QuickBooks Desktop Export & Sync Errors

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

Bank debit errors will not indicate the specific transaction within the batch that is causing the error.

Web Connector Errors

For Web Connector-specific queries, please see this article on Troubleshooting QuickBooks Desktop Sync.

  1. Error Code:

    QBWC1012: Authentication failed due to following error message. Index was outside the bounds of the array. See QWCLog for more details. Remember to turn logging on.

    Reason:

    The error is displayed when Emburse Spend as an integrated application needs to be reauthorized. 

    Solution: 

    Please visit Intuit for more information: Fix Web Connector error QBWC1039

    1. Sign in to QuickBooks as the Admin user in Single User mode.
    2. If QuickBooks is in Multi-user mode, go to the File menu, then select Switch to Single-User Mode.
    3. From the Edit menu, select Preferences.
    4. Select Integrated Applications, and then select the Company Preferences tab.
    5. Uncheck the box for Don’t allow any applications to access this company file.
    6. In the SDK App Authorization pop-up, select Yes.
    7. Check your third-party application to allow access.
    8. Select OK.

  2. Error Code:

    QBWC1013: Error connecting to QuickBooks or Application requested to abort.

    Reason:

    This error is displayed when the Emburse Spend Web Connector is having problems connecting to the QuickBooks company file.

    Solution: 

    1. Ensure that QuickBooks company file is open or that the file path for QuickBooks data files is correct in Emburse Spend.
    2. To do this, open QuickBooks and press F2 key to launch the Product Information window.
    3. Copy the Location of the QuickBooks data file path.
    4. Log in to Emburse Spend and select the Settings Gear in the upper right corner to access Company Settings.
    5. In the Company Settings menu, select Accounting Integration.
    6. Scroll down to Set Up and, under Company File, select I Want to Specify the Full Path of the Company File Emburse Spend Will Sync To.
    7. Paste the file path into the box and select Save.
    8. Run the Web Connector.

  3. Error Code:

    QBWC1039: There was a problem adding the application. Check QWCLogs.txt for details. Unique OwnerID/FileID pair value required.

    Reason:

    This error indicates that the Web Connector file was already downloaded and the system is having a conflict when adding it again.

    Solution: 

    1. Open QuickBooks Desktop in Single User mode with Admin permissions.
    2. Log in to Emburse Spend and select the Settings Gear in the upper right corner to access Company Settings.
    3. In the Company Settings menu, select Accounting Integration.
    4. Scroll down to Set Up and download the QuickBooks Web Connector File.
    5. Find the downloaded .QBWC file on your device, right-click on it, and select Open With > Notepad (or another text editor).
    6. Locate the OwnerID and FileID entries in the text file:
      qb_10.png
    7.  Change one character in each line to either a different number or a different letter (e.g., Change "c" to an "a" and change "d" to an "a"). It does not matter which letter or number you change to, but it must be different.
    8. Save the file and close it.
    9. Return to the Accounting Integration screen in Emburse Spend and scroll down to Set Up.
    10. Under 3. Enter Password, select View Password.
    11. Copy the password.
    12. Launch the .QBWC file by double-clicking it or opening it with WebConnector.
    13. When WebConnector asks for a password, enter the copied password.

  4. Error Code:

    QBWC1039: There was a problem adding the application. Check QWCLog.txt for details. Unable to access QuickBooks. QuickBooks must be open the first time an application is added to the Web Connector. If you do not have QuickBooks installed on this system, you would need to install it before running Web Connector.

    Reason:

    This occurs when multiple company files are open at the same time.

    Solution: 

    1. In QuickBooks, go to the File menu.

    2. Select Close Company.

    3. Select the Company File and launch it.

    4. Log in to the QuickBooks file as admin.

    5. Log in to Emburse Spend and select the Settings Gear in the upper right corner to access Company Settings.

    6. In the Company Settings menu, select Accounting Integration.

    7. Scroll down to Set Up and download the QuickBooks Web Connector File.

    8. Find the downloaded .QBWC file on your device, right-click on it, and select Open With > Notepad (or another text editor).
    9. Locate the OwnerID and FileID entries in the text file:
      qb_10.png
    10.  Change one character in each line to either a different number or a different letter (e.g., Change "c" to an "a" and change "d" to an "a"). It does not matter which letter or number you change to, but it must be different.
    11. Save the file and close it. 
    12. Return to the Accounting Integration screen in Emburse Spend and scroll down to Set Up.
    13. Under 3. Enter Password, select View Password.
    14. Copy the password.
    15. Launch the .QBWC file by double-clicking it or opening it with WebConnector.
    16. When WebConnector asks for a password, enter the copied password.

