Transaction/Invoice Line Item Not in the Same Contract

Transaction/Invoice Line Item not in same Contract is an alert Maxio Core lists under Attention Needed. It flags an Invoice Line Item whose linked Transaction sits in a different Contract than the Invoice Line Item itself, even though the Transaction and the Invoice share the same Customer. This is a serious data condition -- left unresolved, it corrupts Deferred Revenue reporting for both Contracts involved.

Why the Transaction and its Invoice Line Items end up in different Contracts

A Transaction's revenue and the Invoice Line Items linked to it are each tied to a specific Contract, and under normal conditions both point to the same Contract as well as the same Customer. Deferred Revenue for a Contract is calculated by subtracting that Contract's own recognized revenue from that Contract's own invoiced amounts, with nothing pooled across Contracts. So when a Transaction ends up in one Contract while its linked Invoice Line Items sit in another, the invoiced total lands in one Contract's calculation and the recognized-revenue total lands in the other's, and both Contracts' Deferred Revenue figures come out wrong. Maxio Core detects this exact condition -- same Customer, different Contract -- and lists it separately from a full Customer mismatch.

This typically happens because, in QuickBooks, each Job (or sub-customer) maps to its own Contract in Maxio Core. If an Invoice is moved to a different Job under the same parent Customer, or two Jobs are merged, in QuickBooks after the Invoice has already synced, the next sync moves the Invoice -- and its Line Items -- into the new Job's Contract, but the linked Transaction and its Revenue stay behind in the original Contract. Exactly how QuickBooks itself carries out a Job move or merge in its own interface is QuickBooks's own behavior, not something Maxio's codebase governs. Importing data into Maxio Core can create the same condition as well.

This is related to, but distinct from, the alert covered in the Invoice and Transaction Customer Mismatch article: that condition covers an Invoice moved to a different Customer entirely, while this one covers an Invoice that stays with the same Customer but lands in a different Contract.

Move the Transaction into its Invoice Line Items' Contract

Once you've confirmed which Contract the Invoice Line Items are actually in, you can bring the Transaction back into agreement with them from Maxio Core.

To move the Transaction into the correct Contract

1. Open the Transaction and review every Invoice Line Item linked to it to confirm which Contract they're actually in.
2. From that Contract, open the Invoice and select Edit Invoice Line Items, then disassociate the Transaction from each linked Line Item. A Transaction cannot be moved while Invoice Line Items are still linked to it.
3. From the Transaction's action menu, select Move and choose the Contract where the Invoice Line Items are located.
4. From the Invoice's Edit Invoice Line Items screen, re-associate each Line Item with the Transaction.

If you have more than twenty-five such occurrences, contact support@maxio.com, as you may need assistance completing the correction.

Prevent Transactions and Invoice Line Items from separating into different Contracts

Since this condition typically follows a Job move or merge in QuickBooks after Invoices have already synced, avoid moving or merging Jobs under the same parent Customer in QuickBooks once their Invoices have synced to Maxio Core. If a Job move or merge is unavoidable, review the Attention Needed list for this alert right after the next sync so you can correct it before financial reports are run.

Related information

This condition is related to, but distinct from, the Invoice and Transaction Customer Mismatch alert, which covers an Invoice moved to a different Customer entirely rather than a different Contract under the same Customer.