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NetSuite Export & Sync Errors


This article lists common error messages which may be returned when exporting to NetSuite. 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: Custom fields not showing up for mapping in Abacus

Reason:

The Custom fields in NetSuite are not configured correctly.

Solution:

Please refer to the article Creating and Syncing a NetSuite Custom Field to resolve the mapping of the custom field.

Error: The field entityid contained more than the maximum number ( 83 ) of characters allowed.

Reason:

This error occurred because the vendor/merchant name is over 83 characters, which causes the sync to fail. This is a NetSuite limitation.

Solution: 

  1. Log in to Abacus and click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
  2. Locate and edit the Expense and  update the expense with fewer than 83 characters in the Merchant field or the note field
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Error: Rate limit exceeded!

Reason:

NetSuite has a limit of syncing only 15 transactions simultaneously. Abacus allows for bulk approval for 30 transactions, so often companies will hit this error when approving large batches of transactions.

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 History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  3. Click Re-sync Record 

Error: Please enter value(s) for: Department\",\"stackTrace\":{\"[Ljava.lang.String;\":[\"nlapiCreateError(accrual_debit.js$1626:1268)\",\"nlapiSubmitRecord(accrual_debit.js$1626:457)\",\"addJournalEntry(journal_entry.js:127)\",\"addAccrualDebit(accrual_debit.js$1626:62)\",\"restletwrapper(null:4)\",\"<anonymous>(accrual_debit.js$1626:96)\"]},\"type\":\"nlobjError\",\"suppressNotification\":false}

Reason:

This error occurs when you change from Cash mode to Accrual mode as the default mapping needs to be adjusted. 

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 Select Default Expense Account, Bank Account, AP account and, Vendor for Bill and Save
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Error: There is already an external entity (eg. customer, vendor, or employee) with access to this account using that entity name. All external entities with access must have a unique entity name for login purposes.

Reason:

This error occurs when there are multiple external entities that have the same entity name e.g. multiple vendors with the same name.

Solution: 

  1. Rename the two vendors so that you can differentiate and track them differently.

Error: Please enter value(s) for: Project (or other field) 

Reason:

A rule in Netsuite is requiring the native NetSuite Project field to be mapped to an expense, but the Project form NetSuite is not mapped to the Custom field in Abacus.

Solution: 

  1. Log in to Abacus and click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
  2. Locate and edit the Expense and  update the expense with the Project item or the other Custom field item
  3. Go to Account & Settings and Select the Team field or Expense field 
  4. Locate the Project/ Custom Field and map it with the Project item from NetSuite
  5. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  6. Click Re-sync Record 

Error: Unexpected 500 Error “you do not have permissions to view” 

Reason:

This error occurs when the AccrualDebit script does not have access to all of the correct subsidiaries.

Solution: 

  1. Go to Customization >> Scripting >> Script deployments tab:
  2. Locate the AccrualDebit script and click Edit: 
  3. Check the checkbox next to Roles that says "Select All"
  4. Click save.
  5. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  6. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  7. Click Re-sync Record 

Error: Invalid entity reference ID error (even when we are receiving the vendor name from the sync

Reason:

This error occurs when the Abacus integration role is not available to all the NetSuite subsidiaries. 

Solution:

  1. Log in to NetSuite and Setup >> Manage Roles page
  2. Edit the Abacus Integration role
  3. Select all Subsidiaries from the list
  4. Save the role
  5. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  6. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  7. Click Re-sync Record 

Error: If Abacus Labs vendor name is appearing in NetSuite but not in the Vendors we sync from NetSuite 

Reason:

This error occurs when the Abacus Integration role is not available to all NetSuite subsidiaries.

Solution: Please follow the steps below

  1. Log in to NetSuite and Setup >> Manage Roles page
  2. Edit the Abacus Integration role
  3. Select all Subsidiaries from the list
  4. Save the role
  5. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  6. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  7. Click Re-sync Record

Error: Invalid postingperiod reference key xxx for subsidiary xxx.

Reason:

The error occurs when the Posting period is incorrect, closed or inactive.

