This article lists common error messages which may be returned from NetSuite when exporting Nexonia expense to NetSuite.
In Nexonia, you view these error messages from NetSuite* > Expense Reports > choose the Integration from the drop-down menu if you have more than one > in the Message column on the right, click "Failure" or "Partial Success" from the most recent integration log entry.
*May be labelled differently in your configuration
Expense Export Error
Error: Data integration 'Data Integration Export Name for Expenses' for 'Company Name': Invalid login attempt.
Reason: This error message means that the NetSuite credentials that Nexonia uses to connect to NetSuite could not be validated, so Nexonia could not connect to NetSuite to run the Configuration Sync. If the NetSuite Administrator username and/or password have changed recently, that is likely the cause.
Solution: In Nexonia, please navigate to Integration tab > Integration Setup > Configuration Data > click the Edit Parameters link. You'll find the credentials set in the General tab. Ensure that the Company ID, User ID and User Password are correct and match the NetSuite Administrator credentials as entered on the NetSuite login form.
You can then initiate a configuration sync from Integration tab > Configuration Sync > Synchronize Now.
Note: you may wish to update the authentication method to Token Based to avoid this error in the future.
Link: Updating NetSuite Authentication Method to Token-Based
Error: NetSuite Message: Invalid customer reference key XYZ for entity AB.
Reason: This error indicates that the customer selected (XYZ is likely the NetSuite ID for the customer) is no longer available for user AB in NetSuite to use when creating an expense entry.
It could be the Project/Customer is in closed/completed/on hold status.
It could be the Project/Customer is not active for this specific user’s subsidiary.
Solution: Try creating an expense entry manually in NetSuite for the same employee using the same parameters in the Expense Report from Nexonia. This should help indicate which value isn't available and if so you can correct the value in NetSuite and rerun the Nexonia export.
Error: NetSuite Message: Invalid custcol_cseg_program reference key ##..
Reason: The NetSuite Field ID entered for the affected custom field is incorrect via the Advanced Fields Mapping in Nexonia's integration settings, which prevents the custom field values from exporting correctly.
Solution: Enter the correct NetSuite Field ID in Advanced Fields Mapping for the affected custom field at Nexonia > Integration tab > Integration Setup > Edit Parameters > Advanced Fields Mapping > NetSuite Field ID. If the Advanced Fields Mapping tab is not available, enable it at Nexonia > Integration tab > Integration Setup > Edit Parameters > General > Advanced Fields Mapping.
Error: NetSuite Message: Invalid account reference key WXYZ for subsidiary ABCDE.
Reason: This error message indicates that a GL Account (one with the internal ID WXYZ) is not available for the user/employee’s subsidiary (ABCDE).
Solution: Try to manually create an expense item in NetSuite under the same user with that category. If NetSuite doesn’t allow it, then it needs to be made available to that subsidiary in NetSuite before the expense report/item can be exported to NetSuite from Nexonia. Once you make the category available in NetSuite you can rerun the Nexonia export.
Error: NetSuite Message: You do not have permissions to set a value for element tranid due to one of the following reasons: 1) The field is read-only; 2) An associated feature is disabled; 3) The field is available either when a record is created or updated, but not in both cases.
Reason: In NetSuite, currently the transaction ID is being auto-generated. That needs to be overridden by Nexonia’s expense report code.
Solution: In NetSuite: go to Setup > Company > Auto-Generated Numbers. Once you're in the auto-generated numbers page, you'll want to go to the transactions tab. In transactions, scroll down to the expense report line. There will be a checkbox that says "Allow Override" - check it off, or make sure it is checked - then save. Once that's done, rerun the Nexonia export.
Error: NetSuite Message: You do not have permissions to set a value for element expense.category due to one of the following reasons: 1) The field is read-only; 2) An associated feature is disabled; 3) The field is available either when a record is created or updated, but not in both cases.
Reason: The cause of the error is a bit different than the stated message. NetSuite has a restriction that does not allow creating an expense report or vendor bill with a negative total amount (e.g. -$201.00). NetSuite expects the total amount to be a positive value. At the beginning of the error message, there is a number shown (e.g. 3109), which is the number of the affected expense report in Nexonia. If you navigate to that specific expense report, you will see that the total amount for the report is a negative amount.
Solution: In Nexonia, add a few more expense items in the same report to make the total amount in the report a positive value.
Note: if the expense report contains both company paid credit card transactions and out of pocket reimbursable items, NetSuite will most likely try to create 1 vendor bill (depending on the integration settings) for the credit card transactions and 1 regular expense item for the reimbursable items. In both cases, the total amount needs to be positive to export them to NetSuite.
