Synchronizing and exporting data between Expensify and NetSuite can streamline your financial processes, but occasionally, users may encounter errors that prevent a smooth integration. These errors often arise from discrepancies in settings, missing data, or configuration issues within NetSuite or Expensify.

This troubleshooting guide aims to help you identify and resolve common sync and export errors, ensuring a seamless connection between your financial management systems. By following the step-by-step solutions provided for each specific error, you can quickly address issues and maintain 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 the classification (like Location) is required at the header level of your transaction form in NetSuite.

For expense reports and journal entries, NetSuite uses classifications from the employee record default. Expensify only exports this information at the line item level.

For vendor bills, these classifications can’t be mandatory because we use the vendor record instead of the employee record, and vendor records don’t have default classifications.

How to fix it for vendor bills

Note: When exporting as a Vendor Bill, we pull from the vendor record, not the employee. Therefore, employee defaults don’t apply at the header (“main”) level. This error appears if your NetSuite transaction form requires those fields.

1. Go to Customization > Forms > Transaction Forms.
2. Click “Edit” on your preferred vendor bill form.
3. Go to Screen Fields > Main.
4. Uncheck both “Show” and “Mandatory” for the listed fields in your error message.
5. Sync the NetSuite connection in Expensify (Settings > Workspaces > Workspace Name > Accounting > three-dot menu > Sync Now.)
6. Attempt the export again by clicking on Search, then clicking the Approved (company card expenses) or Paid (reimbursable expenses) filter. Click on the report in question and it will open in the right-hand panel. Click on Export to NetSuite to try to export again.

How to fix it for journal entries and expense reports

Note: If you see this error when exporting a Journal Entry or Expense Report, it might be because the report submitter doesn’t have default settings for Departments, Classes, or Locations.

1. Go to Lists > Employees in NetSuite.
2. Click “Edit” next to the employee’s name who submitted the report.
3. Scroll down to the Classification section.
4. Select a default Department, Class, and Location for the employee.
5. Click Save.
6. Sync the NetSuite connection in Expensify (Settings > Workspaces > Workspace Name > Accounting > three-dot menu > Sync Now.)
7. Attempt the export again by clicking on Search, then clicking the Approved (company card expenses) or Paid (reimbursable expenses) filter. Click on the report in question and it will open in the right-hand panel. Click on Export to NetSuite to try to export again.

ExpensiError NS0012: Currency Does Not Exist In NetSuite

Why does this happen? (scenario 1)

When dealing with foreign transactions, Expensify sends the conversion rate and currency of the original expense to NetSuite. If the currency isn’t listed in your NetSuite subsidiary, you’ll see an error message saying the currency does not exist in NetSuite.

How to fix it

1. Ensure the currency in Expensify matches what’s in your NetSuite subsidiary.
2. If you see an error saying ‘The currency X does not exist in NetSuite’, re-sync your connection to NetSuite through the workspace admin section in Expensify.
3. Attempt the export again by clicking on Search, then clicking the Approved (company card expenses) or Paid (reimbursable expenses) filter. Click on the report in question and it will open in the right-hand panel. Click on Export to NetSuite to try to export again.

Why does this happen? (scenario 2)

This error can happen if you’re using a non-OneWorld NetSuite instance and exporting a currency other than EUR, GBP, USD, or CAD.

How to fix it

1. Head to NetSuite.
2. Go to Setup > Enable Features.
3. Check the Multiple Currencies box.

Once you’ve done this, you can add the offending currency by searching New Currencies in the NetSuite global search.

ExpensiError NS0021: Invalid tax code reference key

Why does this happen?

This error usually indicates an issue with the Tax Group settings in NetSuite, which can arise from several sources.

How to fix it

If a Tax Code on Sales Transactions is mapped to a Tax Group, an error will occur. To fix this, the Tax Code must be mapped to a Tax Code on Purchase Transactions instead.

To verify if a Tax Code is for Sales or Purchase transactions, view the relevant Tax Code(s).

For Australian Taxes:

Ensure your Tax Groups are mapped correctly:

• GST 10% to NCT-AU (not the Sales Transaction Tax Code TS-AU)
• No GST 0% to NCF-AU (not the Sales Transaction Tax Code TFS-AU)

Tax Group Type

Tax Groups can represent different types of taxes. For compatibility with Expensify, ensure the tax type is set to GST/VAT.

Enable Tax Groups

Some subsidiaries require you to enable Tax Groups. Go to Set Up Taxes for the subsidiary’s country and ensure the Tax Code lists include both Tax Codes and Tax Groups.

