This article lists common error messages which may be returned from QuickBooks when exporting Nexonia expense data to QuickBooks. To view the error messages in Nexonia, click the Integration tab > then click 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.
Expense Export Errors:
Error: QuickBooks Message: 6210 The account period has closed and the account books cannot be updated through the QBO Services API. Please use the QBO website to make these changes. Account Period Closed, Cannot Update Through Services API (ref: ‘1056:7’)
Reason: The error message is caused by the expenses attempting to export to a closed QuickBooks period.
Solution: 1) Re-open the month in QBO to allow the expenses to sync, or 2) Change the export settings for the Bill Transaction Date to the Export date. This will change the bill’s posting date to the date that you run the export in Nexonia. You can change this setting by going to the Integration tab > Integration Setup > Edit Parameters > Expense – Page 2 set Bill Transaction Date to Export Date > OK to Save. After doing so, run the export again; it should transfer successfully at that point.
Note that this is applicable only for Vendor Bills, not Card Transactions.
Error: QuickBooks Message: An attempt was made to modify a CreditCardCredit with a date that is one or before the closing date of the company. If you are sure you really want to do this, please ask a user with Admin privileges to remove the password for editing transactions on or before to closing date (this setting is in the Accounting Company Preferences), then try again.
Reason: This error is generated when the transaction is dated on or before the closing date in QuickBooks. When a Close Date and Password are set in QuickBooks, the password is required for changes that would alter the balances for the closed accounting period.
Solution: 1) Change the closing date in QuickBooks to be before the date of the transaction and run a configuration sync. Remember to reset the closing date after exporting, or 2) A QuickBooks user with Admin privileges needs to remove the password for editing transactions on or before the closing date (this setting is in the Accounting Company Preferences in QuickBooks), then run the export again.
Error: QuickBooks Message: 2050 String length specified does not match the supported length. Min:0 Max: 21 supported. Supplied length:38 String length is either shorter or longer than supported by specification.
Reason: The Nexonia field that is mapped to the QuickBooks Bill Reference Number exceeds the 21 character limit for that QuickBooks field.
Solution: There is likely a custom field that is entered on the expense report header level which is used to populate the QuickBooks Bill Reference Number. You can check which specific field is mapped to the Bill Reference Number by going to the Integration tab > Integration Setup > Edit Parameters > Expense – Page 1 > check the field next to Bill Reference Number (new). It’s likely going to contain a value along the lines of $(report.custom{‘referencenumber’)]. The value contained with the [] brackets can be used to identity what the name of the custom field is. Go to Settings > Company > Custom Fields > Expense > look for the field of which the "Number" field value corresponds to the ['referencenumber'] value. Now that you've identified the name of the field causing the error, go into the affected expense report(s) and shorten the amount of characters entered into this field so that you're not exceeding 21 characters.
Errror: QuickBooks Message: 2500 Invalid Reference Id : Something you're trying to use has been made inactive. Check the fields with accounts, customers, items, vendors or employees. Invalid Reference Id
Reason: One or more values entered in mandatory fields for expense items have been made inactivate after that information was entered in the affected expense report(s). For instance, it could be that the value entered for Customer, Project, Category or Payee was made inactive. It could also be that the Account value (GL account) mapped in the expense category has been made inactive.
Solution: Open the affected expense report and check if any of the fields contains a value ending in (inactive)/(deleted). If you see a value like that, either activate the value in QuickBooks and run a configuration sync if imported, or activate in Nexonia if not imported. If you don't see any values ending in (inactive)/(deleted), there's a chance that the GL account mapped to the expense category is inactive. Go to Settings > Company > Expenses > Categories > click into the expense categories that expenses in the affected report are coded to > click on the drop-down next to "Account". If you see a value in the drop-down before clicking on it that disappears after you click, the account is inactive. You can either activate it in QuickBooks and run a configuration sync, or choose a different account. Sometimes you'll see two accounts with the same name in this drop-down; change it from the currently selected value to the other one. Click "Apply" at the bottom of the screen to save.