  5. Error Code:

    QBWC1048: QuickBooks Web Connector could not verify the web application server certificate.

    Reason:

    This error occurs if the Web Connector certificate is not verified. 

    Solution:

    1. Remove the old certificate in QuickBooks by navigating to Edit > Preferences > Integrated Applications > Company Preferences > Select Emburse Spend > Remove.
    2. Follow steps 2–8 in the article How Do I Connect QuickBooks Desktop Software to Emburse Spend?
    3. Run a Web Connector sync.

  6. Error Code:

    QBWC1085: There was a problem with the log file. QuickBooks Web Connector will continue without the log file.

    Reason: 

    The error occurs when the QuickBooks Web Connector lacks permissions to write messages to a log file.

    Solution: 

    1. Close out of QuickBooks and Web Connector completely.
    2. On your computer, navigate to C:\ProgramData\Intuit\QBWeb Connector\log.
    3. Rename the QWCLOG.txt to QWCLOGOLD.txt.
    4. Restart QuickBooks Web Connector to generate a new QWCLOG.txt file.
    5. Launch QuickBooks and Web Connector.

  7. Error Code:

    This application is unable to log into this QuickBooks company data file automatically. The QuickBooks administrator must grant permission for an automatic login through the Integrated Application preferences. If such permission was already granted, the administrator must revoke permission, save preferences, then grant the permission again.

    Reason:

    This error is displayed when Emburse Spend has not been added as an integrated application in QuickBooks.

    Solution:

    Remove Emburse Spend from the Web Connector and download a new Web Connector file.

    1. In QuickBooks, navigate to Edit > Preferences > Integrated Applications > Company Preferences > Select Emburse Spend > Remove.
    2. Now navigate to QuickBooks Web Connector > Select Emburse Spend > Remove.
    3. Follow steps 2–8 in the article How Do I Connect QuickBooks Desktop Software to Emburse Spend?

  8. Error Code:

    1039: This application has not accessed this QuickBooks company data file before. The QB admin must grant an application permission to access a QB company data file for the first time.

    Reason:

    You do not have the correct admin permissions to launch the Web Connector for the first time.

    Solution: 

    1. Log out of QuickBooks Desktop, then log back in using admin credentials in single-user mode.
    2. Navigate to the Edit menu, then select Preferences.
    3. Select Integrated Applications, then go to the Company Preferences tab.
    4. If more than one application is listed, select Emburse Spend, then select Properties.
    5. On the Access Rights tab, take note of the name in the Log In As field and clear the checkbox next to Allow this application to read and modify this company file.
    6. Select OK to save the changes.
    7. In the Log in As field, select the name that was previously used. Select OK twice.

  9. Error Code:

    Web Connector error: This application is unable to log into this QuickBooks company data file automatically. The QuickBooks administrator must grant permission for an automatic login through the Integrated Application preferences. If such permission was already granted, the administrator must revoke permission, save preferences, then grant the permission again.

    Reason: 

    The correct permissions were not granted during setup of the Emburse Spend Web Connector application, preventing it from logging in to QuickBooks automatically.

    Solution: 

    1. Log out of QuickBooks Desktop, then log back in using admin credentials in single-user mode.
    2. Navigate to the Edit menu, then select Preferences.
    3. Select Integrated Applications, then go to the Company Preferences tab.
    4. If more than one application is listed, select Emburse Spend, then select Properties.
    5. On the Access Rights tab, take note of the name in the Log In As field and clear the checkbox next to Allow this application to read and modify this company file.
    6. Select OK to save the changes.
    7. In the Log in As field, select the name that was previously used. Select OK twice.

  10. Error Code:

    Web Connector: Could not start QuickBooks.

    Reason:

    The QuickBooks Web Connector is unable to detect the Company file because it is not open.

    Solution:

    1. Launch QuickBooks Desktop and the Web Connector.
    2. Select the Web Connector file, then select Update Selected.

  11. Error Code:

    Quickbooks_webconnector connection does not have a corporate card account.

    Reason:

    The corporate credit cards in Emburse Spend are not mapped to a GL account in QuickBooks, so transactions cannot be synced to QuickBooks.

    Solution: 

    1. Log in to Emburse Spend and select the Settings 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 drop-downs.
    4. Use the drop-downs 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 and run the Web Connector.

Bill/Transaction Errors

  • Error Code:

    QBWC1039: Error adding Bill for company (b9jn6js3qpyno6vcyjp9trje) Error: The billable status field has an invalid value NotBillable. QuickBooks error message: Target is not reimbursable.

    Reason:

    Only Expense, Other Expense, and Cost of Goods Sold GL accounts can be billable.