ExpensiError NS0023: Employee Does Not Exist in NetSuite (Invalid Employee)

Why does this happen?

This can happen if the employee’s subsidiary in NetSuite doesn’t match the subsidiary selected for the connection in Expensify.

How to fix it

1. Check the Employee’s Subsidiary
   • Go to the employee record in NetSuite.
   • Confirm the employee’s subsidiary matches what’s listed as the subsidiary at the workspace level.
   • To find this in Expensify navigate to Settings > Workspaces > click workspace name > Accounting > Subsidiary.
   • If the subsidiaries don’t match, update the subsidiary in Expensify to match what’s listed in NetSuite.
   • Sync the NetSuite connection in Expensify (Settings > Workspaces > click workspace name > Accounting > three-dot menu > Sync Now.)
2. Verify Access Restrictions:
   • Go to Lists > Employees > Employees > [Select Employee] > Edit > Access.
   • Uncheck Restrict Access to Expensify.
3. Additional Checks:
   • Ensure the email on the employee record in NetSuite matches the email address of the report submitter in Expensify.
   • In NetSuite, make sure the employee’s hire date is in the past and/or the termination date is in the future.
4. Currency Match for Journal Entries:
   • If exporting as Journal Entries, ensure the currency for the NetSuite employee record, NetSuite subsidiary, and Expensify workspace all match.
   • In NetSuite, go to the Human Resources tab > Expense Report Currencies, and add the subsidiary/policy currency if necessary.

ExpensiError NS0085: Expense Does Not Have Appropriate Permissions for Settings an Exchange Rate in NetSuite

Why does this happen?

This error occurs when the exchange rate settings in NetSuite aren’t updated correctly.

How to fix it

1. In NetSuite, go to Customization > Forms > Transaction Forms.
2. Search for the form type that the report is being exported as (Expense Report, Journal Entry, or Vendor Bill) and click Edit next to the form that has the Preferred checkbox checked.
   • For Expense Reports:
     • Go to Screen Fields > Expenses (the Expenses tab farthest to the right).
     • Ensure the Exchange Rate field under the Description column has the Show checkbox checked.
   • For Vendor Bills:
     • Go to Screen Fields > Main.
     • Ensure the Exchange Rate field under the Description column has the Show checkbox checked.
   • For Journal Entries:
     • Go to Screen Fields > Lines.
     • Ensure the Exchange Rate field under the Description column has the Show checkbox checked.
     • Go to Screen Fields > Main and ensure the Show checkbox is checked in the Exchange Rate field under the Description column.
3. Sync the NetSuite connection in Expensify (Settings > Workspaces > Workspace Name > Accounting > three-dot menu > Sync Now.)
4. Attempt the export again by clicking on Search, then clicking the Approved (company card expenses) or Paid (reimbursable expenses) filter. Click on the report in question and it will open in the right-hand panel. Click on Export to NetSuite to try to export again.

ExpensiError NS0079: The Transaction Date is Not Within the Date Range of Your Accounting Period

Why does this happen?

The transaction date you specified is not within the date range of your accounting period. When the posting period settings in NetSuite are not configured to allow a transaction date outside the posting period, you can’t export a report to the next open period, which is why you’ll run into this error.

How to fix it

1. In NetSuite, navigate to Setup > Accounting > Accounting Preferences.
2. Under the General Ledger section, ensure the field Allow Transaction Date Outside of the Posting Period is set to Warn.
3. Then, choose whether to export your reports to the First Open Period or the Current Period.

Additionally, ensure the Export to Next Open Period feature is enabled within Expensify:

1. Navigate to **Settings > Workspaces > Workspace Name > Accounting > Export.
2. Scroll down and confirm that the toggle for Export to next open period is enabled.

If any configuration settings are updated on the NetSuite connection, be sure to sync the connection before trying the export again.

ExpensiError NS0055: The Vendor You are Trying to Export to Does Not Have Access to the Currency X

Why does this happen?

This error occurs when a vendor tied to a report in Expensify does not have access to a currency on the report in NetSuite. The vendor used in NetSuite depends on the type of expenses on the report you’re exporting.

• For reimbursable (out-of-pocket) expenses, this is the employee who submitted the report.
• For non-reimbursable (e.g., company card) expenses, this is the default vendor set via the Settings > Workspaces > click workspace name > Accounting > Export settings.

