Netsuite Troubleshooting

Synchronizing and exporting data between Expensify and NetSuite helps streamline financial processes, but errors can occasionally disrupt the integration. These errors typically arise from missing data, incorrect settings, or configuration issues in NetSuite or Expensify.

This guide provides step-by-step solutions for resolving common NetSuite sync and export errors, ensuring accurate and efficient expense reporting and data management.

ExpensiError NS0005: Please Enter Value(s) for Department, Location, or Class

Why does this happen?

This error occurs when NetSuite requires classifications (Department, Location, or Class) at the header level, but Expensify only exports them at the line item level.

Fix for Vendor Bills

  1. Go to Customization > Forms > Transaction Forms.
  2. Click Edit on your preferred Vendor Bill form.
  3. Navigate to Screen Fields > Main.
  4. Uncheck Show and Mandatory for the fields listed in the error message.
  5. Sync NetSuite in Expensify: Settings > Workspaces > Workspace Name > Accounting > Three-dot menu > Sync Now.
  6. Reattempt the export.

Fix for Journal Entries and Expense Reports

  1. Go to Lists > Employees in NetSuite.
  2. Click Edit next to the employee who submitted the report.
  3. Scroll to Classification and assign a Department, Class, and Location.
  4. Click Save.
  5. Sync NetSuite in Expensify.
  6. Reattempt the export.

ExpensiError NS0012: Currency Does Not Exist in NetSuite

Why does this happen?

This occurs when:

  • Expensify sends a currency not listed in your NetSuite subsidiary.
  • You are using a non-OneWorld NetSuite instance and exporting a currency other than EUR, GBP, USD, or CAD.

How to Fix It

  1. Ensure the currency in Expensify matches NetSuite.
  2. Sync NetSuite in Expensify.
  3. Enable Multiple Currencies in NetSuite: Setup > Enable Features.
  4. Add the missing currency via New Currencies in the NetSuite global search.
  5. Reattempt the export.

ExpensiError NS0021: Invalid Tax Code Reference Key

Why does this happen?

This error usually results from an issue with Tax Group settings in NetSuite, such as a Tax Code being mapped incorrectly.

How to Fix It

  1. Verify that Tax Codes on Sales Transactions are not mapped to Tax Groups.
  2. Ensure the correct Tax Code is assigned to Purchase Transactions.
  3. For Australian users:
    • GST 10% should be mapped to NCT-AU (not TS-AU).
    • No GST 0% should be mapped to NCF-AU (not TFS-AU).
  4. Ensure Tax Groups are enabled under Set Up Taxes in NetSuite.
  5. Reattempt the export.

ExpensiError NS0023: Employee Does Not Exist in NetSuite

Why does this happen?

This occurs when the employee’s subsidiary in NetSuite does not match the one selected for the connection in Expensify.

How to Fix It

  1. Verify the employee’s subsidiary in NetSuite.
  2. Confirm the Expensify workspace’s subsidiary under Settings > Workspaces > Accounting > Subsidiary.
  3. Check Lists > Employees > Edit > Access and uncheck Restrict Access to Expensify.
  4. Ensure the employee’s email matches in both NetSuite and Expensify.
  5. Sync NetSuite in Expensify.
  6. Reattempt the export.

ExpensiError NS0085: Expense Lacks Permissions to Set Exchange Rate

Why does this happen?

This occurs when NetSuite’s exchange rate settings are not configured correctly.

How to Fix It

  1. Go to Customization > Forms > Transaction Forms.
  2. Select the form being used for export (Expense Report, Journal Entry, or Vendor Bill) and click Edit.
  3. Ensure the Exchange Rate field is set to Show under:
    • Screen Fields > Expenses (Expense Reports)
    • Screen Fields > Main (Vendor Bills)
    • Screen Fields > Lines and Screen Fields > Main (Journal Entries)
  4. Sync NetSuite in Expensify.
  5. Reattempt the export.

ExpensiError NS0079: Transaction Date Outside Accounting Period

Why does this happen?

NetSuite prevents transactions from being posted outside of designated accounting periods.

How to Fix It

  1. In NetSuite, go to Setup > Accounting > Accounting Preferences.
  2. Under General Ledger, set Allow Transaction Date Outside of Posting Period to Warn.
  3. Enable Export to Next Open Period in Expensify under Settings > Workspaces > Accounting > Export.
  4. Sync NetSuite in Expensify.
  5. Reattempt the export.

ExpensiError NS0055: Vendor Lacks Access to Currency

Why does this happen?

This occurs when a vendor in NetSuite is not configured to accept a specific currency.