    Solution: 

    Expenses that are tagged with a Customer will automatically be synced to QuickBooks with data in the Billable field, whether or not the expense is actually billable. These expenses are prevented from syncing because they have data in the Customer expense field, which is mapped to Customer in QuickBooks. 

    • Change mapping of problem categories in QuickBooks.
    • Edit the expense so that it is not billable.
    • Change the expense category to something else.

  • Error Code:

    QuickBooks found an error when parsing the provided XML text stream.

    Reason:

    QuickBooks is unable to recognize information sent by your application provider. This happens when fields contain special characters or have more characters than QuickBooks can support.

    Solution: 

    1. Log in to Emburse Spend and select Card Transactions or Reimbursements in your admin sidebar to locate the expense or transaction.
    2. Remove any special characters entered in the expense.
    3. Select the Settings Gear in the upper right corner to access Company Settings.
    4. In the Company Settings menu, select Accounting Integration.
    5. In the upper right corner, select Accounting Sync History.
    6. Under Sync Type select Corporate Card Expenses or Bank Debits.
    7. Under Showing select Errors Only.
    8. Select Re-sync Record and run the Web Connector.

  • Error Code:

    Error adding Bill for company Error: There was an error when saving a Bill. QuickBooks error message: Only one a/r or a/p account allowed per transaction.

    Reason:

    This error occurs when the bill already exists in QuickBooks.

    Solution: 

    1. Locate the bill in QuickBooks.
    2. Log in to Emburse Spend and select the Settings 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 Dismiss Error to clear the error.

  • Error Code:

    Error adding bill for company Error: There was an error when saving a Bill. QuickBooks error message: Only one a/r or a/p account allowed per transaction.

    Reason:

    QuickBooks will not let you record transactions that contain:

    • Two A/R accounts
    • Two A/P accounts
    • One A/R account and one A/P account

    Solution: 

    1. Log in to Emburse Spend and select the Settings Gear in the upper right corner to access Company Settings.
    2. In the Company Settings menu, select Accounting Integration.
    3. Scroll down to the Default Expense Type section.
    4. Use the Select Expense Account drop-down to choose an account that is not A/R or A/P.
    5. Select Save.

  • Error Code:

    Error adding Credit Card Charge for company (XYZ) Error: The billable status field has an invalid value Billable. QuickBooks error message: Target is not reimbursable.

    Reason:

    This error occurs when an incorrect GL account is selected as an Item type and Item is an account type that does not support Billable expenses.

    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. 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 and run the Web Connector

  • Error Code:

    Object XYZ specified in the request cannot be found. QuickBooks error message: Invalid argument. The specified record does not exist in the list.

    Reason:

    This error indicates that the item mapped to an expense is no longer active or deleted.

    Solution: 

    1. Log in to Emburse Spend and select Card Transactions in your admin sidebar to locate the transaction.
    2. Edit the Expense information and update the Expense item on the expense.
    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 and run the Web Connector.

  • Error Code:

    Error adding Bill for company Error: The Bill External GUID field has an invalid value XYZ. QuickBooks error message: A transaction's external guide must be unique.

    Reason: 

    This error occurs when the bill already exists in QuickBooks. 

    Solution:

    1. Locate the bill in QuickBooks.
    2. Log in to Emburse Spend and select the Settings 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 Dismiss Error to clear the error.

  • Error Code:

    There was an error when saving a credit card charge. QuickBooks error message: Transaction split lines to accounts receivable must include a customer on that split line

    Reason:

    This error occurs when exporting to an Accounts Receivable-type account and a Customer value has not been selected on a split expense.

    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 to add a customer and save it.
    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 and run the Web Connector.

Corporate Card Errors

  • 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 Settings 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 drop-downs.
    4. Use the drop-downs 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.

  • Error Code:

    QuickBooks error message: The account for this transaction must be of type Credit Card.

    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 Settings 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:

    The account period has closed. Txn Date= MM/DD/YYYY is before book closing date=XX/YY/YYYY

    Reason:

    This error occurs when attempting to sync into QuickBooks a corporate card transaction or a reimbursement that has an expense date in a closed period.

    Solution:

    1. Reopen the closed period in QuickBooks.
    2. Log in to Emburse Spend and select the Settings Gear in the upper right corner to access Company Settings.
    3. In the Company Settings menu, select Accounting Integration.
    4. In the top right corner select Accounting Sync History.
    5. Filter the list by Corporate Card Expenses and Errors Only.
    6. Select Re-sync Record and run the Web Connector.

  • Error Code:

    Error adding Credit Card Charge for company Error: Object XYZ specified in the request cannot be found.

