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Accounting Integrations – Common Errors and Corrective Action
Topics included in this article
QuickBooks Online Errors
“InvalidTokenException: Unauthorized-401”.
This tells you they need to get a new refresh token from QBO and enter it in their account number settings. Here is a document for getting a new Refresh Token, QuickBooks Online Refresh Token Instructions (Elite Only).
When you use Accounts Payable, you must choose a Vendor
The error is usually related to having an AP account in the GL accounts. When QB sees an AP account being used, it requires a Vendor.
“The name supplied already exists”
It is typically related to having a Customer and Vendor in QBO with the same name. For that error, the customer needs to add
“ (Vendor)” (space then “(Vendor)”) at the end of the Vendor name in QBO to differentiate between the customer and vendor names. The integration uses the “Name” field when searching in QBO for existing accounts. By using different names (modifying the vendor name), it will allow them to go over.
Required parameter AccountRef is missing
The error is normally related to missing GL accounts on the transaction. You can see what is missing in the GL Account column and look for blank spaces. All of these will need a GL. The customer will need to add the missing GL in their account numbers to prevent this from recurring, but they can manually enter the GL in the queue by double-clicking in the blank space, entering the GL, tabbing out of the space, selecting refresh, then resetting it for export.
Date Due cannot be earlier than date of transaction
The error is related to the Due date they entered when verifying the invoice. As stated, it can’t be earlier than the transaction date.
Duplicate Document number
The error is related to the ID in POR already existing in QBO. The ID is system-generated in POR, so they need to modify the ID in QBO by adding a -1 or an alpha character to the end of the ID in QBO, to differentiate them and reset for export
Email address does not conform to the syntax rules
The error is for the email address on the customer record not meeting the syntax requirements. It will provide the customer number and email address that is incorrect. Change the email address to a correct format on the customer record or remove it and reset for export.
Invalid XML character
Sometimes if values are copied and pasted in POR, they will have these different characters (ex: enter, tab, shift etc.) that cause it to error out. Manually retype the AP Item on the listed line item and reset it for export
Sage Intacct Errors
Specified subtotal of ‘Misc’ not found in the document definition
The customer should be referred to the Intacct integration documentation regarding Purchase Orders and Transaction Definition. They need to add ‘Misc” to their Subtotals setup in Intacct.
Date Due cannot be earlier than date of transaction
The error is related to the Due date they entered when verifying the invoice. As stated, it can’t be earlier than the transaction date.
Missing the department dimension
The error is caused by Sage requiring a department dimension. Remove the department requirement in Sage and reset for export.
Dimensions are not supported for Subtotals at root
The error is due to the requirement for dimensions in Sage for subtotals. Sage does not support dimensions on subtotals. Remove the dimensions for subtotals and reset for export.
Term name is not valid
The error is due to the terms in POR not exactly matching the terms in Sage. You can remove the terms on vendor records in POR and set default terms in Sage then reset for export.
Missing required address
The error is due to a missing or invalid address on the vendor record in POR. Update the vendor record with the valid address and reset for export.
Transaction with the number “XXXX” already exists
The error means there is an existing transaction ID in Sage with that number. Sage does not allow duplicate IDs. Modify the ID in Sage by adding a -1 or alpha character to the end to differentiate them and reset for export. If the problem continues to occur, POR can renumber the numbers to avoid conflict.
Item ID “XXX” is not valid
The error is from either the item doesn’t exist in Sage, is inactive in Sage, or has not been mapped between the two systems in Intacct configuration. Verify the item is in Sage and active and the Units of Measure are configured correctly. then reset for export.
Account “XXXX” is not valid
The error is due to not having GL accounts matched in both systems. Update the GL account in both systems so they match and reset for export.
Account is inactive
The error is from using an account in POR that is not active in Sage. Find the account in Sage and mark it active, then reset for export. If you don’t want the account activated, change the account in POR for the line item as well as your GL accounts to use the correct one.
Your transaction date is within a period that’s been closed
The error is due to a financial period that has already been closed in Sage. You must change the transaction date to be within an open period OR temporarily reopen a closed period (only if allowed by your accounting policy) to allow it to post. Reset it for export.
Line has no associated account
The error is when a line does not have any GL account assigned. Add a GL account in POR that exists in Sage in the account settings and you can manually add it into the export queue where it is missing, tab out of that block and hit refresh, then reset for export.
Debits and credits are not equal
The error is when a GL Transaction is unbalanced (total amount of debits doesn’t equal the total amount of credits). Sage requires all GL transactions to be balanced. Review and adjust the transaction lines as needed to achieve balance and reset for export.