Solution:

  1. Navigate to Setup > Accounting > Manage AccountingPeriods and ascertain that:
    1. Period is active
    2. Period is spelled correctly
    3. Period is open
  2. Close the problem Posting period in NetSuite
  3. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  4. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  5. Click Re-sync Record

Error: Expense fields (Class, Department, Location, etc.) are not syncing from Abacus to NetSuite

Reason:

This error occurs when the Custom Fields from NetSuite are not syncing into Abacus. 

Solution: 

  1. Log in to Abacus and go to Account & Settings 
  2. Select the Team field or Expense field 
  3. Locate the Project/Custom Field and make sure that it is mapped to the List item from NetSuite
  4. If the Custom field is not mapped, please map the Custom field
  5. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  6. Click Re-sync Record 

Error: Could not satisfy maxLength by truncating the expense note

Reason:

This error occurs when the expense has more than 83 characters in the note field or in the Merchant name.

Solution: 

  1. Log in to Abacus and click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
  2. Locate and edit the Expense and  update the expense with fewer than 83 characters in the Merchant field or the note field
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Error: Permission Violation: You need the \\'Lists -> Documents and Files\\' permission to access this page. Please contact your account administrator.

Reason:

This error occurs when the Abacus Integration role does not have the Document and Files permissions in NetSuite.

Solution:

  1. In NetSuite, go to Setup > Users/Roles > Manage Roles
  2. Then go to the "Abacus Integration" role on the list of options. Click "Edit" to view and edit the permissions assigned to the role user. Under Permissions, you should be able to select the checkbox next to Lists or Documents/Files. Then save.
  3. Do this as well for the User that the Abacus integration role is assigned to. Then save the user. (Meaning go to Manage Users >> Select the user >> Edit >> Access >> Global Permissions >> Add "Documents and Files" >> Save)
  4. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  5. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  6. Click Re-sync Record

Error: INSUFFICIENT_PERMISSION: You do not have privileges to view this page

Reason:

This error occurs when the AccrualDebit script does not have all of the correct subsidiaries included.

Solution: Please follow the steps below

  1. Go to: Customization > Scripting > Script Deployments
  2. Click the EDIT button next to AccrualDebit script 
  3. Check the box next to Roles (under Audience) to Select All
  4. Save

Error: Please enter value(s) for: Department, Class, Location 

Reason:

If you are getting this error, even when there are Locations, Departments, and Classes on every expense, it is because you are syncing in Accrual mode and default mappings aren't configured. A bank transfer record needs to be created to represent the full debit from the bank account to the clearing account. As the record is not related to a single expense, we need to know what Class/Location/Department to use on that record.

Solution: 

  1. Log in 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 down to Default Field Mapping
  3. Select a Default mapping for Class, Department, Location and, other Custom fields and Save
  4. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  5. Click Re-sync Record

Error: The transaction cannot be saved due to a missing Department or Business Unit

Reason:

The Business unit or Department is not coded on the expense 

Solution:

  1. Log in to Abacus and go to Account & Settings 
  2. Select the Team field or Expense field 
  3. Locate the Department/ Business Unit / Custom Field and make sure that it is mapped with Department/ Business unit / Custom field from NetSuite
  4. If the Custom field is not mapped, please map the Custom field
  5. Click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
  6. Edit the Expense and update the expense with the Department/ Business unit/ Custom field item and Save
  7. Go to Account & Settings and Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  8. Click Re-sync Record 

Error: INVALID_LOGIN_ATTEMPT :Invalid login attempt.

Reason:

This error is displayed when the Token is invalid or expired.

Solution:  

  1. Log in 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 NetSuite and Enter the credentials
  4. Follow the steps from the article How to connect the NetSuite accounting software to Abacus to complete the integration.

Error: Unexpected Status Code : 400. The request could not be understood by the server due to malformed syntax.

Reason:

This error occurs when the Token used for the integration with Abacus is either invalid or expired.  