How to Fix It

  1. In NetSuite, go to Lists > Relationships > Vendors.
  2. Edit the vendor assigned to the report.
  3. Under the Financial tab, add the missing currency.
  4. Click Save.
  5. Sync NetSuite in Expensify.
  6. Reattempt the export.

ExpensiError NS0068: Missing “Created From” Permission

Why does this happen?

This occurs due to insufficient permissions on the transaction form being used for export.

How to Fix It

  1. Go to Customization > Forms > Transaction Forms.
  2. Edit the form marked as Preferred.
  3. Ensure the Created From field is set to Show under Screen Fields > Main.
  4. Sync NetSuite in Expensify.
  5. Reattempt the export.

ExpensiError NS0109: NetSuite Login Failed

Why does this happen?

This error indicates a problem with the authentication tokens used to connect NetSuite and Expensify.

How to Fix It

  1. Review the NetSuite Connection Guide.
  2. If using an existing token, create a new one and update the connection in Expensify.
  3. Sync NetSuite in Expensify.
  4. Reattempt the export.

ExpensiError NS0037: You Do Not Have Permission to Set a Value for “Receipt URL”

Why does this happen?

This error occurs when the Receipt URL field is not visible in NetSuite’s transaction form settings.

How to Fix It

  1. Go to NetSuite: Navigate to Customization > Forms > Transaction Forms.
  2. Find the transaction form: Locate the form used for the export type (Expense Report, Journal Entry, or Vendor Bill).
  3. Edit the form:
    • Expense Reports: Go to Screen Fields > Expenses and ensure ReceiptURL is set to Show.
    • Journal Entries: Go to Screen Fields > Lines and ensure ReceiptURL is set to Show.
    • Vendor Bills: Go to Screen Fields > Main and ensure ReceiptURL is set to Show.
  4. Save the changes and sync NetSuite in Expensify (Settings > Workspaces > Accounting > Sync Now).
  5. Retry the export.

ExpensiError NS0042: Error Creating Vendor - This Entity Already Exists

Why does this happen?

Expensify is trying to create a new vendor in NetSuite, but a vendor with the same name or email already exists.

How to Fix It

  1. Verify vendor details in NetSuite:
    • Go to Lists > Relationships > Vendors and search for the vendor’s name and email.
  2. Ensure email matches:
    • The email in NetSuite should match the email of the report submitter in Expensify.
    • If missing, update the NetSuite vendor record with the correct email.
  3. Check subsidiary association:
    • Ensure the vendor belongs to the same subsidiary as set in Expensify (Settings > Workspaces > Accounting > Subsidiary).
  4. Enable automatic vendor creation (if needed):
    • In Expensify, go to Settings > Workspaces > Accounting > Advanced and enable Auto-create employees/vendors.
  5. Sync NetSuite in Expensify and retry the export.

ExpensiError NS0045: Expenses Not Categorized with a NetSuite Account

Why does this happen?

This error occurs when expenses in Expensify are assigned to a category that does not exist in NetSuite or was not imported into Expensify.

How to Fix It

  1. Check the missing category in NetSuite:
    • Search for the category using the NetSuite Global Search.
    • Ensure it is active and correctly named.
    • Confirm it is associated with the correct subsidiary.
  2. Re-sync categories:
    • In Expensify, go to Settings > Workspaces > Accounting > Sync Now.
  3. Reapply the category in Expensify:
    • Open the report, select the affected expense(s), and reapply the correct category.
  4. Retry the export.

ExpensiError NS0046: Billable Expenses Not Coded with a NetSuite Customer or Billable Project

Why does this happen?

In NetSuite, billable expenses must be assigned to a Customer or Billable Project. If they are missing, this error occurs.

How to Fix It

  1. Check the affected expenses in Expensify:
    • Open the report and review each billable expense.
    • Confirm that a Customer or Project tag is assigned.
  2. Update the expense:
    • Apply the correct Customer or Project in Expensify.
  3. Retry the export.

ExpensiError NS0061: Please Enter Value(s) for: Tax Code

Why does this happen?

This error occurs when attempting to export expense reports to a NetSuite Canadian subsidiary that requires a Tax Code, but none is set.

How to Fix It

  1. Enable Tax in NetSuite:
    • Go to Setup > Company > Enable Features and confirm that Tax Codes are enabled.
  2. Ensure the Tax Code exists:
    • In NetSuite, go to Setup > Accounting > Tax Codes and confirm the correct tax codes exist.
  3. Assign a Tax Posting Account in Expensify:
    • Go to Settings > Workspaces > Accounting > Export and select a Journal Entry tax posting account.
  4. Sync NetSuite in Expensify and retry the export.

ExpensiError NS0068 (Expensify Card Expenses): Missing “Created From” Permission

Why does this happen?

Expensify Card expenses export as Journal Entries. If the Created From field is not visible in the Journal Entry form, this error occurs.