How to fix it

To fix this, the vendor needs to be given access to the applicable currency:

1. In NetSuite, navigate to Lists > Relationships > Vendors to access the list of Vendors.
2. Click Edit next to the Vendor tied to the report:
   • For reimbursable (out-of-pocket) expenses, this is the report’s submitter.
   • For non-reimbursable (e.g., company card) expenses, this is the default vendor set via Settings > Workspaces > click workspace name > Accounting > Export > click Export company card expenses as > Default vendor.
3. Navigate to the Financial tab.
4. Scroll down to the Currencies section and add all the currencies that are on the report you are trying to export.
5. Click Save.

ExpensiError NS0068: You do not have permission to set a value for element - “Created From”

Why does this happen?

This error typically occurs due to insufficient permissions or misconfigured settings in NetSuite on the preferred transaction form for your export type.

How to fix it

1. In NetSuite, go to Customization > Forms > Transaction Forms.
2. Search for the form type that the report is being exported as in NetSuite (Expense Report, Journal Entry, Vendor Bill, or if the report total is negative, Vendor Credit).
3. Click Edit next to the form that has the Preferred checkbox checked.
4. Go to Screen Fields > Main and ensure the field Created From has the Show checkbox checked.
5. Sync the NetSuite connection in Expensify (Settings > Workspaces > Workspace Name > Accounting > three-dot menu > Sync Now.)
6. Attempt the export again by clicking on Search, then clicking the Approved (company card expenses) or Paid (reimbursable expenses) filter. Click on the report in question and it will open in the right-hand panel. Click on Export to NetSuite to try to export again.

ExpensiError NS0068: Reports with Expensify Card expenses

Why does this happen?

Expensify Card expenses export as Journal Entries. If you encounter this error when exporting a report with Expensify Card non-reimbursable expenses, ensure the field Created From has the Show checkbox checked for Journal Entries in NetSuite.

How to fix it

1. In NetSuite, go to Customization > Forms > Transaction Forms.
2. Click Edit next to the journal entry form that has the Preferred checkbox checked.
3. Ensure the field Created From has the Show checkbox checked.
4. Sync the NetSuite connection in Expensify (Settings > Workspaces > Workspace Name > Accounting > three-dot menu > Sync Now.)
5. Attempt the export again by clicking on Search, then clicking the Approved (company card expenses) or Paid (reimbursable expenses) filter. Click on the report in question and it will open in the right-hand panel. Click on Export to NetSuite to try to export again.

ExpensiError NS0037: You do not have permission to set a value for element - “Receipt URL”

Why does this happen?

This error typically occurs due to insufficient permissions or misconfigured settings in NetSuite on the preferred transaction form for your export type.

How to fix it

1. In NetSuite, go to Customization > Forms > Transaction Forms.
2. Search for the form type that the report is being exported as in NetSuite (Expense Report, Journal Entry, or Vendor Bill).
3. Click Edit next to the form that has the Preferred checkbox checked.
   • If the report is being exported as an Expense Report:
     • Go to Screen Fields > Expenses (the Expenses tab farthest to the right).
     • Ensure the field ReceiptURL has the Show checkbox checked.
   • If the report is being exported as a Journal Entry:
     • Go to Screen Fields > Lines.
     • Ensure the field ReceiptURL has the Show checkbox checked.
   • If the report is being exported as a Vendor Bill:
     • Go to Screen Fields > Main.
     • Ensure the field ReceiptURL has the Show checkbox checked.
4. Sync the NetSuite connection in Expensify (Settings > Workspaces > click workspace name > Accounting > three-dot menu > Sync Now.)
5. Attempt the export again by clicking on Search, then clicking the Approved (company card expenses) or Paid (reimbursable expenses) filter. Click on the report in question and it will open in the right-hand panel. Click on Export to NetSuite to try to export again.

ExpensiError NS0042: Error creating vendor - this entity already exists

Why does this happen?

This error occurs when a vendor record already exists in NetSuite, but Expensify is still attempting to create a new one. This typically means that Expensify cannot find the existing vendor during export.

• The vendor record already exists in NetSuite, but there may be discrepancies preventing Expensify from recognizing it.
• The email on the NetSuite vendor record does not match the email of the report submitter in Expensify.
• The vendor record might not be associated with the correct subsidiary in NetSuite.

