QuickBooks Online Export & Sync Errors

Below are common error messages that may be encountered when exporting to QuickBooks Online. You can view these errors on the Accounting Sync History screen in Emburse Spend. 

Mapping Errors

• Error Code:

  Invalid Reference ID: Something you're trying to use has been made inactive. Check the fields with accounts, customers, items, vendors, or employees.

  Reason:

  This error indicates that one of the charts of accounts, or other custom field mapped items, has been deleted or made inactive in QuickBooks Online.

  Solution: 

  1. Identify whether the chart of accounts or custom field item is active. Or change its Category or Field to a different option.  
  2. In Emburse Spend, select the Gear in the upper right corner to access Company Settings.
  3. In the Company Settings menu, select Accounting Integration.
  4. In the upper right corner, select Accounting Sync History.
  5. Under Sync Type select Corporate Card Expenses or Bank Debits.
  6. Under Showing select Errors Only.
  7. Select Re-sync Record.

• Error Code:

  Invalid Reference ID: Accounts element id XX not found.

  Reason:

  This error occurs when the GL account mapped to a category is deleted or inactive.

  Solution:

  1. Log in to Emburse Spend and select Card Transactions or Reimbursements in your admin sidebar to locate the transaction or expense.
  2. Edit the Expense information and update the Category on the expense.
  3. Alternatively, navigate to the Company Settings menu and select Categories.
  4. Locate the Category and map it with an appropriate GL account.
  5. In the sidebar, select Accounting Integration.
  6. In the upper right corner of the Accounting Integration screen, select Accounting Sync History.
  7. Under Sync Type select Corporate Card Expenses or Bank Debits.
  8. Under Showing select Errors Only.
  9. Select Re-sync Record.

• Error Code:

  Business Validation Error: You can't use an Accounts Payable account on the detail portion of a Bill.

  Reason:

  This error occurs when a category selected on a Debit batch is mapped to an Accounts Payable account.

  Solution: 

  1. Navigate to the Company Settings menu and select Categories.
  2. Locate the Category and change the GL account mapped to it.
  3. In the sidebar, select Accounting Integration.
  4. In the upper right corner of the Accounting Integration screen, select Accounting Sync History.
  5. Under Sync Type select Corporate Card Expenses or Bank Debits.
  6. Under Showing select Errors Only.
  7. Select Re-sync Record.

Bills/Expense Errors

• Error Code:

  The billable status field has an invalid value NotBillable. QuickBooks error message: Target is not reimbursable.

  Reason:

  The error indicates that the GL account these expenses are mapped to cannot be billed. If the expense is tagged as either "billable" or "non-billable," a sync error will occur. 

  Solution: 

  1. In Emburse Spend, change the GL account mapped to the category to an Expense type, Other Expenses or Cost of Goods Sold. 
  2. In the sidebar, select Accounting Integration.
  3. In the upper right corner of the Accounting Integration screen, select Accounting Sync History.
  4. Under Sync Type select Corporate Card Expenses or Bank Debits.
  5. Under Showing select Errors Only.
  6. Select Re-sync Record.

• Error Code:

  The account period has closed and the account books cannot be updated through the QuickBooks Online Services API. Please use the QuickBooks Online website to make these changes.

  Reason:

  This error occurs when the period close date is set in QuickBooks Online but not in Emburse Spend, or they do not match. Card transactions should be posted with either the transaction date or the transaction date associated with the expense item (based on your Accounting Sync settings). If an item's associated date falls within a closed period, Emburse Spend will update the date to the first day of the next open period month. 

  Solution:

  1. Log in to Emburse Spend and select the Gear in the upper right corner to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. Scroll down to Close Date (Optional) and enter the Closed Date from QuickBooks.
  4. In the upper right corner, select Accounting Sync History.
  5. Under Sync Type select Corporate Card Expenses or Bank Debits.
  6. Under Showing select Errors Only.
  7. Select Re-sync Record.
     
     

• Error Code:

  Invalid account type: You need to select a different type of account for this transaction.

  Reason:

  This error occurs when you are trying to export a credit card refund and the corporate card account mapped to the credit card is not of the credit-card type. Bank-type GL accounts do not accept credit card refunds to post. 

  Solution:

  1. Log in to Emburse Spend and select the Gear in the upper right corner to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. In the list of corporate cards, select the associated card and change it from a bank-type GL account to a credit card-type GL account.
  4. Select Save.
  5. Scroll back up to the top right corner of the Accounting Integration screen and select Accounting Sync History.
  6. Filter the list by Corporate Card Expenses and Errors Only.
  7. Select Re-sync Record and run the Web Connector.
     
