Sync Error

Definition

Troubleshooting Steps

RCRD_DSNT_EXIST: That record does not exist.

The transaction was synced over, then deleted in NetSuite, and then attempted to sync it again.

If a transaction is deleted in NetSuite, it cannot be synced again, which helps prevent duplicates. The transaction will need to be manually input into NetSuite.

The transaction is missing a required tag that is mapped in the NetSuite integration.

The custom field option for this transaction hasn’t been mapped to your NetSuite account.

Vendor record failed to create with a duplicate name error. Please check if the vendor exists in NetSuite. If it does, ensure your subsidiary can use it.

Vendor does not have access to the necessary subsidiary.

Transaction synced successfully, but attachment was not able to sync.

The receipt file attachment is an incompatible file type.

Bad request: ERROR|USER_ERROR|The transaction date you specified is not within the date range of your accounting period.

The books have been closed within NetSuite for the period of time when the transaction(s) took place.

Bad request: ERROR|USER_ERROR| Please enter value(s) for: Vendor Payment Method

OR

Bad request: ERROR|USER_ERROR| Please Enter Values for: Email Address for Payment Notification

These errors (and any similar sync errors) are specific requirements set up by clients in NetSuite regarding vendors that are not compatible with our integration.
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For example, the Vendor Payment error references a field that must be included when a Journal Entry is associated with the vendor, which is not included in our synced data.

Turn off vendor sync and reattempt sync.
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If this is not successful, contact support for further assistance.

Can’t sync object, sync taking longer than expected. Sync started at: XXXXXX, Stopped at: XXXXXX

Sync has been stuck in pending for too long. This is due to an issue with role permissions in NetSuite.

Attempt to re-sync one transaction individually.

If the same error displays, check if admin permissions have been removed from the user who set up the integration.

If so, complete one of the following steps:

If you have the same user set up the integration again, all your prior mappings will save,
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If a new user sets up the integration, you must remap your integration.

Your role needs Journal Approval permission of level at least edit to be able to edit approved journal entries. Please update your integration user-role permissions in NetSuite.

There is an issue with role permissions in NetSuite.

Ensure that the admin syncing these transactions has journal entry permissions in NetSuite. Once they have permissions, clear your cache and cookies and manually re-sync the transaction.

Invalid entity reference key XXXX for Subsidiary X. You need to allow your subsidiary to use this object (Vendor, Account, Class, Department or Location) in NetSuite.

The admin syncing these transactions does not have permissions to create a new vendor in NetSuite.

When the four-digit number XXXX is the same for two transactions with the same vendor, vendor approvals are the issue.

Either open Netsuite and approve these new vendors or turn vendor sync off in Spend Center.

Authentication with NetSuite failed. Check that your access hasn't been revoked.

The user who initially set up the NetSuite connection has likely had access revoked or changed their password.

Note: As long as you are using the same company in NetSuite, your integration mappings will be remembered. You may need to create a new user with an admin role in Netsuite with all permissions enabled.

Bad Request: ERROR|DUP|VENDOR_NAME|There is already a vendor using that entity name.

There is a conflict with the subsidiary or vendor name

Sync Error

Defintion

Troubleshooting Steps

The QuickBooks file is not available.

The Sync Dashboard cannot locate your QuickBooks company file.

Your login information has changed. Update your Sync profile.

Sync Dashboard is asking for credentials/sync token every time it’s opened.

If your devices are using Right Networks, reach out to them and request that they save the login credentials.

Transaction is missing mapping for debit account.

The custom field options selected for the affected transaction are not mapped.

Map those custom field options or select options that are mapped. Then attempt a re-sync.
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Spend Center transactions will not sync to QuickBooks without a Chart of Accounts option selected.

Failed getting sync status for transactions.

This sync error is usually caused by the transaction already existing in QuickBooks.

Open QuickBooks and search for a transaction with the same sync error. This means that it has already synced over. If it has, mark the transaction as synced in Spend Center.

Unable to trigger sync for QuickBooks Desktop - Blocked due to failed update of a previous object.

This error shows more details from within the bill sync dashboard.

Send a screenshot or copy and paste the information from the error code and send it to our support team for additional troubleshooting.

The name “Vendor Name” of the list element is already in use.

There is already a vendor name listed in QuickBooks. This name may be listed under Customers, Vendors, or the Other Names list.

Edit the vendor name by any character change and then re-sync the transaction.

Sync Error

Definition

Troubleshooting Steps

The name supplied already exists: Another customer, vendor, or employee is already using this name. Please use a different name, customer, vendor, or employee

This merchant already exists in QuickBooks Online

OR

The merchant may also be used as a customer name within QuickBooks Online

Merchant Already Exists

Merchant Used as Company Name

Failed fetching existing purchase for comparison

The integration between Spend Center and QuickBooks Online needs to be re-authenticated

Note: As long as you are using the same company in QuickBooks Online, your integration mappings will be remembered.

Invalid file format

OR

Failed uploading attachments to QuickBooks Online

OR

Uploading attachments to QuickBooks Online timed out. The attachments may not be uploaded.

