This article lists common error messages which may be returned from Intacct when exporting Nexonia expense receipts data.
Viewing Error Messages
Step 1: In Intacct, click Expense Receipts.
Step 2: In the Message column, click Failure or Partial Success from the most recent integration log entry.
Step 3: Review the error message to determine what caused the failure. Admins may attempt to export the specific expense report’s receipts again by clicking Export Again on each individual line or, if they no longer need to be transferred to Intacct, use the Mark As Exported button to prevent them from attempting to sync again. Mark all errors in the batch as exported by clicking Mark All as Exported at the bottom of the window.
Alternatively, Admins can view all expense receipt error messages by clicking the Review Failures button. All pending expense receipts that have generated an error will appear.
Error: Date must be on or after XX/XX/XXXX Currently, we can't edit the transaction 'NEX-XXXX'.
Reason:
The listed date was valid at the time the report was exported but it isn’t being allowed now when we try to re-save the report by exporting receipts.
Solution:
Locate the report to which the receipts should get added in Intacct, edit the report and click Save without making any actual edits. When you re-trigger the export in Nexonia, it should go through successfully.
Error: javax.xml.bind.UnmarshalException - with linked exception: [org.xml.sax.SAXParseException; lineNumber: 1; columnNumber: 1; Content is not allowed in prolog.]
Reason:
The receipts have likely already been attached to any of the listed reports in Intacct.
Solution:
Check the reports listed in the error message in Intacct to see if all the receipts have been attached already. If they are there, you can click the Flag All Pending Receipts as Exported option in the Expense Receipt integration. That will flag the referenced receipts as exported and prevent the error message from generating.
Note that it is recommended to set the scheduling of your receipt integration to the hourly option to prevent expenses from exporting to Intacct well ahead of receipts. This way there is less of a risk that the expenses will be closed in Intacct before the receipts have had a chance to export, which could prevent them from transferring to Intacct.
To set the scheduling to happen hourly, go to the Integration tab in Nexonia > Integration Setup > Data Integrations > click Edit next to the receipt integration > Click Edit next to Scheduling > Checkmark Activate Scheduling if not already checkmarked > Set the drop-down menu to Hourly > Checkmark Everyday > OK > OK to save.
Error: 1010: The transaction is already reconciled and can't be edited.
Currently, we can't edit the transaction
1062: No record exists for the specified key
Reason:
Intacct will not allow the receipts to get attached on that end if the expense reports containing those receipts are closed to editing because the transactions have been reconciled in Intacct. There are other ways that closure to editing can occur. For example, if a separate approval process is complete in Intacct after export. There may be other reasons as well depending on the Intacct configuration.
Solution:
Since the reports can no longer be edited in Intacct, this completely closes off the receipt export process preventing Nexonia from completing the transfers. As a result, the alternative solution would be to manually upload the receipts to the receipt folder in Intacct.
The first thing that needs to be done is to have a list of the expense reports containing receipts that errored out:
Step 1: Under the Intacct Integration tab, click Expense Receipts.
Step 2: In the Message column, click Failure or Partial Success from the most recent integration log entry.
Step 3: Make a note of the reports that show an error. To manually gain access to the receipts of those reports in Nexonia, navigate to the Expenses tab> Filter By [use this option to search the report by report code] > Check the box to the left of the report when it pulls up.
Step 4: Admins may review the report line-by-line, and check the history of each item to see which were receipts were partially exported (if any).
The way to determine that is by going to Expenses module > [Locate either one of the reports] > [Click Action, View History]. The detailed audit log would show an entry saying something along the lines of Exported: Intacct - Receipts if any receipts did in fact export.
If you would rather not do this, simply click Actions at the top after selecting the report. Then select Download PDF. Ensure that you check off the option Include Attached Receipts. This will download all attached receipts per item.
Once you have the download, you can then upload it manually to your Intacct receipt folder.
Now the last step is to get rid of the recurring expense receipt errors. Once you are certain that you have downloaded all of the receipts manually, you can click the Flag All Pending Receipts as Exported button in the Expense Receipt Integration.
*Please be very careful when using "Flag All Pending Receipts as Exported". You want to ensure that you use this only when you are certain that there are no other valid receipts in the queue to be exported. It is always a good idea to run the receipt export integration first so that valid receipts get exported. If you are not certain about using this feature, please contact Nexonia support: help@nexonia.com.
To avoid this error in future, we typically recommend automated scheduling of the expense receipt integration. This could be set to a daily or hourly schedule. To configure the scheduling, navigate to:
Intacct Integration tab > [Under Data Integrations, click Edit, next to the integration of choice] > [Under Scheduling, click "Edit"] > [Select the schedule of choice] > [Click "OK" to save the change]
If at any time you manually trigger an expense report export, ensure that you manually trigger the expense receipt export right after.
Error: 1003: Invalid Key. No record exists for the specified key.
Reason:
Likely, between the time the actual expense report was exported, and the time of the expense receipt export, the record in Intacct has undergone some sort of change which has invalidated the unique key assigned that directs the receipts to the appropriate record.
Solution:
The first task is to check in Intacct and see if there are any receipts actually already attached to the record.
Once you can confirm that there are no receipts attached, you will have to do a manual upload of the receipts to your Intacct environment.
Once you have uploaded the receipts to Intacct, to get rid of the recurring error message, you can click the Flag All Pending Receipts as Exported button in the Expense Receipt Integration.
*Please be very careful when using "Flag All Pending Receipts as Exported". You want to ensure that you use this only when you are certain that there are no other valid receipts in the queue to be exported. It is always a good idea to run the receipt export integration first so that valid receipts get exported. If you are not certain about using this feature, please contact Nexonia support: help@nexonia.com.
To avoid this error in future, we typically recommend automated scheduling of the expense receipt integration. This could be set to a daily or hourly schedule. To configure the scheduling, navigate to:
Intacct Integration tab > [Under Data Integrations, click Edit, next to the integration of choice] > [Under Scheduling, click "Edit"] > [Select the schedule of choice] > [Click "OK" to save the change]
If at any time you manually trigger an expense report export, ensure that you manually trigger the expense receipt export right after.
Error: 7 is not a valid form box. Please provide a valid value. [Support ID: pOYfa%7EX7P9cWEABDT6a-p1EDCeIwAAABs]
Currently, we can't edit the transaction 'NEX-10711-3'.
Reason:
Around Nov 13th/14th 2020, Intacct pushed a major release update that affected 1099-MISC values.
Solution:
The above error can be fixed by referring to this Intacct article below:
It is related to a 1099 form NEC migration that is required for tax purposes.
To start the migration process in Intacct, navigate to: [Accounts Payable module] > All > 1096/1099 > [Migrate 1099‐MISC values to 1099‐NEC].
* The above click path may vary depending on your company account setup in Intacct.
Once the migration is complete, the receipt export should be successful.
Error: You can't edit a bill which is pending approval
Reason:
The bill is in a state that prevents any modifications such as attaching a receipt/file to the bill.
Solution:
Adjust the state of the bill such that receipts/files can be attached to the bill. Once done, export the receipts from Nexonia manually or wait for an automated scheduled receipt export.
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