This article lists common error messages which may be returned from Intacct when exporting Nexonia expense data to the Intacct Time & Expenses or Accounts Payable modules.
In Nexonia, view these error messages from Intacct* > 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.
Admins can attempt to export the specific expense report’s receipts again by clicking Export Again for 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. Admins may also 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 appear in a list below.
*May be labeled differently in your configuration
Expense Export Errors
Error:
Date must be on or after MM/dd/yy
OR
Intacct Message: Your transaction date (10/26/2016) 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. Enter a date that occurs on or after the date of the relevant entity, listed below. Note that different entities may have different dates:<ENTITY NAME>.
Reason:
The GL Posting Date of the expenses being exported is prior to the start date of the oldest open accounting period in Intacct.
Solution:
For help resolving this error message, see the article "Controlling the Intacct GL Posting Date of Exported Expenses and Bills"
Error:
5678: Intacct Message: Cannot create expense before employee joining date MM/dd/yyyy
Reason:
The Intacct Employee record associated with the Nexonia user that submitted expense report 5678 has a start date prior to the date of one or more items on the expense report.
Solution:
To resolve this error:
- In Intacct, edit the Employee record for the Nexonia user that submitted the expense report, and change the start date to a date after the earliest expense item date on report 5678.
OR
- In Nexonia, edit the items on report 5678 and change the dates to be later than the Intacct Employee's start date.
Error:
1234: Intacct Message: The expense report item no 1 requires a valid Expense Type. Please check the transactions report.
Cannot create new expense report.
Reason:
In an Intacct-integrated Nexonia instance, Nexonia expense categories are synchronized from Intacct Expense Types. This error message is telling us that item #1 in expense report 1234 was created using an expense category that was never linked to an Intacct Expense Type in the synchronization, or is linked to an Expense Type that is no longer active.
Solution:
To resolve this error:
- In Nexonia, go to Expenses > Locate report #1234, item #1 > Note the expense category name
- In Intacct, go to Time & Expenses> Open Setup > Expense Types > [Look for an Expense Type with the same name and ensure it is active.]
- Initiate the expenses data integration again from within Nexonia at Intacct* > Expense Reports > [Choose the Expenses integration if you have more than one] > Transfer Now.
Error:
5678: Intacct Message: The account number '52525' requires a Department [or other dimension]
OR
GL Account number '52525' associated with account label 'Expenses Account' is configured as requiring a Department [or other dimension]
Reason:
The Intacct account 52525 is involved in the transaction created by the export of expense report 5678 to Intacct. The account specified may be a GL account driven by the Expense Type, an AP or liability account determined by Intacct configurations or defaults, or an account involved because of another relationship, such as Payment Type or Vendor.
The dimension specified in the error message ("Department", in this example) is a requirement for transactions involving account 52525 as configured in Intacct.
Solution:
To resolve this error:
- In Intacct, navigate to General Ledger > Accounts > [Find and "Edit" the account] > Un-check the required dimension.
- In Nexonia, navigate to Expenses > [Open the expense report] > [Ensure all items have the required dimension filled]
- If you do not see that dimension, it may be re-labelled or it may be set by a user or project value synchronized from Intacct - ensure the user and/or project have a value for that dimension if this is the case.
Error:
6767: 6767(1): Can't export report for Category '<EXPENSE TYPE NAME>' as the expense line is billable and there is no Item defined for this Expense Category
Reason:
Intacct requires an "Expense Charge Item" when creating a billable line item on an expense report. For item #1 in expense report 6767, there is no Expense Charge Item available based on the current configuration.
Solution:
To resolve this error:
In Intacct, navigate to Time & Expenses > Open Setup > Expense Types. Edit the Expense Type which was used for the billable item(s) in the affected Nexonia report(s). Select a value in the Item drop-down and save the changes. Run a configuration sync in Nexonia and trigger the export again. This associates the Expense Type with an Item which will let you export billable expenses from Nexonia.
Error:
Intacct Message: Please select the Currency from the existing transaction currencies
Reason:
One or more expense items in the report indicated in the error message use a currency that is not enabled in Intacct.
Solution:
To resolve this error:
- Open the referenced expense report in Nexonia and note the currencies used in the line items
- Ensure the currencies are enabled in Intacct by navigating to Company > Open Setup > Transaction Currencies
Error:
9191: Intacct Message: The Project '<PROJECTID>' has a project status that prevents expense submittal.
Reason:
A project synchronized from Intacct and coded to one of the line items in expense report 9191 has changed statuses since the expense item was created, and is no longer available for expense submission within Intacct.
Solution:
To resolve this error, edit the Project within Intacct and update the status to 'Open' or another status that allows expense submission within Intacct
Error:
Intacct Message: The employee is not a resource of the project '<PROJECTID>'.
Reason:
Your Intacct configuration uses project resources or restrictions. Due to a configuration in Intacct, the employee does not currently have access to the project selected in the Nexonia expense report.
