xtraCHEF: Clear RMS Reference Feature for QuickBooks

In this Article:

Clear RMS Reference Outcome

There are three things that happen when you select Clear RMS Reference for an invoice in xtraCHEF:

It breaks the link: Clearing the RMS "unlinks" the invoice in xtraCHEF from any previous record in QuickBooks Desktop. To xtraCHEF, the invoice now looks like it hasn't been exported before.
It prevents duplication errors: If a sync fails halfway through, QuickBooks might have a "ghost" record. If you try to sync again without clearing the RMS, you'll get an error saying Invoice already exists. Clearing the RMS tells xtraCHEF to "ignore the old attempt and treat this as a brand-new invoice."
It prepares the Web Connector: Because QuickBooks Desktop isn't always live and it relies on the Web Connector to fetch data, clearing the RMS places that invoice back into the queue. The next time the customer runs the Web Connector, it will see the invoice as a fresh item to be downloaded.

When an invoice extraction error occurs, select the error message (exclamation mark icon) to view the specific details. From there, navigate to the Extract monitor to begin troubleshooting.
Within the Extract monitor, set your filters bases on the Extract Date Range rather than the Invoice Date. After selecting Submit, locate the relevant batch from the list provided.
Select View Details to find the specific invoice. If it appears in the batch, select Re-extract to restart the process.
After selecting Re-Extract, a pop-up window will appear displaying all invoices within that batch. Checkmark the invoice(s) in question and checkmark Clear RMS Ref before selecting Re-Extract in the pop-up. This action removes the existing data link to Quickbooks Desktop, allowing the system to treat the invoice as new.

In QuickBooks Online, you have the ability to clear the RMS reference for a specific invoice. This is particularly useful for resolving sync errors or re-processing an invoice that was previously deleted in your accounting system.
In xtraCHEF, navigate to Search invoice.
Enter the invoice number and select Search.
Locate the correct invoice and select the Re-extract icon (circular arrows).
A pop-up menu will appear with several configuration options. To ensure the invoice is treated as a new entry in QuickBooks Online, select the following checkboxes:
1. Extract Name (located in the column header)
2. Clear RMS Reference
3. Select Re-Extract
The extraction process may take a few minutes to complete. Toast recommends waiting a moment after the extraction to verify that the invoice has arrived in QuickBooks Online.