Solution:

  1. Log in 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 NetSuite and Enter the credentials
  4. Follow the steps from this article: How to connect the NetSuite accounting software to Abacus to complete the integration.

Error: There is already a vendor using that entity name. All vendors must have a unique entity name

Reason:

This error occurs when there are two vendors that belong to the same entity, and have the same name, in NetSuite.

Solution: 

  1. The NetSuite Administrator needs to make sure that the Employee names and their Vendor names are slightly different in NetSuite.

Error: Please enter value(s) for: Class

Reason:

This error occurs when there is a Class requirement in NetSuite but a Class is not selected on the expenses.

Solution:

  1. Log in to Abacus and click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
  2. Locate and edit the Expense and  update the expense with the Class item
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Error: Script Execution Usage Limit Exceeded

Reason:

This error occurs when you are approving corporate card expenses using the bulk approval feature. NetSuite has a rate limit so when there are too many sync attempts, NetSuite will limit the number of records that can sync at once from Abacus.

Solution: 

  1. Log in 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 and Errors only option 
  3. Click Re-sync Record
  4. Wait for it to sync

Error: SSS_USAGE_LIMIT_EXCEEDED

Reason:

NetSuite has a rate limit so when there are too many sync attempts, NetSuite will limit the number of records that can sync at once from Abacus.

Solution: 

  1. Log in 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 and Errors only option 
  3. Click Re-sync Record
  4. Wait for it to sync

Error: This record already exists

Reason:

This error occurs when the expense has already exported to NetSuite and you are trying to re-sync the record.

Solution: 

  1. Confirm if the record is already in NetSuite. If it exists, please follow the next step
  2. Log in to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  3. Select Accounting Sync History and select Sync type as Corporate Card Expenses or Debits and Errors only option 
  4. Click Dismiss Error

Error: You have attempted an invalid sublist or line item operation. You are either trying to access a field on a non-existent line or you are trying to add or remove lines from a static sublist.

Reason:

This error occurs when there is an approval rule in NetSuite that requires approval for bills before they are ready for payment. 

Solution:

  1. The NetSuite Administrator will need to create an exception to the Approval rule to Bills in NetSuite. This will exempt Abacus from creating/posting expenses without requiring approval in NetSuite.

Error: Invalid account reference key XYZ for currency ABC

Reason:

The error indicates that the GL Account is either inactive or not available for the subsidiary in NetSuite.

Solution: 

Option 1: Confirm that the GL Account is active or available for the subsidiary in NetSuite

  1. Confirm the GL account is Active or Available for the Subsidiary in NetSuite
  2. Log in to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Option 2: Change the GL account mapped to the Category in Abacus

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

Error: Invalid department reference key XYZ for subsidiary ABC

Reason:

The error indicates that the Department is either inactive or not available for the subsidiary in NetSuite.

Solution:

Option 1: Confirm that the Department is active or available for the subsidiary in NetSuite.

  1. Confirm the Department is Active or Available for the Subsidiary in NetSuite
  2. Log in to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Option 2: Change the Department mapped on the Expense in Abacus

  1. Log in to Abacus and click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
  2. Locate and edit the Expense and update the Department on the expense
  3. Go to Account & Settings by clicking the Gear button on the top right side of the page
  4. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  5. Click Re-sync Record 

Error: Invalid location reference key XYZ for subsidiary ABC

Reason:

The error indicates that the Location is either inactive or not available for the subsidiary in NetSuite.

Solution: 

Option 1: Confirm that the Location is active or available for the subsidiary in NetSuite

  1. Confirm the Location is Active or Available for the Subsidiary in NetSuite
  2. Log in to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Option 2: Change the Location mapped on the Expense in Abacus

  1. Log in to Abacus and click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
  2. Locate and edit the Expense and update the Location on the expense
  3. Go to Account & Settings by clicking the Gear button on the top right side of the page
  4. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  5. Click Re-sync Record

Error: Invalid class reference key XYZ for subsidiary ABC

Reason:

The error indicates that the Class coded on the expense is either inactive or not available for the subsidiary.

