Service Titan Knowledge Base

QuickBooks Desktop export error: The specified record does not exist in the list.Last updated on 05/03/2022

This article explains why a user is getting The specified record does not exist in the list error and the steps they need to take to be able to export.


Problem

The specified record does not exist in the list Quickbooks error message  means:

  • The record does not exist in Quickbooks. This is caused by a General Ledger Account that is used in ServiceTitan but does not yet exist in Quickbooks. A record typically refers to payment, customer, location, invoice, or general ledger account.

  • The record is spelled differently in ServiceTitan and in Quickbooks.

  • A General Ledger Account or Payment Method was improperly added to ServiceTitan so it does not match QuickBooks. 


Solution

A record typically refers to payment, customer, location, invoice, or general ledger account.

First, Check Export Error Report to determine which record is causing the error.

If the Entity section does not include the entity type or, if the entity type is blank within the error message itself then Check the batch for posted items to guide the customer on where to look in Quickbooks.


Check Export Error Report

  1. In the Accounting Tab, type the number of the Batch you are trying to export.

  2. Click Export Error Report in the flyout window connected to the Batch Number.

  3. Within the Export Error Report, locate the specified record does not exist in the list error. Note: If there are lots of errors, export the report to excel and filter the Message column for the specified record does not exist in the list.

  4. Once you’ve located the error, refer to the Entity Type report column to find which record is causing the error. For example, the Entity Type below is an Invoice and the Specified Record in the Message refers to an item in the Invoice. It is important to check Entity Type and Message for insight on what is causing the error.

  5. If the Entity Type is empty,  Check the Batch For Posted Items. Otherwise, Confirm the record exists in Quickbooks.


Check the Batch For Posted Items

If the Entity Type is missing in the Error Report, check the batch within the Accounting Tab for items that are in a posted status and not exported. This will narrow down the batch so you can focus on the items that may have caused the error.

  1. Identify items in the batch that are still in the Posted status, and thus were not successfully Exported. Note: To make Posted items easier to find, sort the Status column of the batch by clicking the bottom arrow under Status which will bring Posted items to the top of the list. You should repeat this process if there is more than one Entity Type in the batch (for example,  Bills, Payments, Inventory Transfers, Inventory Adjustments, Inventory Returns).

  2. Click the blue hyperlink under Entity Type to open the record.

  3. Check the different items in the posted invoices in ServiceTitan to Confirm a matching record exists in Quickbooks.


Confirm a matching record exists in Quickbooks

Once you’ve located the record in ServiceTitan, confirm it exists in Quickbooks.

  1. For example, if the Entity Type is Customer, confirm the customer on the invoice exists in Quickbooks. Note: If you are not able to confirm the Entity Type, work through the following list of records in orders:

    1. If the error message refers to a customer, Find the customer in Quickbooks Desktop: recommended workflow and confirm it matches the customer in ServiceTitan.

    2. If the error message refers to a payment, Find the payment term in Quickbooks Desktop: recommended workflow and confirm it matches ServiceTitan. If it doesn’t match, match the payment term in ServiceTitan so it matches and will export successfully.

    3. If the error message refers to a GL Account, Find the General Ledger Account in Quickbooks Desktop: recommended workflow and confirm it matches ServiceTitan. If it does not exist or does not match, Create or edit a General Ledger Account in Quickbooks Desktop and re-export.

For this example, the customer is Taye Taiwo.

  1. Confirm the customer exists in Quickbooks and is spelled the same as it is spelled in ServiceTitan. 

  2. Check ServiceTitan for an inactive record as well. If there is an inactive record it could have the same information as the active one in Quickbooks which would cause an export error to occur:

    1. Click Search and select Customer from the dropdown menu.

    2. Click Active and Inactive. Search for Taye Taiwo.

  3. If a duplicate is found, for example, a customer, confirm that all information matches in ServiceTitan and Quickbooks. 

For this example, we can see the address and customer ID match between ServiceTitan and Quickbooks.

  1. If the customer information does not match, update it either in ServiceTitan or Quickbooks and re-export.


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