WildApricot Phone number field character count and type exceeded Quickbooks allotment

[Crednib]

Maryland Native Plant Society invoice #12904 in September 2024 and coinciding payment was not processed during the Make scenario run. It was not notated as an Error on the confirmation so it was not noticed until December 2024.
Speaking with Dave Reed it appears that it was rejected by Quickbooks. Dave will update the Error messaging on the confirmation emails to recognize this situation.

[thelontx]

Additional background and root cause:

• Quickbooks rejected customer creation because the QB phone field is limited to 30 characters. MNPS used the phone field as a notes field and included 3 separate phone numbers.
• The existing Error handling route was focused on "Validation Fault: Duplicate Name...". In this case, the Error Message was "ValidationFault: String length...". As a result, the bundle (specific invoice) errored out and was not processed by the rest of the scenario.
• Though it is not good that the scenario failed to process, it is good to understand additional failure modes and handle appropriately.

Expected fix: (looks complex, but it is simple)

• In the error handling route after customer creation (module 214), update the existing filter.
  • Updated filter name: Customer creation fault (instead of duplicate customer).
  • Updated filter logic: Replace the second condition of "Validation Fault: Duplicate Name" with "Validation Fault"
• In the error handling routes following each create transaction module, update the logic in the Resume module for the specified notes fields. The subsequent "compose html string" module used this notes field to pass the customer creation message to the email summary. In the if() function, replace the "Potential Duplicate Customer" phrase with "QBO Customer Creation Issue". This is being changed to be less confusing in the automated email. Even if this is not changed, the error message will pass properly. These are the fields in the error handling route in which the logic must be updated:
  • Invoice: Private Note
  • Payment: Private Note
  • Sales Receipt: Tools Set variables Module - ErrorCustomMessage

NOTE: This has been manually updated for MNPS.