Solution:

Option 1: Confirm that the Class is active or available for the subsidiary in NetSuite

  1. Confirm the Location is Active or Available for the Subsidiary in NetSuite
  2. Log in to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Option 2: Change the Class mapped on the Expense in Abacus

  1. Log in to Abacus and click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
  2. Locate and edit the Expense and update the Class on the expense
  3. Go to Account & Settings by clicking the Gear button on the top right side of the page
  4. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  5. Click Re-sync Record

Error: Invalid entity reference key XYZ for subsidiary ABC

Reason:

The vendor with the NetSuite Internal ID XYZ is either inactive or unavailable for the subsidiary in NetSuite. 

Solution: 

Option 1: Confirm that the Vendor is active or available for the subsidiary in NetSuite

  1. Confirm the Vendor is Active or Available for the Subsidiary in NetSuite
  2. Log in to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Option 2: Change the Vendor mapped on the Expense in Abacus

  1. Log in to Abacus and click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
  2. Locate and edit the Expense and update the Vendor on the expense
  3. Go to Account & Settings by clicking the Gear button on the top right side of the page
  4. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  5. Click Re-sync Record

Error: Invalid account reference ID

Reason:

The error indicates that the GL Account is either inactive or not available for the subsidiary in NetSuite.

Solution: 

Option 1: Confirm that the GL Account is active or available for the subsidiary in NetSuite

  1. Confirm the Vendor is Active or Available for the Subsidiary in NetSuite
  2. Log in to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Option 2: Change the GL account mapped to the Category in Abacus

  1. Log in to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  2. Select Categories and edit the and update the GL account mapped to the Category
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Error: Invalid subsidiary reference key XYZ

Reason:

The error indicates that the Abacus Integration Role may not have permissions to access the Subsidiary in NetSuite. This NetSuite user would need to have full permissions across all the NetSuite subsidiaries.

Solution: 

You can follow these instructions to check the configuration in NetSuite:

  1. Log in to NetSuite and go to Setup 
  2. Select User/ Roles and select Manage Roles  
  3. Edit the Abacus Integration role 
  4. Select all Subsidiaries from the list 
  5. Save the Role
  6. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  7. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  8. Click Re-sync Record 

Error: The transaction date you specified is not within the date range of your accounting period

Reason:

This error occurs when a transaction can't sync to NetSuite because the transaction date is part of an accounting period that hasn't been created or hasn't been fully set up in NetSuite.

Solution:

The Admin will need to create or complete the setup of the accounting period in NetSuite:

  1. Log in to NetSuite and select Setup 
  2. Select Accounting tab  and choose Manage Accounting Periods
  3. Update the accounting period(s) including the invoice date of the transaction causing the sync error.
  4. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  5. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  6. Click Re-sync Record 

Error: Invalid postingperiod reference key XYZ for subsidiary ABC

Reason:

The error invalid posting period indicates that Abacus needs the posting period closed to sync to an open, or non-problematic period.

Solution: 

  1. In order for the transactions to sync into the next posting period, all posting periods need to be closed for all subsidiaries in NetSuite. 
  2. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Error: Invalid Customer reference key XYZ for Subsidary ABC

Reason:

The error indicates that the Customer coded on the expense is either inactive or not available for the subsidiary in NetSuite.

Solution: 

Option 1: Confirm that the Customer is active or available for the subsidiary in NetSuite

  1. Confirm the Vendor is Active or Available for the Subsidiary in NetSuite
  2. Login to Abacus and go to Account & Settings by clicking the Gear button on the top right side of the page
  3. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  4. Click Re-sync Record 

Option 2: Change the Customer mapped on the Expense in Abacus

  1. Log in to Abacus and click Transactions or Reimbursable Expenses in your admin sidebar to locate the expense or transaction.
  2. Locate and edit the Expense and update the Vendor on the expense
  3. Go to Account & Settings by clicking the Gear button on the top right side of the page
  4. Select Accounting Sync History and select Sync type as Corporate Card or Bank Debits Transactions and Errors only option 
  5. Click Re-sync Record

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