Error: "Invoice already exists with payment(s) applied" or "Invoice already in a fully paid state."
Applies to: ConnectWise, Autotask PSA, Xero, QuickBooks Online
How can this happen?
- The sync issue is that the records can't be updated, as the invoice in Xero/QBO has already a payment/s applied.
- The issue may also occur when a Bill or other transaction type in Xero/QBO uses the same number for an invoice.
If the invoice was previously synced and has to be resynced because of the recent changes, please follow the steps below:
- Remove the payment in Xero/QBO
- Re-sync the invoice
- Re-apply the payment in Xero/QBO
However, if the invoice details already appear correctly in Xero/QBO and no changes required to resync the invoice, then:
In ConnectWise Manage, you may just create a Manual Batch to remove the record from the unposted recorrds
For Autotask PSA, on the Sync screen, choose the Sync Action "Set Web Service Date in AutoTask. Do not post to Accounting Package" and select the invoice then click on Start Sync.
If there is already a Bill created in Xero/QBO with the same invoice number, rename the bill or add a prefix “PO” or “Bill” then re-sync the invoice.