    Reason:

    This error occurs when a corporate card is mapped to a credit card-type GL account but it is either inactive or deleted in QuickBooks. 

    Solution: 

    1. Log in to Emburse Spend and select the Settings Gear in the upper right corner to access Company Settings.
    2. In the Company Settings menu, select Accounting Integration.
    3. Scroll down to Corporate Cards section.
    4. Locate and replace the corporate card mapping with an active account.
    5. Select Save.
    6. In the top right corner select Accounting Sync History.
    7. Filter the list by Corporate Card Expenses and Errors Only.
    8. Select Re-sync Record and run the Web Connector.

Vendor Errors

  • Error Code:

    The query request has not been fully completed. There was a required element (Spend) that could not be found in QuickBooks.

    Reason: This error occurs if the vendor “Emburse Spend” has been deleted.

    Solution: 

    1. Restore the vendor "Emburse Spend" in QuickBooks.
    2. Log in to Emburse Spend and select the Settings Gear in the upper right corner to access Company Settings.
    3. In the Company Settings menu, select Accounting Integration.
    4. In the top right corner select Accounting Sync History.
    5. Filter the list by Corporate Card Expenses and Errors Only.
    6. Select Re-sync Record and run the Web Connector.

  • Error Code:

    QuickBooks had a problem receiving an expense from us. The response from the application was: The request has not been processed. The vendor name VENDOR NAME: of the list element is already in use. Please rename the merchant on this expense or find the employee, customer, or other name that matches the merchant on this expense in QuickBooks and rename it, then re-export.

    Reason:

    The error occurs when exporting a transaction into QuickBooks with a list name that already exists in a different list in QuickBooks. QuickBooks does not allow you to create a new item with the same name.

    Solution: 

    1. In Emburse Spend, navigate to the Admin menu and select Card Transactions.
    2. Find the transaction in the list and select Edit Edit.
    3. In the Merchant/Mileage dropdown, select a different vendor name, then select Save.
    4. Now select the Settings Gear in the upper right corner to access Company Settings.
    5. In the Company Settings menu, select Accounting Integration.
    6. In the top right corner select Accounting Sync History.
    7. Filter the list by Corporate Card Expenses and Errors Only.
    8. Select Re-sync Record and run the Web Connector.

Other Errors

  • Error Code:

    QuickBooks cannot open this file. A background process may have already opened a different QuickBooks file. Please try closing any such background process and then reopen the file.

    Reason:

    There may be too many versions of QuickBooks Desktop open at the same time.

    Solution 

    1. Open Task Manager on your computer.
    2. Navigate to the Details tab and look for QuickBooks.
    3. Close all instances of QuickBooks.
    4. Try to launch QuickBooks Desktop. 

  • Error Code:

    Object not found.

    Reason:

    This error occurs when an employee, vendor, customer, or account has been made inactive in QuickBooks Online.

    Solution: 

    Check the Audit log in QuickBooks Online to see if there are reports regarding the changes. Administrators can also check the employee, vendor, or account to see if it is inactive and make it active. 

    1. In QuickBooks Online, navigate to Customers & Leads.
    2. Find the inactive employee, vendor, or account in the list and select Make Active on the far right.
    3. Log in to Emburse Spend and select the Settings 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 and run the Web Connector.

  • Error Code:

    The user you are trying to log in with is already logged in from another machine. Error Code: 80040437

    Reason:

    This error occurs if you are logging in to QuickBooks in multi-user mode and are already logged in to QuickBooks desktop on a different computer.

    Solution: 

    If you are logged in as the admin, you can close QuickBooks for another user.

    1. Launch QuickBooks Messenger (Company menu > Chat with a Coworker).
    2. From the Actions dropdown, select Close Company File for Users.
    3. Select the user whose QuickBooks you want to close.
    4. Select Close Company File.
    5. In the Confirmation window, select Yes.

  • Error Code:

    The application trying to connect to QuickBooks is not supported while multiple instances of QuickBooks are running.

    Reason:

    This error may occur when using QuickBooks in multi-user mode in a terminal server environment.

    Solution:  

    1. Log in to QuickBooks using the QuickBooks user account assigned to Sync & Save.
    2. Under Edit > Preferences > General > My Preferences, uncheck the option "Keep QuickBooks running for quick startups."

  • Error Code:

    Update aborted. Company file is locked by another client [Machine Name]

    Reason:

    Company file is locked by another client running at machine named [Machine Name] at MM/DD/YYYY #:##:## PM UTC. Please try again later.

    Solution: 

    1. Force close QuickBooks and the Web Connector, then attempt to load both again.
    2. If you are still experiencing this error, restart your computer in the Right Networks environment/PC and then update the Web Connector.

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