Item's Active Setting Mismatch

If the Item Active Setting Mismatch alert appears in your QuickBooks integration's Attention Needed section, Maxio Core has found at least one Item whose Maxio Core Active status does not match its QuickBooks Active status. These are two separate settings on the Item, and this alert lists every Item where the two currently disagree.

Why the Maxio Core and QuickBooks Active statuses can differ

Every Item in Maxio Core carries two independent Active fields. The Maxio Core Item Active status controls whether the Item appears in the Item drop-down when creating Transactions and Invoice Line Items; an Item that is Inactive in Maxio Core cannot be selected for new Transactions or Invoice Line Items, though it remains available in reports. The QuickBooks Item Active status, by contrast, is always set in QuickBooks and is copied into Maxio Core whenever Items sync.

These two fields are stored independently, and changing one does not change the other. Beyond the moment an Item is first created from QuickBooks data, an ongoing sync only ever updates an existing Item's QuickBooks Active status in Maxio Core, never its Maxio Core Active status. So whenever either setting is changed on its own, without a matching change on the other side, the two drift apart and that Item shows up in this alert.

How the mismatch affects invoice syncing

QuickBooks Online

The QuickBooks Item Active status does impact Maxio Core's ability to create Invoices in QuickBooks Online. An Invoice created in Maxio Core with a line item that uses an Item that is a QuickBooks Online Product that has been deleted in QuickBooks Online will not sync to QuickBooks Online.

QuickBooks Desktop

The QuickBooks Item Active status does not impact the ability for Maxio Core to create Invoices in QuickBooks Desktop solutions.

Correct the Item's Active status

Maxio Core provides a bulk action that resets the Maxio Core Active status of every Item on the mismatch list to match its current QuickBooks Active status.

WARNING: Running this action updates every Item on the list at once and cannot be undone.

To match the Maxio Core Active status to QuickBooks for all listed Items

1. From the Attention Needed section of the QuickBooks integration page (or the Items page), select Item Active Setting Mismatch to open the list of affected Items.
2. Select Match.
3. Select Update to confirm.

To correct a single Item without changing the others, edit that Item directly in Maxio Core and update its Maxio Core Active status to match QuickBooks. Changing the status in QuickBooks and syncing only updates that Item's QuickBooks Active status in Maxio Core; it does not update the Maxio Core Active status, so the mismatch will remain until you edit the Item in Maxio Core or run the bulk match action above.

Related information

You can read more about how the Maxio Core Item Active status works in Items Overview (Add, Edit, & Remove).