     

• Error Code:

  Exceeded max attempts and still have not found all the vendors. Remaining Vendors: [{cleanVendorName:'',originalVendorName:'',nameToCreate:''}]

  Reason:

  This error occurs when an expense does not have a Merchant/Vendor name.

  Solution:

  An admin needs to edit the expense to have a vendor name on the expense: 

  1. Log in to Emburse Spend and select Card Transactions or Reimbursements in your Admin sidebar to locate the transaction or expense.
  2. Select Edit on the transaction or expense and update the Merchant.
  3. Now select the Gear in the upper right corner to access Company Settings.
  4. In the Company Settings menu, select Accounting Integration.
  5. In the top right corner select Accounting Sync History.
  6. Filter the list by Corporate Card Expenses and Errors Only.
  7. Select Re-sync Record.

Reconnect Errors

• Error Code:

  message=ThrottleExceeded; errorCode=003001

  Reason:

  This error occurs when you sync more than 10 expenses to QuickBooks Online at once, due to the QuickBooks Online API limit of 10 expenses per sync. 

  Solution: 

  1. Log in to Emburse Spend and select the Gear in the upper right corner to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. In the top right corner select Accounting Sync History.
  4. Filter the list by Corporate Card Expenses and Errors Only.
  5. Select Re-sync Record on each of the records with errors.

• Error Code:

  ***MULTI SUB USECASE more than one instance of Spend (multiple orgs) cannot sync to a single instance of QuickBooks Online

  Reason:

  This error indicates that the QuickBooks instance is connected to multiple Emburse Spend accounts.

  Solution: 

  1. Log in to Emburse Spend and select the Gear in the upper right corner to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. Select Disconnect.
  4. Select Connect to QuickBooks, then select QuickBooks Online.
  5. Log in to QuickBooks with administrator credentials and complete the prompts to reconnect.
  6. Return to the Accounting Integration screen in Emburse Spend.
  7. In the upper right corner, select Accounting Sync History.
  8. Under Sync Type select Corporate Card Expenses or Bank Debits.
  9. Under Showing select Errors Only.
  10. Select Re-sync Record.

• Error Code:

  {'warnings':null,'intuitObject':null,'fault':{'error':[{'message':'message=ApplicationAuthenticationFailed; errorCode=003200; statusCode=401','detail':null,'code':'3200','element':null}],'type':'AUTHENTICATION'}, 'report':null,'queryResponse':null,'batchItemResponse':[],'attachableResponse': [],'syncErrorResponse':null,'requestId':null,'time':1576608685496,'status':null, 'cdcresponse':[]}

  Reason:

  This error indicates that there is an authentication issue. 

  Solution:

  An admin must reconnect QuickBooks Online from the Accounting Integration screen.

  1. Log in to Emburse Spend and select the Gear in the upper right corner to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. Select Relink.
  4. Log in to QuickBooks with administrator credentials and complete the prompts to reconnect.
  5. Return to the Accounting Integration screen in Emburse Spend.
  6. In the upper right corner, select Accounting Sync History.
  7. Under Sync Type select Corporate Card Expenses or Bank Debits.
  8. Under Showing select Errors Only.
  9. Select Re-sync Record.

• Error Code:

  AuthResponse is not JSON

  Reason:

  This is related to the 401 issue that occurred when QuickBooks switched to OAuth 2.0. The account needs to be reauthorized by reconnecting QuickBooks Online to Emburse Spend. 

  Solution: 

  1. Log in to Emburse Spend and select the Gear in the upper right corner to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. Select Relink.
  4. Log in to QuickBooks with administrator credentials and complete the prompts to reconnect.
  5. Return to the Accounting Integration screen in Emburse Spend.
  6. In the upper right corner, select Accounting Sync History.
  7. Under Sync Type select Corporate Card Expenses or Bank Debits.
  8. Under Showing select Errors Only.
  9. Select Re-sync Record.

• Error Code:

  Response has an Error

  Reason:

  This error occurs when the token for QuickBooks and Emburse Spend is Invalid.

  Solution:

  1. Log in to Emburse Spend and select the Gear in the upper right corner to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. Select Relink.
  4. Log in to QuickBooks with administrator credentials and complete the prompts to reconnect.
  5. Return to the Accounting Integration screen in Emburse Spend.
  6. In the upper right corner, select Accounting Sync History.
  7. Under Sync Type select Corporate Card Expenses or Bank Debits.
  8. Under Showing select Errors Only.
  9. Select Re-sync Record.

