QuickBooks Desktop Export and Sync Errors Follow
This article lists common error messages which you may encounter when exporting to Quickbooks Desktop. These errors can be found on the Export page.
Error: Quickbooks had a problem receiving an expense item from us. The response from the application was: The "billable status" field has an invalid value "NotBillable". Quickbooks error message. Target is not reimbursable.
Reason:
The GL accounts that can be billable are limited to Expenses, Other Expenses, and Cost of Goods sold - (Expense Category is mapped to an Income (other) type of account, which does not allow billable/non-billable expenses).
Solution:
- Change mapping of problem categories
- Edit the expense to be not billable
- Change the category to something else
Note: Expenses that are tagged with a 'Customer' will automatically be synced through to QuickBooks with the 'Billable' field filled out, whether or not it is or is not billable. Because these expenses have the 'Customer' expense field, which is mapped to 'customer' in QuickBooks, filled out, it is preventing the expenses from syncing and throwing the 'Billable' error.
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 error is displayed when Tallie is not added as an Integrated application in QuickBooks.
Solution:
Remove TallieConnect from the System tray then try to re-launch it.
- Go to QuickBooks > Edit > Preferences > Integrated Applications > Company Preferences > TallieConnect > Remove
- Once you have done the above, please run through these additional steps: Troubleshooting QuickBooks Desktop Queued Reports & Sync Issues
Error: Cannot sync without a corporate card account selected
Reason:
This error occurs when the Admin is exporting Corporate Card Expenses into the accounting system and the Cards are not mapped with a Credit card type GL account.
Solution:
- Go to the "Manage Lists" on the Tallie page
- Select the corporate cards tab
- Locate the card and map it with a credit card type GL account.
Error: An Attempt was made to modify a Credit Card Charge with a date that is on or before the Closing Date of the Company. If you 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 typical when previously exported charges are being exported - the exported record already exists in the closed period and can't be changed without an admin password.
Solution:
There are three options to resolve this error:
- Edit the entry manually in QuickBooks, edit in Tallie, and export to the Tallie archive (Archiving Expense Reports)
- Delete the original entry in QuickBooks, move the items to a new report, and approve and export
- Remove the password requirement as outlined in the error message from QuickBooks to allow them to edit a closed period and try the export again
Error: Tallie error Quickbooks had a problem receiving an Expenseitem from us. The response from the application was: 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:
- Login to Tallie and locate the expense on the “Purchases” page
- Edit the expense information and update the Expense Category
- The account type will need to be changed in QuickBooks
- Sync with Tallie in order to change to an acceptable account to receive billable/non-billable expenses from
- Once the account type is changed initiate an export again
Error: 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:
- Login to QuickBooks and create the item or make it active
- Run a Sync
- Go to mapping and re-map the item to its appropriate category.
- Re-export the data
Error: 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:
There are two options to resolve this error:
- Please update or modify the name of the vendor in Tallie and re-export the expense
- Locate the vendor on the 'other name' list on Quickbooks, delete it from the 'other name' list, and then try to export again
Error: QuickBooks had a problem Receiving an Account from us. The response from the Application was: There was an error when Modifying the Accounts list element (XYZ). QuickBooks error message: This List has been Modified by another user.
Reason:
The account list in Tallie does not match the list in QuickBooks Desktop.
Solution:
Contact Support to run a full sync on your account.
Error: "Tallie was unable to export because your QuickBooks books are closed as of (Date). To resolve, please update your Export Settings for Expense Payment and Non-Reimbursable Expenses to prompt you for a date to be used".
Reason:
The accounting system has been locked and will not allow data to be created prior to a certain date. Tallie is attempting to post data in the locked period and QuickBooks is not allowing it.
Solution:
The first step is to determine what dates are used for export. To check the settings, navigate to: Integration & Sync > Export Settings > When Creating Payables and When Creating Transactions. The dates can either be Export Date, Prompted Date (date the admin chooses on export), or Transaction Date (for credit card charges).
Once you know which date Tallie is attempting to populate on the check, bill, or credit card charge, you can determine if that date is on or before the date in the error message. From there, you can proceed with one of the two solutions below:
- Adjusting Quickbooks Closing Date
In QuickBooks navigate to: Edit > Preferences > Accounting > Company Preferences > Closing Date > Set Date/Password > Closing Date > Either remove the date or set the date prior to the date Tallie is sending > OK.
Once the books have been opened, run a sync from the Integration & Sync > Overview page to update the backend configuration settings. After the sync, try the export again.
- Adjusting Tallie Export Date
Navigate in Tallie to Settings > Integration & Sync > Export Settings > When Creating Payables and When Creating Transactions > Change to Prompt for the date to be used > Save. With this export configuration, you can adjust the export date to be within the open accounting periods in Quickbooks.
Error: "QuickBooks had a problem receiving a ExpenseItem from us. The response from the application was: There is an invalid reference to QuickBooks AP account in the Bill. QuickBooks error message: The currency of the account must be either in home currency or the transaction currency".
Reason:
This error is caused when components of the transaction (AP Account, Vendor profile, Tallie Enterprise Currency etc.) are not all in the same currency.
Solution:
Ensure that Tallie's enterprise currency matches the currency of the AP Account, Vendor, Credit Card account, and/or Checking Account etc in QuickBooks. The report should export after the currencies all match.
Tallie's enterprise currency can be found by navigating to Company Preferences > Customize > Default Currency.
The currency of the AP Account can be located by navigating in QuickBooks to Company > Chart of Accounts > Click to highlight the AP Account > Click the down arrow at the bottom of the window > Edit Account > Currency > Repeat for Checking and Credit Card account depending on the expense report in Tallie.
The currency of the Vendor can be located in QuickBooks by navigating to Vendors > Vendor Center > Double click on the vendor > Currency.
Error: There isn't a message displayed but the report is in error.
Reason: In these cases, often there is something about the report that Tallie was not expecting during the Validation process. Examples include; invalid characters and deleted records. Below are some of the common reasons behind this error, and the solutions for each:
-
Deleted List Elements
- Solution: Confirm that all of the mapped values on the expense are active and available in the accounting system.
-
Invalid Character. An invalid character is entered somewhere on the expense report.
- Solution: If you see any characters or emojis, remove them and try the export again.
-
Incomplete expression eg. Entering a single curly bracket { in the Integration & Sync > Expense Settings > Payment Memo field can cause the export to fail.
- Solution: Remove or close any unfinished {‘s