurs when one of the entry lines created for the General Journal entry in QuickBooks contain an account of the accounts payable or accounts receivable type. In this case, QuickBooks is requiring the interface (POSQBi) to supply the specific vendor or customer for this transaction which is not supported yet. To correct do the following:

1. Bring up the Data Preview window.
2. Search through the preview for the possible erring account name.
3. Go to the set-up dialog, find that item and assign another account name.

• 3180 Error- There was an error when saving a General Journal transaction. QuickBooks error message: Transaction not in balance. The transaction being listed is not balanced, that is, the total for all the debit amounts does not equal to the total of all the credit amounts. In this case, you may need to take some corrective actions from within the RMPOS or the BackOffice.

• 3180 Error- There was an error when saving a General Journal transaction. QuickBooks error message: Missing account. The account specified in one of the transaction lines may no longer be available in QuickBooks or may have been made inactive.

• Error: Form of payment <msg> has no defined account- The account for the form of payment <msg> that is to be used in creating a general journal entry to be sent to QuickBooks has not been defined. To correct, set-up the forms of payments (see: Setting-Up Payments).

• Error: Account name assigned for item <msg> is not a valid QuickBooks account- One of the sales data items (i.e. item groups, payments, etc.) name <msg> has been assigned an account that is not found in QuickBooks.To correct, do either of the following:

1. Assign a valid account (see: Setting Up the Interface).
2. Add the account name assigned to <msg> in the QuickBooks user interface then retry the operation.

Note: For more information on setting up accounts, refer to the QuickBooks reference manual.

• Error: No account assigned for item <msg>- The item <msg> in use on the sales data has no account assigned yet. To correct, do the following:

1. Display the preview window (see: Sales Data Preview) in the set-up dialog.
2. Determine the item type of <msg>.
3. Assign a valid QuickBooks account (see: Setting Up the Interface).

• The enumerated value <msg> in the field state is unknown- The employee state field contains an invalid value <msg>. It is either blank or contains an unknown abbreviation. Take note that QuickBooks only accepts two (2) letter abbreviations for the state field.

• The integrated application has no permission to access personal data. The QuickBooks administrator can grant permission to access personal data through the Integrated Application preferences- The interface (POSQBi) has not yet been completely set-up to access the QuickBooks company data file. To correct, follow the steps in QuickBooks Preferences For The Interface.

• Warning: No employees read from QuickBooks- The interface (POSQBi) attempted to retrieve the list of employees from QuickBooks but none were returned. This is just a warning that something might be off. To correct and/or check, do the following:

1. Make sure that the interface (POSQBi) is attempting to read from a valid (and correct) company file, see settings in QuickBooks Company File if not.
2. Selecting employees with status set to POS from the Set-Up dialog corrects this warning.
3. Check in the QuickBooks user interface to see if there are really no employees, if so, then disregard this warning.

• Error: Undefined tip wage item or invalid tip conversion rate- Aside from the job classes assigned to the employee in the BackOffice to QuickBooks as tip wage items, the interface (POSQBi) also sends an additional tip wage item for handling tips as a time entry in the employee time sheet. To correct, do the following:

1. In the interface (POSQBi), bring-up the Set-Up dialog.
2. Click on the Log Data/Tips tab.
3. In the box QuickBooks Tip Wage Item to use, select a valid item.
4. In the box Tip Conv. Rate, put the conversion rate.
5. Click the Save Settings button.

Note: See Tip Handling Settings for more information.

• 3140 Error: There is an invalid reference to QuickBooks PayrollItemWage "<msg>" in the Employees. QuickBooks error message: Invalid argument. The specified record does not exist in the list.The interface (POSQBi) attempted to send employee information to QuickBooks but one of the tip wage items named <msg> does not exist in QuickBooks. To correct, do the following:

1. Make sure that the Tip Handling Settings are properly defined and set-up.
2. Make sure that the all the job classes are properly sent to QuickBooks (see: Adding Job Classes and that they contain valid accounts.
3. If you need to create the tip wage item, see Adding Tip Wage Item in QuickBooks.

• 3000 Error: Account name assigned to job class is not found in QuickBooks- When adding job classes to QuickBooks, the displayed job class is rejected for the reason that the account name being assigned to it is not a valid one, that is not found in QuickBooks. To correct, do either one of the following:

1. In the interface (POSQBi), select the offending job class and assign in a valid account name (see Adding Job Classes).
2. In QuickBooks user interface, add the account by clicking on List > Chart of Accounts.
3. Right-click on the accounts list and click on New.
4. Proceed as you would in adding accounts on QuickBooks (see QuickBooks manual).

• Error: Job Class <msg> has no defined expense account- The job class of the name <msg> has no defined expense account, that is, it is being left blank. To correct, in the interface (POSQBi), assign a valid account name (see: Adding Job Classes).

• Warning: No methods of payments read from QuickBooks- When POSQBi attempted to read the list of methods of payments from QuickBooks, none is returned. This is just a warning and will be corrected when the forms of payments defined in the BackOffice are sent to QuickBooks. To do this, see Setting-Up Payments.

• Error: This version of QBML that was requested is not supported or is unknown-This is caused when using the Canadian Version setting on the General Tab of the Setup form is enabled. Changing the setting to US version usually solve this problem.