How to fix it

1. Check Email Matching:
   • Ensure the email on the NetSuite vendor record matches the email of the report submitter in Expensify.
   • If it doesn’t match update the existing vendor record in NetSuite to match the report submitter’s email and name.
   • If there is no email listed, add the email address of the report’s submitter to the existing vendor record in NetSuite.
2. Check Subsidiary Association:
   • Ensure the vendor record is associated with the same subsidiary selected in the connection configurations
   • You can review this under Settings > Workspaces > click workspace name > Accounting > Subsidiary.
3. Automatic Vendor Creation:
   • If you want Expensify to automatically create vendors, ensure the “Auto-create employees/vendors” option is enabled under Settings > Workspaces > click workspace name > Accounting > Advanced.
   • If appropriate, delete the existing vendor record in NetSuite to allow Expensify to create a new one.
4. After making the necessary changes, sync the NetSuite connection in Expensify (Settings > Workspaces > click workspace name > Accounting > three-dot menu > Sync Now.)
5. Attempt the export again by clicking on Search, then clicking the Approved (company card expenses) or Paid (reimbursable expenses) filter. Click on the report in question and it will open in the right-hand panel. Click on Export to NetSuite to try to export again.

ExpensiError NS0109: Failed to login to NetSuite, please verify your credentials

Why does this happen?

This error indicates a problem with the tokens created for the connection between Expensify and NetSuite. The error message will say, “Login Error. Please check your credentials.”

How to fix it

1. Review the Connect to NetSuite guide and follow steps 1 and 2 exactly as outlined.
2. If you’re using an existing token and encounter a problem, you may need to create a new token.

ExpensiError NS0123 Login Error: Please make sure that the Expensify integration is enabled

Why does this happen?

This error indicates that the Expensify integration is not enabled in NetSuite.

How to fix it

1. Enable the Expensify Integration:
   • In NetSuite, navigate to Setup > Integrations > Manage Integrations.
   • Ensure that the Expensify Integration is listed and that the State is Enabled.
2. If you can’t find the Expensify integration:
   • Click “Show Inactives” to see if Expensify is listed as inactive.
   • If Expensify is listed, update its state to Enabled.
3. Once the Expensify integration is enabled, sync the NetSuite connection in Expensify (Settings > Workspaces > Workspace Name > Accounting > three-dot menu > Sync Now.)

ExpensiError NS0045: Expenses Not Categorized with a NetSuite Account

Why does this happen?

This happens when approved expenses are categorized with an option that didn’t import from NetSuite. For NetSuite to accept expense coding, it must first exits and be imported into Expensify from NetSuite.

How to fix it

1. Log into NetSuite
2. Do a global search for the missing record.
   • Ensure the expense category is active and correctly named.
   • Ensure the category is associated with the correct subsidiary that the Expensify workspace is linked to.
3. Sync the NetSuite connection in Expensify (Settings > Workspaces > click workspace name > Accounting > three-dot menu > Sync Now.)
4. Go back to the report, click on the offending expense(s), and re-apply the category in question.
5. Attempt the export again by clicking on Search, then clicking the Approved (company card expenses) or Paid (reimbursable expenses) filter. Click on the report in question and it will open in the right-hand panel. Click on Export to NetSuite to try to export again.

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

Why does this happen?

This error typically occurs when attempting to export expense reports to a Canadian subsidiary in NetSuite for the first time and/or if your subsidiary in NetSuite has Tax enabled.

How to fix it

To fix this, you need to enable Tax in the NetSuite configuration settings.

1. Go to Settings > Workspaces > click workspace name > Accounting > Export.
   • Select a Journal Entry tax posting account if you plan on exporting any expenses with taxes.
2. Wait for the connection to sync, it will automatically do so after you make a change.
3. Attempt the export again.

Note: Expenses created before Tax was enabled might need to have the newly imported taxes applied to them retroactively to be exported.

Error creating employee: Your current role does not have permission to access this record.

Why does this happen?

This error indicates that the credentials or role used to connect NetSuite to Expensify do not have the necessary permissions within NetSuite. You can find setup instructions for configuring permissions in NetSuite here.

How to fix it

1. If permissions are configured correctly, confirm the report submitter exists in the subsidiary set for the workspace connection and that their Expensify email address matches the email on the NetSuite Employee Record.
2. If the above is true, try toggling off Auto create employees/vendors under the **Settings > Workspaces > Group > click workspace name > Accounting > Advanced tab of the NetSuite configuration window.
3. Sync the NetSuite connection in Expensify (Settings > Workspaces > click workspace name > Accounting > three-dot menu > Sync Now.)
4. Attempt the export again by clicking on Search, then clicking the Approved (company card expenses) or Paid (reimbursable expenses) filter. Click on the report in question and it will open in the right-hand panel. Click on Export to NetSuite to try to export again.

Elimination Settings for X Do Not Match

Why does this happen?