QuickBooks Online does not support syncing with High-Efficiency Image Container (HEIC) files. This impacts users uploading screenshots or photos from devices running iOS 11 or later.

Invalid account type

The Spend Center account within QuickBooks Online is not set up as a Credit Card account type

Sync Pending

Typically occurs when a high volume of transactions are synced at once

Account period has closed

The books have been closed within QuickBooks Online for the period of time when the transaction(s) took place

There was an Authorization Failure. You do not have access to use Quickbooks Online Plus

The integration token has expired and needs to be refreshed

Note: As long as you are using the same company in QuickBooks Online, your integration mappings will be remembered.

Organization is locked out

Your account is on hold for non-payment. You cannot currently sync transactions.

Make a payment to remove the hold. Then attempt to sync the transaction.

Sync Error

Definition

Troubleshooting Steps

Card transaction could not be synced because related vendor(s) didn’t sync

The Web Services user for the integration does not have adequate permissions

CardTransaction could not be synced because related Vendor(s) didn’t sync | Error type: MissingRelatedObject

The vendor is syncing either as a duplicate or improperly

Credentials Invalid, Please contact Support

N/A

Contact Spend Center Support for assistance

Spend Center is not authorized to execute this function | Error type: Manual fix

The Web Services user for the integration does not have adequate permissions

Ensure that the Web Services User in Sage has been assigned the Admin role with full admin privileges

Invalid billable options you have to select a valid customer if you want a line to be billable

The Customer/Job: Billable box is checked on an expense line, but an Item hasn't been selected

If the expense line doesn't need to be billable:

If the expense line does need to be billable:

Sage intacct sync not detected in bill.com

Bill.com has not been connected in the Web Services User section of Sage.

In Sage Intacct:

The account number XXXXX requires a 990EXP | Error type: Manual Fix

The transaction must be manually uploaded to Sage.

No troubleshooting available. Transaction must be manually uploaded.

The credit Card ‘Spend Center CC Object’ is not valid. | Error type: ManualFix

There is an error with the credit card object selected for the Sage integration.

Transaction is missing mapping for Debit Account

OR

Intacct control level authentication failure. This can happen when one of the synced transactions is missing Chart of accounts mapping.

The custom field option selected for the transaction is not mapped.

BILL is not authorized to execute this function | Error type: Manual fix

Most likely an issue where the Web Services user in Sage Intacct does not have the required permissions.

Ensure that web services user is an admin with all permissions in Sage Intacct.

Periods are closed. Your transaction date () is within a period that’s been closed. You can add, modify, or delete a transaction only if the date of that transaction is within a period that’s open.

OR

Date must be on or after XX/XX/XXXX | Error type: ManualFix

OR

You cannot post documents to the GL in closed batches. | Error type: ManualFix

Books are closed in Sage Intacct, meaning the month has been marked as complete.

Re-open the month and the related Subledgers in Sage Intacct and then re-sync the transactions.

Unable to complete transaction There is no inter-entity relationship defined between XX and XX | Error type: ManualFix

N/A

In the Sage Intacct in the credit card account setup, select the Disable inter-entity checkbox.

Invalid Transaction key | Errory type: ManualFix

You have successfully synced the transaction to Sage Intacct, deleted the transaction in Sage Intacct, and then attempted to re-sync.

When transactions sync from Spend Center to an accounting software, they are assigned a numerical “transaction key.” When a transaction is deleted in the accounting software, Spend Center can’t locate the number for the transaction.

Manually enter this transaction in Sage Intacct. Since the transaction was deleted, Spend Center can no longer sync the transaction.

Unable to trigger sync to Sage

N/A

Re-sync and the transactions should either sync successfully, or provide a sync error for additional troubleshooting.

Automatic summary creation frequency must be selected using module preferences | Error type: ManualFix

N/A

Edit settings in Sage Intacct>Configure Cash Management > Accounting to match the following:

Transaction Summary Posting: Daily

Journal for Other Cash Receipts: CR – Cash Receipts Journal

If Posting in Future Period: Warn

Default Undeposited Funds Account: 1030–Undeposited Funds

Include Zero Dollar GL Transactions in Reconciliations and Reconciliation Reports: Leave unchecked

Timeout error: we couldn’t get transaction sync status within time limit

The sync timed out.

Try syncing smaller batches of transactions (100 or less at a time).

Invalid vendor ‘xx’ specified. | Error type: ManualFix

You may have deleted the vendor in Sage Intacct and need to “un-delete” the vendor in order to sync this transaction successfully.

Contact Sage Intacct Support.

This transaction has been paid and thus can not be edited. | Error type: ManualFix

The transaction has been marked as “paid” in Sage Intacct, meaning it is locked and cannot be updated.

“Unlock” the transaction in Sage and re-sync.

The account number ‘XXXXXX’ requires a Department (or Location, or Class) | Error type ManualFix

You have restrictions set in Sage Intacct requiring that each transaction has either a Department, Location or Class selected.

Select the required account (in the image above Department) that is mapped in Spend Center and then re-sync.