• Error Code:

  Permission Denied Error: You do not have the access rights to use this feature. Missing permission on Vendor to Read

  Reason:

  This error occurs when the permissions of the admin who established the integration have changed.

  Solution:

  1. Log in to Emburse Spend and select the Gear in the upper right corner to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. Select Relink.
  4. Log in to QuickBooks with administrator credentials and complete the prompts to reconnect.
  5. Return to the Accounting Integration screen in Emburse Spend.
  6. In the upper right corner, select Accounting Sync History.
  7. Under Sync Type select Corporate Card Expenses or Bank Debits.
  8. Under Showing select Errors Only.
  9. Select Re-sync Record.

Sync Errors

• Error Code:

  FromAccount and ToAccount cannot be the same

  Reason:

  This error occurs when the Source bank account is set to the Emburse Spend Clearing Account.

  Solution: 

  An admin will need to change the bank account in the Accounting Integration screen to something other than the Emburse Spend Clearing Account. 

  1. Log in to Emburse Spend and select the Gear in the upper right corner to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. Scroll down to the Bank Account section and select a bank account that is not the Emburse Spend Clearing Account.
  4. In the upper right corner, select Accounting Sync History.
  5. Under Sync Type select Corporate Card Expenses or Bank Debits.
  6. Under Showing select Errors Only.
  7. Select Re-sync Record.

• Error Code:

  Business Validation Error: You can only add or edit one name at a time. Please try again.

  Reason:

  This error is displayed when you are syncing multiple expenses at the same time.

  Solution:

  An admin will be able to resync the record to export the expense into QuickBooks Online.

  1. Log in to Emburse Spend and select the Gear in the upper right corner to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. In the upper right corner, select Accounting Sync History.
  4. Under Sync Type select Corporate Card Expenses or Bank Debits.
  5. Under Showing select Errors Only.
  6. Select Re-sync Record.

• Error Code:

  Duplicates are syncing to QuickBooks Online

  Reason:

  The error indicates that there are duplicates syncing into QuickBooks. Check the QuickBooks Online configuration, which will allow duplicates if any duplicate warnings are set to ON.

  Solution: 

  1. Sign in to your QuickBooks Online account.
  2. Select the Gear button, then select Account and Settings.
  3. Select Advanced in the left menu.
  4. Go to the Other Preferences section.
  5. Turn on the option "Warn me when I enter a bill number that’s already been used for that vendor."
  6. Select Save > Done.

• Error Code:

  cannot_sync_to_QuickBooks/xero/netsuite_without_default_category_id

  Reason:

  This error occurs when your organization has not mapped the Default Expense Account in the Accounting Integration page for QuickBooks Online.

  Solution: 

  To map the Default Expense Account, follow these steps.

  1. Select the Gear in the upper right corner of Emburse Spend to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. See Select a Default Expense Account for details on mapping the Default Expense account.
  4. Select Save.

  To resync the records, follow these steps.

  1. Select the Gear in the upper right corner of Emburse Spend to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. On the top-right of the screen, select Accounting Sync History.
  4. Admins can filter records by Sync Type as Corporate Card Expenses and select Errors Only.
  5. Select Re-sync Record to sync the transactions into QBO. See Reconciling Errored Records for more details.

• Error Code:

  message=ThrottleExceeded; errorCode=003001; statusCode=429

  Reason:

  The QuickBooks Online API restricts syncing to 10 expenses at a time. If you try to sync more than 10 transactions simultaneously, QuickBooks Online will block the transactions and display this error.

  This is a limitation of QuickBooks Online and not of Emburse Spend.

  Solution: 

  1. Select the Gear in the upper right corner of Emburse Spend to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. On the top-right of the screen, select Accounting Sync History.
  4. Filter records by Sync Type and Errors Only.
  5. Select Re-Sync Record.

  To prevent this error, please sync expenses in batches of 10 transactions at a time.

• Error Code:

  syncing_card_txes_in_multi_gl_account_mode_requires_card_to_be_mapped_to_GL_account

  Reason:

  One or more corporate cards have not yet been mapped to a GL account in your accounting software. If a card is not mapped, transactions from that card cannot be synced by Emburse Spend to your accounting software.

  Solution: 

  1. Log in to Emburse Spend and select the Gear in the upper right corner to access Company Settings.
  2. In the Company Settings menu, select Accounting Integration.
  3. Scroll down to the list of corporate cards and look for those with blank dropdowns.
  4. Use the dropdowns to select the correct GL account for each unmapped card, then select Save.
  5. Scroll back up to the top right corner of the Accounting Integration screen and select Accounting Sync History.
  6. Filter the list by Corporate Card Expenses and Errors Only, then select Re-sync Record.