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

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. This one is held, not retried — reopen the period in QuickBooks 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Reconnect needed	Your QuickBooks authorisation expired or was revoked, so posting stopped.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. Swann Retail still has it recorded as posted, so re-posting won’t put it back — re-enter it in QuickBooks yourself if it was removed by mistake, then resolve; or ignore if you removed it on purpose.

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

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 that day out. It stops being flagged, but it still won’t be in QuickBooks until it posts — ignoring accepts the gap, it doesn’t post the day.

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.