Error: Can't export report for 'John Doe'. as this user is not part of the integration
Reason: One of the criteria for exporting expenses for this user/employee in NetSuite is missing. To export data from a Nexonia user’s account to their NetSuite employee record, the following factors need to be checked:
- First name
- Last name
- Email address
- Status in NetSuite = Active
- Nexonia checkbox (if applicable, it will be a custom field in NetSuite in Employee record)
Solution: In NetSuite, confirm if all of the above mentioned fields are filled in properly. If missing, any one of them will throw this error. Once you've updated the record, rerun the Nexonia export.
Error: NetSuite Message: Invalid entity reference key 15045
Reason: Usually in NetSuite error messages, "entity" refers to the user. This error could be caused by (not limited to) the Employee being inactive or terminated in NetSuite
Solution: In NetSuite, confirm, if the employee is active and available to create expense entry.
Error: NetSuite Message: You do not have permissions to set a value for element …
department
class
custcol2
memo
amount
…
Reason: NetSuite is not allowing any entry values for the field indicated in the error when trying to create an expense item and/or vendor bill.
Solution: You'll want to ensure that the field indicated in the error is part of the form layout for the Transaction in NetSuite:
If the report generating the error is being exported as an expense report
1. In NetSuite, go to Customization > Forms > Transaction Forms > search for "Expense Report" and click "Edit" [or Customize] on the form that has the "Preferred Checkbox" checked.
2. Go to Screen Fields > Expenses (the Expenses tab farthest to the right) > make sure the field listed in the error under the Description column has the "Show" checkbox checked.
If the report generating the error is being exported as bill payments
1. In NetSuite, go to Customization > Forms > Transaction Forms > search for "Bill" and click "Edit" [or Customize] on the form that has the "Preferred Checkbox" checked
2. Go to Screen Fields > Main > make sure the field listed in the error ["Class", "Location" or "Department"] under the Description column has the "Show" checkbox checked
Error: NetSuite Message: You do not have permissions to set a value for element expense.amount due to one of the following reasons: 1) The field is read-only; 2) An associated feature is disabled; 3) The field is available either when a record is created or updated, but not in both cases.
Reason: In NetSuite, the specific category generating this error likely has a "Rate is Required" feature enabled.
Solution: To check that your categories don't require a rate, in NetSuite, go to Setup > Accounting > Expense Categories. Once on that page, click the categ ory name to view the category.
For each category on the report in Nexonia, make sure that the category does not have 'Rate is Required' checked.
Error: NetSuite Message: Please enter value(s) for: Tax Code.
Reason: When trying to export an expense item to NetSuite, this error message can be encountered, if the item does not have any tax associated with it and tax is required to create an expense entry in NetSuite. In this case, NetSuite is expecting the Zero Tax Code.
Solution: For multi-subsidiary (OneWorld) NetSuite environment:
First, verify the region or subsidiary of the user in Nexonia/NetSuite. And, then find the Internal ID of the Zero Tax Code for that subsidiary in NetSuite (Setup > Accounting > Tax Codes). It usually is a numeric value.
Now, come back to Nexonia and navigate to the Integration tab. Click on Edit Parameter in the first table > Subsidiaries > find the subsidiary name (e.g. Zero tax code for "<Subsidiary Name>") and enter the Internal ID of the Zero Tax Code associated with this subsidiary > Click on OK from the bottom to save the change.
For single subsidiary NetSuite environment:
Find the Internal ID of the Zero Tax Code for in NetSuite (Setup > Accounting > Tax Codes). It usually is a numeric value.
Now, come back to Nexonia and navigate to the Integration tab. Click on Edit Parameter in the first table > Expenses - 1 > find the field labeled as Tax Code ID (if the tax code is required) and enter the Internal ID of the Zero Tax Code > Click on OK from the bottom to save the change.
This should allow exporting the expense item to NetSuite.
Error: NetSuite Message: You do not have permissions to set a value for element is billable due to one of the following reasons:
1. The field is read-only
2. An associated feature is disabled
3. The field is available either when a record is created or updated, but not in both cases.
Reason: One or more entries in the affected expense report have a Billable flag, but the Billable option hasn't been enabled for Expense Reports in NetSuite.
Solution: If you don't want to log expense as billable, go into the applicable expense and uncheck the Billable option in Nexonia.
