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How to Fix QuickBooks Posting Errors: Invalid AR Account & Currency Mismatch

When posting invoices from Webgility to QuickBooks, you may encounter the following error:
Post to QuickBooks failed. Invalid reference to QuickBooks AR Account "Accounts Receivable" in the invoice.
QuickBooks error message: The currency of the account must be either the home currency or the transaction currency.

This error occurs when the Accounts Receivable (AR) account's currency does not match the customer or transaction currency. To resolve this, you'll need to enable multi-currency in QuickBooks and ensure that all currency-related settings are properly configured in both QuickBooks and Webgility.

Step-by-Step Resolution

1. Log in to QuickBooks as Admin

Open QuickBooks Desktop and sign in with administrator privileges. Admin access is required to enable multi-currency and adjust account settings.

2. Enable the Multi-Currency Feature

⚠️ Important: Once multi-currency is enabled in QuickBooks, it cannot be turned off.

To enable:

  1. Go to Edit > Preferences

  2. In the left panel, select Multiple Currencies

  3. Click the Company Preferences tab

  4. Select Yes, I use more than one currency

  5. Confirm the warning dialog and click OK

3. Add Required Currencies

  1. Go to Company > Manage Currency

  2. Click Currency List

  3. Add or enable all required currencies that match those used in Webgility and by your customers

4. Set Up Customers by Currency

Each customer must be assigned a currency. If the same customer transacts in multiple currencies, create separate customer profiles in QuickBooks—one for each currency.

To do this:

  1. Open the Customer Center

  2. Create or edit customers

  3. Assign the correct currency per customer

5. Set Up Bank Accounts for Each Currency

Each currency should have its own bank account in QuickBooks:

  1. Go to Chart of Accounts

  2. Click Account > New

  3. Choose Bank, assign a name, and select the corresponding currency

6. Create AR Accounts by Currency

Similarly, each currency must have a dedicated Accounts Receivable (AR) account:

  1. In Chart of Accounts, click Account > New

  2. Select Accounts Receivable

  3. Assign the appropriate currency

  4. Repeat for each needed currency

7. Sync QuickBooks Data with Webgility

In Webgility:

  1. Navigate to Connections > Get Latest Data & Settings

  2. Re-download data to update the currency list, customer profiles, and AR accounts from QuickBooks

8. Map Currencies in Webgility

After downloading:

  1. Go to Webgility > connection > Accounting > Sync Settings > Customers > Map currency.

  2. Make sure each customer in Webgility is correctly mapped to their corresponding QuickBooks profile (with the correct currency)

9. Retry Posting to QuickBooks

After completing all configuration and mapping steps, try posting the invoice or order again from Webgility. The transaction should now post successfully.

If the problem persists, contact Webgility Support for further assistance.

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