How to Fix It

  1. Edit the Journal Entry form in NetSuite:
    • Go to Customization > Forms > Transaction Forms.
    • Click Edit next to the preferred Journal Entry form.
    • Navigate to Screen Fields > Main.
    • Ensure Created From is set to Show.
  2. Save the changes and sync NetSuite in Expensify.
  3. Retry the export.

ExpensiError NS0123: Login Error - Expensify Integration Not Enabled

Why does this happen?

This error occurs when Expensify is not enabled as an integration in NetSuite.

How to Fix It

  1. Check if Expensify is enabled in NetSuite:
    • Go to Setup > Integrations > Manage Integrations.
    • Look for Expensify Integration and ensure its State is Enabled.
  2. If Expensify is missing:
    • Click Show Inactives to see if Expensify is listed.
    • If it appears, reactivate it.
  3. Sync NetSuite in Expensify and retry the export.

Error Creating Employee: Your Role Does Not Have Permission to Access This Record

Why does this happen?

The NetSuite role used for the Expensify connection does not have permission to create or access employees.

How to Fix It

  1. Verify permissions in NetSuite:
  2. Ensure the report submitter exists in NetSuite:
    • The email in NetSuite should match the report submitter’s email in Expensify.
    • The employee must belong to the correct subsidiary.
  3. Disable automatic employee creation (if needed):
    • In Expensify, go to Settings > Workspaces > Accounting > Advanced.
    • Toggle Auto-create employees/vendors off.
  4. Sync NetSuite in Expensify and retry the export.

ExpensiError: Elimination Settings for X Do Not Match

Why does this happen?

This occurs when an Intercompany Payable account is set as the default Payable Account in NetSuite subsidiary preferences while Accounting Approval is enabled for Expense Reports.

How to Fix It

  1. Edit the Default Payable Account for Expense Reports:
    • In NetSuite, go to Setup > Company > Subsidiaries.
    • Click Edit next to the affected subsidiary.
    • Go to the Preferences tab.
    • Select a valid payable account for Default Payable Account for Expense Reports.
  2. Repeat this for all subsidiaries to ensure consistency.
  3. Sync NetSuite in Expensify and retry the export.

FAQ

Why Are Reports Exporting as Accounting Approved Instead of Paid in Full?

This happens due to:

  • Missing Locations, Classes, or Departments in the Bill Payment Form
  • Incorrect Expensify Workspace Settings

How to fix for Missing Locations, Classes, or Departments

If your accounting classifications require locations, classes, or departments but they are not set to “Show” in your bill payment form, update them in NetSuite:

  • Go to Customization > Forms > Transaction Forms.
  • Find the preferred Bill Payment form (checkmarked).
  • Click Edit or Customize.
  • Under Screen Fields > Main, enable “Show” for Department, Class, and Location.

How to fix for Incorrect Expensify Workspace Settings:

Check your NetSuite connection settings in Expensify:

  • Go to Settings > Workspaces > [Select Workspace] > Accounting > Advanced.
  • Ensure:
    • Sync Reimbursed Reports is enabled with a payment account selected.
    • Journal Entry Approval Level is set to Approved for Posting.
    • A/P Approval Account matches the account used for bill payments.

To verify the A/P Approval Account:

  • Open the bill or expense report causing the issue.
  • Click Make Payment.
  • Ensure the account matches what is set in Expensify.

Lastly, confirm that the A/P Approval Account is selected on the Expense Report List.

Why Are Reports Exporting as Pending Approval?

If reports are marked “Pending Approval” instead of “Approved”, adjust NetSuite approval settings.

For Journal Entries/Vendor Bills:

  • Go to Setup > Accounting > Accounting Preferences in NetSuite.
  • Under the General tab, uncheck Require Approvals on Journal Entries.
  • Under the Approval Routing tab, disable approval for Journal Entries/Vendor Bills.

Note: This applies to all Journal Entries, not just Expensify reports.

For Expense Reports:

  • Go to Setup > Company > Enable Features.
  • Under the Employee tab, uncheck Approval Routing to remove approval for Expense Reports.

Note: This also affects purchase orders.

How to Change the Default Payable Account for Reimbursable Expenses in NetSuite

When exporting reimbursable expenses, NetSuite uses a default payable account. To change this:

For OneWorld Accounts:

  • Go to Setup > Company > Subsidiaries.
  • Click Edit next to the subsidiary.
  • Under Preferences, update the Default Payable Account for Expense Reports.
  • Click Save.

For Non-OneWorld Accounts:

  • Go to Setup > Accounting > Accounting Preferences.
  • Under the Time & Expenses tab, update the Default Payable Account for Expense Reports.
  • Click Save.

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