Accounting Integrations – Common Errors and Corrective Action

Quickbooks Online Errors  

Topics in this article include:

• InvalidTokenException: Unauthorized-401

• When using Accounts Payable, a Vendor must be selected

• The Names Supplied Already Exists

• Required parameter AccountRef is missing

• Date Due cannot be earlier than date of transaction

• Duplicate Document Number 

• Email address does not conform to the syntax rules

• Invalid XML character

      Sage Intacct Errors  

• Specified subtotal of ‘Misc’ not found in the document definition

• Date Due cannot be earlier than date of transaction

• Missing the department dimension

• Transaction with the number ‘XXXX’ already exists

• Item ID ‘XXX’ is not valid

• Account ‘XXXX’ is not valid

• Account is inactive

• Your transaction date is within a period that’s been closed

• Line has no associated account

• Debits and credits are not equal

InvalidTokenException: Unauthorized-401

This error indicates that a new refresh token is required from QuickBooks Online (QBO). The user must generate a new refresh token and enter it in the Account Number settings.

Note: A customer-facing document is available with instructions for generating a new refresh token.

When using Accounts Payable, a Vendor must be selected

This error is typically related to using an Accounts Payable (AP) account in the general ledger (GL). When QBO detects an AP account, it requires an associated vendor. Ensure a vendor is selected for the transaction.

The Names Supplied Already Exists

This error usually occurs when a Customer and Vendor share the same name in QBO.
To resolve:

• Add (Vendor) (space followed by “(Vendor)”) to the end of the Vendor name in QBO.

• The integration uses the Name field to search for existing records, so unique names are required.

Required parameter AccountRef is missing

This error is typically caused by missing GL accounts on the transaction.

To resolve:

1. Review the GL Account column and identify any blank fields.

2. Add the appropriate GL accounts.

3. To correct in the export queue:

   • Double-click the blank field.

   • Enter the GL account.

   • Press Tab.

   • Select Refresh.

   • Reset the transaction for export.

To prevent recurrence, ensure all required GL accounts are configured in Account Numbers.

Date Due cannot be earlier than date of transaction

This error occurs when the due date entered during invoice verification is earlier than the transaction date.
Update the due date so it is the same as or later than the transaction date.

Duplicate Document Number

This error indicates that the transaction ID from Point of Rental (POR) already exists in QBO.

To resolve:

• Modify the ID in QBO by adding a suffix (e.g., -1 or a letter).

• Reset the transaction for export.

Email address does not conform to the syntax rules

This error occurs when the email address on the customer record is not in a valid format.

To resolve:

• Review the provided customer number and email address.

• Correct the email format or remove the email address.

• Reset the transaction for export.

Invalid XML character

This error may occur when copied and pasted values include unsupported characters (e.g., tabs or hidden formatting).

To resolve:

• Manually retype the affected AP item on the specified line.

• Reset the transaction for export.

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Sage Intacct Errors  

Specified subtotal of ‘Misc’ not found in the document definition

This error indicates that the “Misc” subtotal is not configured in Sage Intacct.

To resolve:

• Refer to the Intacct integration documentation for Purchase Orders and Transaction Definitions.

• Add “Misc” to the Subtotals setup in Intacct.

Date Due cannot be earlier than date of transaction

This error occurs when the due date entered during invoice verification is earlier than the transaction date.
Update the due date accordingly.

Missing the department dimension

This error occurs because Sage requires a department dimension.

To resolve:

• Remove the department requirement in Sage (if appropriate).

• Reset the transaction for export.

⚠️ Note: Removing this requirement may not align with accounting policies. Confirm with the customer before proceeding.

Dimensions are not supported for Subtotals at root

This error occurs when dimensions are applied to subtotals, which Sage does not support.

To resolve:

• Remove dimensions from subtotals.

• Reset the transaction for export.

Dimensions are not supported for Subtotals at root

This error occurs when dimensions are applied to subtotals, which Sage does not support.

To resolve:

• Remove dimensions from subtotals.

• Reset the transaction for export.

Missing required address

This error occurs when the vendor record in POR does not include a valid address.

To resolve:

• Update the vendor record with a valid address.

• Reset the transaction for export.

Transaction with the number ‘XXXX’ already exists

This error indicates a duplicate transaction ID in Sage.

To resolve:

• Modify the ID in Sage by adding a suffix (e.g., -1 or a letter).

• Reset the transaction for export.

If the issue persists, consider renumbering transactions in POR to prevent conflicts.

Item ID ‘XXX’ is not valid

This error occurs when:

• The item does not exist in Sage,

• The item is inactive, or

• The item is not properly mapped in Intacct configuration.

To resolve:

• Verify the item exists and is active in Sage.

• Confirm Units of Measure are configured correctly.

• Ensure proper mapping between systems.

• Reset the transaction for export.

Account ‘XXXX’ is not valid

This error occurs when GL accounts do not match between POR and Sage.

To resolve:

• Update GL accounts in both systems to ensure consistency.

• Reset the transaction for export.

Account is inactive

This error occurs when an inactive account is used in POR.

To resolve:

• Activate the account in Sage and reset for export, or

• Update the account in POR (including line items and GL settings) to use an active account.

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

This error occurs when the transaction date falls within a closed financial period in Sage.

To resolve:

• Change the transaction date to an open period, or

• Temporarily reopen the period (if permitted by accounting policies).

• Reset the transaction for export.

Line has no associated account

This error occurs when a line item does not have a GL account assigned.

To resolve:

1. Assign a valid GL account in POR that exists in Sage.

2. In the export queue:

   • Enter the GL account where missing.

   • Press Tab.

   • Select Refresh.

   • Reset the transaction for export.

Debits and credits are not equal

This error occurs when a GL transaction is unbalanced.

To resolve:

• Ensure total debits equal total credits.

• Adjust transaction lines as needed.

• Reset the transaction for export.

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