Fixing what won't post
Swann Retail would rather hold a day than post it wrong, so anything that can’t post cleanly is listed for you on QuickBooks sync health — “Days that couldn’t post to QuickBooks. Fix the cause, then resolve — or ignore to accept it.” Each row shows the period (the day), the issue, and its status.
What each issue means
Section titled “What each issue means”| Issue | What it means, and how to fix it |
|---|---|
| A product isn’t mapped | A sale used a product with no QuickBooks item. Open Map products (Products) and map it. The held day clears and re-posts on its own at the next sync. |
| A tax rate isn’t mapped | A sale used a VAT rate with no QuickBooks tax code. Open Map tax codes (Tax codes) and map it. The held day clears and re-posts on its own at the next sync. |
| A sale add-on isn’t mapped | A tip, auto-gratuity or surcharge has no QuickBooks mapping. If you post each sale, open Map add-ons (Add-ons); if you post a daily summary, open Map accounts (Accounts). Map it — the held day clears and re-posts on its own at the next sync. |
| An account isn’t mapped | A daily-summary figure has no QuickBooks account, or its account can’t take a summary. Open Map accounts (Accounts) and fix it. The held day clears and re-posts on its own at the next sync. |
| The day didn’t balance | The figures didn’t add up to post — usually a missing mapping above. Fix the mapping it points to; the day re-posts on its own at the next sync. |
| A product has no cost | A product sold that day has no cost recorded — usually one deleted after the sale — so its cost of goods sold can’t be worked out. Rather than post an understated figure, the day is held. Give the product a cost (or void the sale), then re-post. |
| QuickBooks rejected it | QuickBooks itself refused the post. Sort it out in QuickBooks, then re-post. |
| The accounting period is closed | The day is dated into a QuickBooks period your accountant has locked, so it can’t post. It’s held, not retried on its own — reopen the period in QuickBooks, then press Accept QuickBooks on the row to post it (if the period is still closed, nothing is posted and the row stays); or move your sync start past it. See Closed accounting periods. |
| Reconnect needed | Your QuickBooks authorisation expired or was revoked, so posting stopped. Reconnect (see Connecting); posting resumes and any held days re-post on their own at the next sync. |
| It was edited in QuickBooks | A day Swann Retail posted was later changed in QuickBooks. Swann Retail flags the difference but won’t overwrite a day it has already posted — re-posting it leaves it untouched. Decide which is right: put it right in QuickBooks yourself, then resolve — or ignore to accept the QuickBooks version. |
| It was removed in QuickBooks | A day Swann Retail posted was deleted in QuickBooks. Post a day won’t put it back, because it’s still recorded as posted — press Accept QuickBooks on the row to re-post it (along with any other recent removed day you haven’t resolved or ignored); or ignore if you removed it on purpose, and it stays out. |
The fix is almost always the same shape: map what was missing (or reconnect) — the held day re-posts on its own at the next sync.
Resolve or ignore
Section titled “Resolve or ignore”Most rows clear themselves: mapping the missing product, tax code, account or add-on (or reconnecting) clears its row and re-posts the held day at the next sync — you don’t have to mark it Resolved by hand.
A few rows you close yourself, because the fix lives in QuickBooks and Swann Retail can’t see it for you — a day edited or removed in QuickBooks, or a post QuickBooks rejected. Once you’ve sorted those out there, mark the row:
- Resolve — you’ve fixed the cause. Clears the row.
- Ignore — you’ve decided to leave it as it is. It stops being flagged, but nothing is posted for you: a day that couldn’t post still won’t be in QuickBooks until it posts, and an edited day keeps the QuickBooks version — ignoring accepts the difference, it doesn’t change your books.
For a day removed in QuickBooks, both choices are final: once you resolve or ignore it, Swann Retail stops flagging it and won’t post it again — not even when you press Accept QuickBooks for another removed day. So ignore a day you deleted on purpose, and resolve one you re-entered in QuickBooks by hand; either way it won’t be posted twice.
For a day edited in QuickBooks, resolving or ignoring covers that edit: Swann Retail stops flagging the day for as long as the entry stays as it is in QuickBooks. If the entry is edited again, it’s flagged again as a new row — and that includes the edit you make to put the figures right, so after fixing a day in QuickBooks expect one more row for it, and resolve that one too.
Post a day yourself
Section titled “Post a day yourself”Sync posts closed days on its own — a held day re-posts at the next sync once you’ve fixed its cause. But you can
also post, or retry, one day on demand: under Post a day, enter the period (the date, e.g.
2026-05-31) and press Post now. This is how you post a held day right away rather than wait for the next
sync.
Open days, and days before your start date, are refused — see Scheduling the sync start. A day held because its accounting period is closed isn’t posted this way either: reopen the period in QuickBooks, then press Accept QuickBooks on its row (see Closed accounting periods).