In almost all Nexonia instances that are integrated with an Intacct environment where project resources or restrictions are in place, that configuration is synchronized to Nexonia. Contact help@nexonia.com if you suspect this is not the case and we'll discuss the configuration with you.
In a Nexonia instance that does synchronize the project resources/restrictions from Intacct, the user had access to this project at the time they created the expenses, but that access was revoked in Intacct before the expenses were approved in Nexonia and exported to Intacct.
Solution:
To resolve this error:
- In Intacct, adjust the configuration of the project mentioned in the error message to allow the employee to record expenses against it.
OR
- In Nexonia, edit the expense report from the Expenses page and change the item(s) to use a project that the employee currently has access to according to the project resources/restrictions configuration.
Error:
4321: Intacct Message: The employee manager does not have a user associated. Cannot create new expense report.
Reason:
Nexonia can synchronize users' managers from Intacct. See the article "Synchronizing Nexonia Users' Managers from Intacct" for details. In Intacct, an Employee can have a Supervisor set on the Employee record. Approval by this Supervisor can be required for expenses with "submitted" status in Intacct. This includes expenses exported from Nexonia. To perform an approval in Intacct, the Employee set as the Supervisor must be associated with an Intacct User.
This error message is telling us that the Intacct Supervisor of the Employee that submitted expense report 4321 is not linked to an Intacct User, therefore the expenses cannot be submitted for approval within Intacct.
Solution:
We recommend a robust approval workflow within Nexonia, so that expenses receive all of the necessary approvals before exporting to Intacct. This means that the approval steps in Intacct are superfluous and can be deactivated:
- In Intacct, go to Time & Expenses > Open Setup > Configure Time & Expenses > Expense Report approval settings
- De-select "Enable expense report reimbursement approval", or change the approval configuration to remove the Supervisor from the designated approvers.
Error:
9119: 9119(5): Item is paid by employee and not reimbursable
Reason:
Item #5 in expense report #9119 is considered personal spending and not an employee reimbursable or company-paid expense. Due to the coding the user has applied for the item, or configuration in your Nexonia instance that drives these values based on user selections, this item is "Paid By: Employee", "Reimbursable: No". The employee has incurred the expense and does not expect to be reimbursed. An employee-paid, non-reimbursable expense item will never export to Intacct.
This type of expense item might result from a transaction imported on a personal credit card which was split into reimbursable, business-related portion, and a non-reimbursable portion not related to the business.
Solution:
To resolve this error:
- From the Expenses page, review the expense item to verify that the coding is correct. If editing this item changes the "Paid By" or "Reimbursable" values, you can skip step 2.
- Exclude these items from the data integration from within Nexonia at Intacct* > Integration Setup > Data Integrations > [Locate and "Edit" the data integration that triggered the error] > Filtering
- Ensure "Item Type" is selected and "Personal" is not
- "Standard" should be selected if employee-reimbursable expenses are exported from this Data Integration
- "Company Card Standard" and "Company Card Personal" should be selected if company-paid card transactions are exported from this Data Integration
- "Company-Paid Standard" and "Company-Paid Personal" should be selected if company-paid items that are not card transactions are exported from this Data Integration
Error:
Intacct Message: The total of the expense report cannot be negative.
Reason:
Intacct cannot accept a report with a negative total. To transfer the report over, the total of the unexported items must be a positive number.
Solution:
Either add more positive items to the expense report to bring up the total, or move the negative items to another report where the unexported total would remain positive.
Error:
The charge card 'XYZ' does not exist.
Currently, we can't create the transaction
The entire transaction in this operation has been rolled back due to an error.
Reason:
Either the charge card ID is not set up on the same level we are exporting the transactions to, the charge card has an expiration date that has passed, or the charge card has been reconciled.
Solution:
If the charge card is not set up on the same level, either change where we are exporting expenses to in Nexonia, or set up the charge card ID at the same level in Intacct.
Error:
4235: Intacct Message: The expense type 'XXXX' is either inactive or deleted.
Reason:
One or more of the categories for the items in report 4235 are associated with an Intacct Expense Type that has been deleted, or is set up on a different entity level than the one we are exporting to. (For example, the Expense Type is set up on entity 1 but we are exporting to entity 2).
Solution:
Confirm if the Intacct Expense Type in question is either inactive or doesn't exist in the entity.
If the Expense Type is inactive: make it an active Expense Type in Intacct and run a sync in Nexonia. You'll then need to edit the Expense Item in Nexonia and select the expense category for any applicable items again. Once this is done, you should be able to export.
If the Expense Type is not in the entity we are exporting to: Add the Expense Type in Intacct to the correct entity and run a configuration sync in Nexonia. Once this is done, you should be able to export.
For assistance, please refer to Synchronize Expense Categories from Intacct Expense Types.
Error:
UnknownHostException: api.intacct.com
Reason:
A connection failure has occurred and the Intacct API isn't picking up our calls via web services. The expense data would be unaffected as it wasn't exported. This is typically a "Failure" rather than a "Partial Success" as none of the data has been transmitted at this point.
