QuickBooks Online Export & Sync Errors

This article lists common error messages which may be returned when exporting to QuickBooks Online. You can view these errors on the Accounting Sync History Page via Company Settings > Accounting Sync History. 

Note: Bank Debit errors will not indicate the specific transaction within the batch that is causing the error.

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

Reason:

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

Solution: 

1. Identify if the Chart of Account / Custom field item is active or change the Category or Filed to a different option.  
2. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
3. Click Re-sync Record 

Error: 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. Change the GL account mapped to the category to an Expense type, Other expenses or Cost of Goods sold. 
2. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
3. Click Re-sync Record

Error: {"warnings":null,"intuitObject":null,"fault":{"error":[{"message":"message=ThrottleExceeded; errorCode=003001; statusCode=429","detail":null,"code":"3001","element":null}],"type":"SERVICE"},"report":null,"queryResponse":null,"batchItemResponse":[],"attachableResponse":[],"syncErrorResponse":null,"requestId":null,"time":1536096004238,"status":null,"cdcresponse":[]}

Reason:

The error occurs when the Credentials used for the integration have changed or been deactivated so the authentication failed.

Solution: 

1. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
2. Select Accounting Sync and click Reconnect 
3. Login with QuickBooks Administrator credentials and complete the prompts to reconnect.
4. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
5. Click Re-sync Record 

Error: 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:

The error occurs when the period close date is set in QuickBooks Online but not in Abacus, 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, Abacus will update the date to the first day of the next open period month. 

Solution:

1. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
2. Select Accounting Sync and scroll to the Close Date and enter the Closed date from QuickBooks
3. Go to Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
4. Click Re-sync Record

Error: FromAccount and ToAccount cannot be the same

Reason:

This error occurs when the Source bank account is set to the Abacus Clearing Account

Solution: 

An Admin will need to change the bank account in the Accounting Sync page to something other than the Abacus Clearing Account. Please follow the steps below:

1. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
2. Select the Accounting Sync tab and scroll to the Bank Account section. Update the Bank account to one that is not the Abacus Clearing Account
3. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
4. Click Re-sync Record

Error: 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 that is mapped to an Accounts Payable

Solution: 

1. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
2. Select Categories and locate the category and change the GL account mapped to the Category
3. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
4. Click Re-sync Record

Error: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 re-sync the record to export the expense into QuickBooks Online.

1. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
2. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
3. Click Re-sync Record 

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

Reason:

The 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 Abacus and click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
2. Edit the Expense information and update the Merchant on the expense
3. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
4. Click Re-sync Record 

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

Reason:

The error indicates that the QuickBooks instance is connected to multiple Abacus accounts.

Solution: 

1. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
2. Select Accounting Sync and click Disconnect
3. Select Connect to QuickBooks and Select QuickBooks online
4. Login with QuickBooks Administrator credentials and complete the prompts to reconnect.
5. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
6. Click Re-sync Record

Error: {"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:

The error indicates that there is an Authentication issue. 

Solution:

An Admin needs to reconnect QuickBooks Online from the Account Sync page:

1. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
2. Select Accounting Sync and click Reconnect 
3. Login with QuickBooks Administrator credentials and complete the prompts to reconnect.
4. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
5. Click Re-sync Record 

Error: 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 duplicates warnings are set to ON

Solution: 

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

Error: AuthResponse is not JSON

Reason:

This is related to the "401' issue that occured when QuickBooks switched to OAuth 2.0. The account needs to be reauthorized by reconnecting QuickBooks Online to Abacus. 

Solution: 

1. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
2. Select Accounting Sync and click Reconnect 
3. Login with QuickBooks Administrator credentials and complete the prompts to reconnect.
4. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
5. Click Re-sync Record 

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

Reason:

The error occurs when you are trying to export a credit card refund expense and the Corporate card is mapped to a Bank type GL account. You cannot input a negative amount into a GL account which is a Bank type account.

Solution:

In this case, we recommend moving the Abacus account to a Credit Card as it would allow negative amounts.

1. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
2. Select Accounting Sync and click Reconnect 
3. Login with QuickBooks Administrator credentials and complete the prompts to reconnect.
4. Select Accounting Sync History and select the Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
5. Click Re-sync Record 

Error: Response has an Error

Reason:

This error occurs when the token for QuickBooks and Abacus is Invalid

Solution:

1. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
2. Select Accounting Sync and click Reconnect 
3. Login with QuickBooks Administrator credentials and complete the prompts to reconnect.
4. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
5. Click Re-sync Record 

Error: 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 Abacus and click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
2. Edit the Expense information and update the Category on the expense OR go to Account & Settings and select Category, Locate the Category and map it with an appropriate GL account
3. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
4. Click Re-sync Record

Error: 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. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
2. Select Accounting Sync and click Reconnect 
3. Login with QuickBooks Administrator credentials and complete the prompts to reconnect.
4. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Bank Debits and Errors Only option 
5. Click Re-sync Record