This error occurs when an Intercompany Payable account is set as the default in the Default Payable Account field in the NetSuite subsidiary preferences, and the Accounting Approval option is enabled for Expense Reports.

How to fix it

Set the Default Payable Account for Expense Reports on each subsidiary in NetSuite to ensure the correct payable account is active.

1. Navigate to Subsidiaries:
   • Go to Setup > Company > Subsidiaries.
2. Edit Subsidiary Preferences:
   • Click Edit for the desired subsidiary.
   • Go to the Preferences tab.
3. Set Default Payable Account:
   • Choose the preferred account for Default Payable Account for Expense Reports.

Repeat these steps for each subsidiary to ensure the settings are correct, and then sync the NetSuite connection in Expensify (Settings > Workspaces > click workspace name > Accounting > three-dot menu > Sync Now.)

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

Why does this happen?

NetSuite requires billable expenses to be assigned to a Customer or a Project that is configured as billable to a Customer. If this is not set up correctly in NetSuite, this error can occur.

How to fix it

1. Check the billable expenses and confirm that a Customer or Project tag is selected.
2. Make any necessary adjustments to the billable expense.
3. Attempt the export again by clicking on Search, then clicking the Approved (company card expenses) or Paid (reimbursable expenses) filter. Click on the report in question and it will open in the right-hand panel. Click on Export to NetSuite to try to export again.

FAQ

Why are reports exporting as Accounting Approved instead of Paid in Full?

This can occur for two reasons:

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

Missing Locations, Classes, or Departments in Bill Payment Form: If locations, classes, or departments are required in your accounting classifications but are not marked as ‘Show’ on the preferred bill payment form, this error can occur, and you will need to update the bill payment form in NetSuite:

1. Go to Customization > Forms > Transaction Forms.
2. Find your preferred (checkmarked) Bill Payment form.
3. Click Edit or Customize.
4. Under the Screen Fields > Main tab, check ‘Show’ near the department, class, and location options.

Incorrect Settings in Expensify Workspace Configuration: To fix this, you’ll want to confirm the NetSuite connection settings are set up correctly in Expensify:

1. Head to Settings > Workspaces > click workspace name > Accounting > Advanced.
2. Ensure the following settings are correct:
   • Sync Reimbursed Reports: Enabled and payment account chosen.
   • Journal Entry Approval Level: Approved for Posting.
   • A/P Approval Account: This must match the current account being used for bill payment.
3. Verify A/P Approval Account:
   • To ensure the A/P Approval Account matches the account in NetSuite:
     • Go to your bill/expense report causing the error.
     • Click Make Payment.
     • This account needs to match the account selected in your Expensify configuration.
4. Check Expense Report List:
   • Make sure this is also the account selected on the expense report by looking at the expense report list.

Following these steps will help ensure that reports are exported as “Paid in Full” instead of “Accounting Approved.”

Why are reports exporting as Pending Approval?

If reports are exporting as “Pending Approval” instead of “Approved,” you’ll need to adjust the approval preferences in NetSuite.

Exporting as Journal Entries/Vendor Bills:

1. In NetSuite, go to Setup > Accounting > Accounting Preferences.
2. On the General tab, uncheck Require Approvals on Journal Entries.
3. On the Approval Routing tab, uncheck Journal Entries/Vendor Bills to remove the approval requirement for Journal Entries created in NetSuite.

Note: This change affects all Journal Entries, not just those created by Expensify.

Exporting as Expense Reports:

1. In NetSuite, navigate to Setup > Company > Enable Features.
2. On the “Employee” tab, uncheck “Approval Routing” to remove the approval requirement for Expense Reports created in NetSuite. Please note that this setting also applies to purchase orders.

How do I Change the Default Payable Account for Reimbursable Expenses in NetSuite?

NetSuite is set up with a default payable account that is credited each time reimbursable expenses are exported as Expense Reports to NetSuite (once approved by the supervisor and accounting). If you need to change this to credit a different account, follow the below steps:

For OneWorld Accounts:

1. Navigate to Setup > Company > Subsidiaries in NetSuite.
2. Next to the subsidiary you want to update, click Edit.
3. Click the Preferences tab.
4. In the Default Payable Account for Expense Reports field, select the desired payable account.
5. Click Save.

For Non-OneWorld Accounts:

1. Navigate to Setup > Accounting > Accounting Preferences in NetSuite.
2. Click the Time & Expenses tab.
3. Under the Expenses section, locate the Default Payable Account for Expense Reports field and choose the preferred account.
4. Click Save.