Solution:
Initiate the transfer again.
Error:
1028: 1028(1): Can't find company paid user 'none' for transaction source 'ABC' and region 'XYZ'
Reason:
The card used to create the Expense (Report 1028, Item #1) needs to be mapped to an Intacct vendor, which Nexonia will use to create Vendor Bills in Intacct's Accounts Payable module. ABC is the card's transaction source and it is mapped by Region.
Solution:
To map the card, please refer to Mapping Company Paid Credit Cards to Intacct Vendor.
Error:
Intacct Message: The vendor dimension you selected - V00504 - is not related to your header-level Vendor ID dimension. (The header-level Vendor ID dimension you selected is V00500.) When you select a vendor dimension, that vendor must be either the same as or a child of the header-level Vendor ID. Please go back and select another vendor.
Reason:
One or multiple expense items in the referenced report is using an item level vendor which is not enabled under the header-level vendor in Intacct. The header-level vendor could be for example a credit card or user vendor.
Solution:
Enable the specific item-level vendor in the header-level vendor in Intacct, then run a configuration sync in Nexonia and trigger another export by going to the Integration* tab > Expense Reports > [Choose the applicable integration if you have multiple ones] > Transfer Now.
Error:
Can't export report for '[user name]' as this user is not part of the integration.
Reason:
The user doesn't qualify for integration either due to not having been added through Intacct or is missing one of the mandatory fields to qualify for integration in their Intacct Employee/Vendor record.
Solution:
Ensure that the user has been created and synced in through Intacct, and that their Employee/Vendor record has the following: a first name and last name, an email address in the associated contact information that is active, a termination date that has not passed, a checked custom checkbox field (usually called "Nexonia").
Error:
Data Integration '[name of integration]' for '[name of company]': NOHttpResponseException: api.intacct.com:443 failed to respond
Reason:
When Nexonia makes a call to Intacct to export the transaction data, if the API connection fails on Intacct's side, this error message is generated in Nexonia.
Solution:
You can trigger the export again by clicking the "Transfer Now" button within the Nexonia integration that received the error. Before you do so, note that the export batch which generated the error message in question could have exported without receiving a successful transfer message from Intacct, resulting in the expenses not being marked as exported in Nexonia which lets you transfer them again. Before you initiate another export from Nexonia, review Intacct to see if the transactions already were received. If they were, you can mark the export batch as exported *as per this article* to prevent them from exporting again and creating duplicates in Intacct.
Error:
This transaction is missing 'Entity' dimension for the Account 14100 on Line No. 1
Could not create GLBatch record!
The entire transaction in this operation has been rolled back due to an error.
OR
Intacct Message: Use of empty Entity is invalid. A valid Multi-Entity Entity must be specified
Reason:
Whether your "Entity" is that of Intacct Locations or Intacct Companies, this 'value' is missing in the expense report which has errored out. The dimension being synchronised to Nexonia must be updated with a value
Solution:
In the Nexonia data integration section, you will be able to see the failed or partially failed export attempt:
Integration > Expense Reports > [Select the data integration which failed] > [Look under "Message"] > [Click "Failure"] > [The pop-up window that opens up shows you the report number which failed with the above-mentioned error]
The failure message will tell you which report has failed with the above-mentioned error. Once you know the report code, navigate to the user's report:
Expenses (module) > [Search the report code number using the "Filter By" option]
Click on the item in the report with the missing entity value. Select the appropriate entity value for the user and save the change.
Attempt another export once you have added all missing entity values. The report should be successful provided the entity values are accurately filled out.
Error:
1613: Intacct Message: The summary title "NEX-XXXX: [name placeholder] [name placeholer]" contains tab, new-line character or carriage return
Reason:
The title of the expense report probably contains one of the invalid characters mentioned in the error message (tab, new-line character, carriage return).
Solution:
Edit the title of the expense report in Nexonia by deleting it entirely and re-entering the title name again (try to avoid copying and pasting as much as possible since this could lead to the transfer of invisible invalid characters to the title). Attempt another transfer once the edits are saved.
Error:
1011: Intacct Message: Quantity is required for this expense type.
Reason:
In Nexonia, a Quantity (miles) x Rate ($) operation is performed to compute a reimbursement Amount.
Nexonia always exports the Amount to Intacct.
In Intacct, the mileage Expense Type is likely configured with the "Rate is Required" option, leading Intacct to expect a Quantity instead of an Amount.
Because the Quantity x Rate operation has already been performed in Nexonia, there is no need for the Quantity in Intacct.
Solution:
Edit the Mileage Expense Type in Intacct (Time & Expenses > Open Setup > Expense Types) and de-select "Rate is Required".
It is not possible to configure the Nexonia integration to export quantity instead of amount for expenses.
If mileage rates for each year are already populated in Intacct, the rate-required field is not present and how to get around that is to delete each yearly rate in Intacct.
Attempt another export once the changes are complete.
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