Summary
QuickBooks Online will display the error - TxnID Cannot Be Linked when there is a mismatch of components between Fieldwork and QuickBooks.
Key Points
If you receive this error verify the following in Fieldwork and QuickBooks:
Fieldwork customer name and QuickBooks "Display name as" must be exactly the same
A customer location has moved in Fieldwork but not in QuickBooks
An Invoice must be synced before a Payment
An Invoice was deleted but a Payment remains in the account
The QuickBooks API might be down
Names are out of sync:
In QuickBooks the "Display name as" line must exactly match the "Name" line in Fieldwork. From time to time a change is made in one and it's not changed in the other. Make sure the names are exact including no double space between words and no extra space after a name.
This also includes location names. Rename it in one, you must rename it in the other.
Location involving a payment has moved in Fieldwork:
QuickBooks does not handle moving a location, which is why the sync doesn't work. Move the location back to the original location and sync the payment. Use the Audit Trail report along with Show All Changes in the location page to identify when and where the location was moved. Move it back and sync the payment.
If you want the location in the account you moved it to, create a new location there to create future Work Orders, Invoices and Payments.
Invoice is not synced in QuickBooks:
Check that the associated invoices are in QuickBooks. That error is often created when you are syncing a payment without an invoice.
-OR-
The related invoice has the QuickBooks sync status of (Yes - Pending updates)
Resync the invoice and then sync the payment.
Tip If you are manually syncing, always sync invoices first and then payments.
Invoice deleted, payment remains:
The most common reason you have a payment without an invoice is you deleted the Invoice but kept the payment. Either delete the Payment or recover the Invoice and sync again.
To recover the Invoice:
Go to Settings/Invoices
Click Invoices in the upper-left corner of your browser
Click Archived
Find the Invoice
To the far right of the Invoice click the Actions button
Click Restore
Sync QuickBooks again
QuickBooks API Network is down:
It could have been a random issue with the QuickBooks Online API. Just like everyone else, they can experience an outage.
Their network that specifically manages their API may cause you to experience delays in syncing. However, this scenario is unlikely the cause.
Check the QuickBooks status at http://status.developer.intuit.com/
Key Word: QBO