If you do want to log and export expenses as billable, check if the Billable option has been enabled for the Transaction Form in NetSuite:
1) In NetSuite, go to Customization > Forms > Transaction Forms
2) Click Edit next to the Expense form that has the Preferred box check marked in the right hand corner of the screen
3) Under the Screen Fields > Expenses tab, make sure that the Show box is checked marked for Billable in the Description column and Save
4) Run a configuration sync in Nexonia, then trigger a manual export to transfer the affected expenses to NetSuite
Error: NetSuite Message: Please enter value(s) for: Currency.
Reason: If more than one currency is enabled in NetSuite, the NetSuite expense item form excepts to receive a "Currency" value. If Nexonia's "Multiple Currencies" setting is set to "No", no currency value is being sent from Nexonia to populate the NetSuite "Currency" value.
Solution: Go to the Integration tab > Integration Setup > Expense - Page 1 > set "Multiple Currencies" to Yes > set "Send Amount in Local Currency and Exchange Rate" to "No" > click "OK" to save.
Error: NetSuite Message: Invalid category reference key XX for subsidiary XX.
Reason: The user's subsidiary hasn't been enabled for the category in question in NetSuite.
Solution: Enable the subsidiary for the applicable expense category in NetSuite. You can access your expense categories by going to Setup > Accounting > Expense Categories. Edit the expense category for which the internal ID matches the reference key number listed in the Nexonia error message > check mark the user's subsidiary in the Subsidiary list > Save. Run a configuration sync in Nexonia, then trigger the export again.
Error: NetSuite Message: You do not have permissions to set a value for element postingperiod due to one of the following reasons: 1) The field is read-only; 2) An associated feature is disabled; 3) The field is available either when a record is created or updated, but not in both cases
Reason: This error message generated by NetSuite indicates that NetSuite is not allowing Nexonia to set the posting period for expense reports.
Solution: The reports can be exported by allowing NetSuite to decide the GL posting period. To set this up in Nexonia, do the following:
1) Go to the Integration* tab in Nexonia > Integration Setup > Edit Parameters > Expenses - 1
2) Set Posting Periods to No
3) Click OK to save.
This will enable NetSuite to set the posting period for expense reports.
Error: NetSuite Message: You do not have permissions to set a value for element approvalstatus due to one of the following reasons: 1) The field is read-only; 2) An associated feature is disabled; 3) The field is available either when a record is created or updated, but not in both cases..
Reason: Nexonia is configured to send an approval status to the NetSuite bill, but the status that Nexonia is sending is not allowed by your NetSuite configuration. There is likely an Approval Status default value in the NetSuite Vendor Bill form which is different than the value Nexonia is configured to send.
Solution: In NetSuite, confirm which Approval Status is defaulted on the Vendor Bill form by going to Customization > Forms > Transaction Forms. Locate the form that is used for your Vendor Bills - to help identify which form is being used, you can create a new Bill and look at the value that is defaulted in the Custom Form section (this is the Vendor Bill form). Click into the appropriate Bill form and look at the value in Approval Status. There are two available statuses, Approved and Pending Approval.
Now go to the Integration* tab in Nexonia > Integration Setup > Edit Parameters > Expenses - 1. Set Vendor Bill Approval Status to the same value that is defaulted in the NetSuite Vendor Bill form > OK to save. After changing this setting, you should be able to export the affected expenses.
Another option is to contact NetSuite about adjusting the script that is being run in your NetSuite account. The script is likely preventing Nexonia from overriding the Approval Status that is defaulted in NetSuite. This way you would be able to send a different Approval Status from Nexonia than what is defaulted in NetSuite.
Error: NetSuite Message: Invalid Tax Code(s): 消費税 -- valid to X/XX/XXXX.
Reason: The tax code which NetSuite is attempting to apply to exported expenses has expired as of the specific date referenced in the error message.
Solution: This will require you to enter an active tax code in Nexonia that can be applied when the expenses export to NetSuite.
To do so, go to Settings > Company > Financial > Tax Profiles > click Actions, Edit next to the tax profile used for the expenses that are failing to export. Click Add a version to add a tax that will be tied to an active tax code. Set an Effective Date. Note that this tax will be applied for any expenses where this profile is selected and the date is set on or after the Effective Date. Add a Name for the tax and click Save.
Click (Edit) next to Details; a new window will appear in which you will enter the details for the tax. Code is where you enter the tax code from NetSuite. Number can be left blank.
Click (Add) next to Receipt Taxes. In this section, enter all the relevant tax details. You can review your other tax version within the profile and add the same information to the current tax version. Note that if the tax amount is different in the tax code you’re adding, that will have to be reflected in the empty field next to % of amount/Fixed. Click OK > Close to save.
Please reach out to Nexonia via help@nexonia.com if you are unsure how to add the new tax version.
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