When you ship orders from Descartes ShipRush that originated in QuickBooks Desktop, tracking numbers and shipping details should automatically update in your QuickBooks® invoices. This article helps you troubleshoot situations where tracking numbers are not appearing in QuickBooks Desktop.
How Tracking Number Writeback Works
After you create a shipping label in Descartes ShipRush for a QuickBooks Desktop order, the system writes back the following information to your QuickBooks invoice or sales order:
Tracking number
Shipping service used
Actual shipping cost (if configured)
The writeback occurs automatically through the QuickBooks Web Connector, typically within minutes of creating the label.
Common Writeback Issues and Solutions
Tracking Numbers Not Appearing in QuickBooks
If tracking numbers are not updating in your QuickBooks Desktop invoices, follow these steps.
1. Verify QuickBooks Web Connector is Running
The QuickBooks Web Connector must be running and connected for updates to sync.
Open QuickBooks Web Connector on the computer where QuickBooks Desktop is installed.
Confirm that Descartes ShipRush is listed and that the status shows as "OK" or "Connected".
If the connector shows errors, update the connection or re-enter your password.
2. Check the Update Interval
By default, the QuickBooks Web Connector checks for updates every few minutes. You can manually trigger an update:
In QuickBooks Web Connector, select Descartes ShipRush.
Click Update Selected to force an immediate sync.
3. Confirm Writeback Settings
In Descartes ShipRush:
Go to Settings and select your QuickBooks Desktop webstore.
Click Edit to view webstore settings.
Verify that tracking number writeback is enabled in the webstore options.
Duplicate Orders Appearing
If you see duplicate invoices being imported from QuickBooks Desktop into Descartes ShipRush, this has been resolved in recent updates. The system now correctly identifies unique orders and prevents duplicate orders.
What to do if you see duplicates:
Ensure you are running the latest version of Descartes ShipRush.
Delete any duplicate orders in Descartes ShipRush (the system will not create new duplicates going forward).
Contact Descartes Customer Support if duplicates continue to appear.
Modified Invoices Not Updating
If you modify an invoice in QuickBooks Desktop after it has been imported to Descartes ShipRush, the changes should sync automatically during the next QuickBooks Web Connector update. Changes include:
Quantity adjustments
Added or removed line items
Address corrections
Allow a few minutes for the sync to complete, or manually trigger an update in QuickBooks Web Connector.
Best Practices
To ensure smooth operation between Descartes ShipRush and QuickBooks Desktop:
Keep QuickBooks Web Connector running on the computer where QuickBooks Desktop is installed.
Set an appropriate update frequency in QuickBooks Web Connector (recommended: every 5-15 minutes during business hours).
Avoid manually editing tracking numbers in QuickBooks Desktop; let Descartes ShipRush manage them automatically.
Keep QuickBooks Desktop "open" during business hours for real-time updates.
Getting Additional Help
If tracking numbers still do not appear in QuickBooks Desktop after following these steps:
Check the QuickBooks Web Connector log for error messages.
Verify that your QuickBooks company file is not in multi-user mode during the sync.
Contact Descartes Customer Support with specific details about the orders affected.