Reconciliation Error Messages in Construction Application for Payment Solution

Below are common error messages that you could encounter after you have chosen File -> Application for Payment -> entered data in the Construction Application for Payment Solution Reconciliation window, and click on the "OK" button.

Please enter a valid date (mm/dd/yy or mm/dd/yyyy)

The date must be entered in either of the specified formats shown.

Warning.  Usually only date OR numeric choices are selected.

You are selecting both an invoice number and a date range, while this will work, it may be overly selective.  Normally, you just need to narrow the search down to one or the other.

A different QuickBooks® 200X file is open.  Either open the correct file in QuickBooks, or in CAPS, choose System Setup, Data Locations, to change the QuickBooks file to use.  QuickBooks Error Code:  800404A.  QuickBooks Error Description:   xxxxxxx.  Please correct the problem and try again.

CAPS tried to open a QuickBooks file that is not the same file, that you previously selected or used.

No invoices have been found.  Probable causes are:

1.  Job Customer Type not "AIA Format"

2.  Job Status not "In Progress"

3.  Invoice not created from Estimate.

Details are in Help.

Searching the date range, and/or invoice number range specified, found no Progress Invoices for Jobs, with a status of "In Progress", with a Customer Type of "AIA Format".

• In QuickBooks, make sure that the Invoice is not open (visible on your screen).
• Edit the Job Record, verify that a Customer Type of "AIA Format" has been selected in the Additional Info Tab, and that the Job Status has been set to "In Progress", in the Job Info Tab.
• Verify that there is an Estimate for this job, and that the invoice you are attempting to retrieve, is a Progress Invoice that has been created from the Estimate

Complete details for required job setup are located in the manual and Help file, under the "Jobs" section.

Some Jobs have not yet been setup.  Do you wish to set any of these up?  [Y/N]

The jobs listed below have not yet been added to the CAPS Job List.  Answering NO, will proceed to the print screen for only those that have been previously setup.  Answering YES, will walk you through each job that has not been setup, and allow you to add them to CAPS, at this time.

Retrieving Invoices from QuickBooks failed.  Error Code:  8000????.  Error Description:  xxxxxx.  No Invoices found, please check selection parameters.

Unfortunately, this error has several causes.  Verify QuickBooks Job Record setup (see "No invoices have been found" above), verify QuickBooks permissions, and verify use, of the correct QuickBooks file.

Please select an Estimate

Multiple Estimates exist for this job, please select the correct Estimate number that you wish to use.

Estimate # X with Invoice # X for Customer:Job X.  This entry has more invoice detail lines (#), than Estimate lines (#).  Or, the invoice does not match the estimate.  This Invoice should be a Progress Invoice, with the same amount of lines as the Estimate.  Pertinent information may be missing.

Followed by:

Seriously, this is a bad message for Invoice # X.  You should NOT print or preview this batch, because your Invoice does not match your Estimate.  You may view your Detail to help you troubleshoot, but be sure to CANCEL back out.  You may have forgotten to add your Subtotal line, before your retainage, or moved lines around.

Your current Estimate and Progress Invoice cannot be matched up with your history for this job.  You have probably done one of the"Things you absolutely cannot do in CAPS". After you have brought a job into CAPS and generated AIA billings, you cannot:

• Delete lines from the Estimate or Progress Invoice
• Change the structure of the Estimate or Progress Invoice, by moving line item positions
• Insert a line that uses the same QuickBooks item, as the line that will be directly following the newly inserted line.  If you insert multiple lines, none of the lines may be the same items as the existing item, following these lines
• Change item descriptions on an Estimate, after issuing multiple Progress Invoices, from that Estimate

If you have done any of the above, you must delete all billing history from both CAPS and QuickBooks, and recreate your Progress Invoices in QuickBooks, and pull them back into CAPS.

Due to some limitations in the QuickBooks Software Development Kit (SDK), CAPS has to work in a logical manner.

The entire process starts with your original Bid or Estimate for the job; you enter those line items with their original values once in the QuickBooks Estimate form, and those items remain unchanged during the duration of the job; meaning, that 3 months into the contract, you do not go back and change an amount or a description.  Such an action will only confuse CAPS and cause you problems.

In the normal course of a construction project, there are times when Change Orders or Extra Work Orders that can both increase or decrease the original contract occur; and in a logical fashion, those changes should be added to the bottom of the Estimate, after the line items for the original portions of the Estimate; you should not go back to the Estimate and just increase the dollar value for line item X, or delete the line for line item X, as it throws off the entire logical history of your job.  Change Orders should be listed as individual line items, with either an increase or decrease, to the contract.  Your Estimate should reflect the real life changes that occur on the job.

Again, following logic, you return to the Estimate Form each month when you are ready to do a draw request, and create a Progress Invoice, indicating the amounts that you are currently billing for; once the Progress Invoice has been created, you should not add additional lines that do not exist on the Estimate; because then, that line has nothing to link back to, nor does it automatically add that line item, to the Estimate for you.  An action such as this, will only confuse QuickBooks, CAPS, and yourself.

CAPS, through the use of the SDK, is only able to utilize the line item descriptions and dollar amounts, from both the Estimate and the Progress Invoice, and completes all the other mathematical calculations that are required on the Continuations Sheet; CAPS cannot work off the similar columns that are shown on the Progress Invoice, because the SDK does not allow access to these columns, and even QuickBooks itself, does not keep track of the amounts in those columns anywhere, other than on the Progress Invoice - meaning, you cannot generate a report showing the information that you see on the Progress Invoice.

One additional warning, you should only have 1 invoice for this job, for a specific date; having more than 1 invoice for the same date will confuse CAPS, as well as, yourself.

Run time error 91.  Microsoft Excel 97, 2000, XP, 2007 is not installed on this system.  Or, your license has expired.

All of these error messages relate to the installation of Microsoft Word, and/or Excel.  

Changes must be saved first, before auto calculations may be correct.

Sales Tax cannot be calculated until the screen is saved.