Error: QuickBooks Message: There is an invalid reference to QuickBooks Payee Entity "80000XXX-XXXX" in the CreditCardCharge. QuickBooks error message: The currency of the account needs to be the same as the currency of the customer or vendor or the home currency.
Reason: This is caused by credit card transactions that are submitted in another currency than the QuickBooks vendor's home currency. QuickBooks only allows one currency per vendor, so if a vendor is set up with CAD for instance, they won't be able to accept USD expenses.
Solution: : 1) Create new vendors in QB which are configured with the currency that you're trying to export, then sync those vendors over as users into Nexonia and assign the cards with this currency to those users. You can consult the following articles for instructions on how to sync over the new QB vendors, assign the cards, and map them for export:
- https://nexonia.zendesk.com/hc/en-us/articles/235522328-How-to-Add-New-Users-in-Nexonia-QuickBooks-Online-Integration-
- https://nexonia.zendesk.com/hc/en-us/articles/115000773668-How-to-Add-New-Users-in-Nexonia-QuickBooks-Desktop-Integration-
- https://nexonia.zendesk.com/hc/en-us/articles/230665047-Assigning-New-Company-Credit-Cards-to-Users
- https://nexonia.zendesk.com/hc/en-us/articles/115003014187-Mapping-Company-Paid-Credit-Cards-to-QuickBooks-Online
- https://nexonia.zendesk.com/hc/en-us/articles/115003926811-Mapping-Company-Paid-Credit-Cards-to-QuickBooks-Desktop
OR 2) Stop using the cards which use a currency other than the one already configured for the applicable QuickBooks vendors.
Error: QuickBooks Message: 6000 Business Validation Error: When you use Accounts Receivable, you need to choose a customer. If you are refunding the customer's A/R balance, choose the customer in the Purchased From or Pay to the Order Of field at the top of the screen. Otherwise, choose the customer in the Customer field in the Split table at the bottom of the screen. If you don't see a Customer field, Expense tracking by customer is turned off. To turn it on, you can go to Preferences and find it under Vendors & Purchases. A business validation error has occurred while processing your request (ref: '1004:23')
Reason: The error message indicates that one or more of the items in the affected report are coded to categories with GL accounts that are configured as Account Receivables accounts in QuickBooks. Nexonia expenses can only be exported to Expense accounts in NetSuite. You'll find the report numbers of the affected report to the left of the error message.
Solution: Change the GL accounts coded to the affected categories in Nexonia to GL accounts configured as Expense accounts in QuickBooks. This can be done by going to Settings > Company > Expenses > Categories > click into the affected categories > change the Account coding > OK to save.
Error: QuickBooks Message: QuickBooks Message: 2090 Invalid Number : xxxxx Invalid Number
Reason: The error is caused by expense categories for expenses in the listed reports being mapped to either no accounts or accounts that are inactive in QuickBooks.
Solution: Check if the expense categories in question are mapped to QuickBooks accounts by going to Settings > Company > Expenses > Categories > check the account section. If the categories are mapped to accounts, ensure that those accounts are active in QuickBooks.
Error: QuickBooks Message: User ‘[user.name] has no QB Vendor linked to it
Reason: This user has a missing or invalid QuickBooks vendor value associated with their user record
Solution: Update the user record with a valid QB vendor value (Company > Users > Users) then reattempt the export. If this is a new user and you don’t see their QB value available in the dropdown list, make sure the value has been added in QB Online, run the configuration sync, and you should see it in the list
Error: QuickBooks Message: Can't export report '1094': item #1, can't resolve account for category 'Software Expense'
Reason: Expense Item #1 in report #XXXX has an expense category with a missing or invalid G/L
Solution: Update the expense category with a valid QB G/L (Company > Expenses > Expense Category) then reattempt the export. If this is a category with a new G/L and you don’t see their G/L available in the dropdown list, make sure the G/L has been added in QB Online, run the configuration sync, and you should see it in the chart of accounts
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