Help! An error message when exporting invoices to Exact Online

Are you using a webservice and are you unable to export an invoice to the Exact Online financial package? Then this can have various causes.

The cause may be translated into an error message that you can see in the export report. We get this error message back from the financial package and it indicates why it was not possible to export the invoice. Unfortunately, this error message often does not clearly indicate what needs to be done in order to get the invoice exported.

In this article we have collected a number of error messages with a possible explanation and what you can do to solve the problem.

Exact Online Webservice

Error message: GLTransaction Periode is afgesloten // GLTransaction Period is closed

Possible cause: The invoice falls within a period that has been closed. This can be a period in the past or in the future (when using period dividing)

Possible solution: Make sure you export the invoice to an open invoice in Exact Online.

Error message: GLTransaction: Onderwerp [GLTransactions] De boeking is niet in evenwicht op: 2022 / 4 (Type: Inkoopboeking) - Verschil: EUR -0,01 // GLTransaction: Subject [GLTransactions] is out of balance on: 2022 / 4 (Type: purchase booking) - difference: EUR -0,01

Possible cause: Possible cause: There are several possible causes, including:

Cause 1: Exact also calculates VAT for the invoice lines and arrives at a difference between the total sum of the lines and the VAT in the header of the invoice.
Cause 2: The VAT code is not correct in combination with a foreign currency. This invoice was booked with VAT, but VAT should not be booked in Exact for invoices with a foreign currency.

Possible solution:

Solution 1: In Exact Online, you can set up a general ledger account for calculation differences. You can do this via [Company name > Settings > Financial tab > Calculation differences]. The calculation difference of 0.01 will then be booked to the specified general ledger account.
Solution 2: Check within Exact what is allowed for this creditor and general ledger to be booked with the chosen VAT codes in combination with a foreign currency. For example, it may be that Exact calculates the VAT itself, causing a difference. The solution could be to not book VAT in Spend Cloud or to adjust this setting in Exact so that it accounts for the invoices being exported with VAT.

Error Message: GLTransaction: subject [GLTransactions] invalid reference: payment condition

Possible cause: The chosen payment reference is not allowed in combination with the chosen creditor, does not exist, or does not exist within the correct administration.

Possible solution: Check within the administration where the invoice is being booked to see if it exists, if the code in Exact matches the code in Spend Cloud, and if it is allowed to use the code in combination with the chosen creditor.

Error Message: The file you are trying to upload is too large

Possible cause: The invoice PDF is too large

Possible solution: Refer to the following article for guidance on resolving this issue: What to do when an invoice is too large for export

Error Message: GLTransaction: The entry is out of balance on: 01-12-2022 (Type: Cash flow) - Difference: EUR-6,657.29

Possible cause: They are likely trying to export a Cash Book to a journal of type "cash book."

Possible solution: The journal should be of type "memorial/general" within Exact Online. If they make that adjustment, exporting should work correctly.

Error Message: 012412345 - We have not received a response or cannot determine from the response that the invoice was processed correctly. Please check the transaction number in the financial package and re-export it if necessary.

Possible cause: The access token on which the connection between Spend Cloud and Exact Online is based is no longer valid.

Possible solution: A new access token needs to be retrieved. In this article, you will read how to do this.

Error Message: 012412345 - Account: Update not allowed (topic = 'Account')

Possible cause: The user account in Exact which retrieved the latest access token has insufficient rights within (this specific administration in) Exact.

Possible solution: A new access token needs to be retrieved. In this article, you will read how to do this.

Error Message: 012412345 - Document: Creation not allowed (topic = 'Document')

Possible cause: The user account in Exact which retrieved the latest access token has insufficient rights within (this specific administration in) Exact.

Possible solution: A new access token needs to be retrieved. In this article, you will read how to do this.

Error Message: 012412345 - Project: Update not allowed (topic = 'Project')"

Possible cause: The user account in Exact which retrieved the latest access token has insufficient rights within (this specific administration in) Exact.

Possible solution: A new access token needs to be retrieved. In this article, you will read how to do this.

Error message: GLTransaction: Topic [GLTransactions] Already Exists - Entry number: XXXXX, Journal XXXXX, Financial year. XXXX

Possible cause: The invoice in question is already present in Exact.

Possible solution: Check if the invoice exists in Exact. If it does, mark the invoice as "exported" in the Export section.

Error message: 01241345 - GLTransaction: Topic [GLTransactions] Can't determine exchange rate for currency: XXX on date: XXXX-XX-XX

Possible cause: A setting for variable exchange rates in the journal has been disabled.

Possible solution: A setting for variable exchange rates in the journal has been disabled. The setting needs to be enabled.

Error message: You do not have sufficient permissions to perform this action.

Possible cause: The user who retrieved the access token does not have sufficient permissions in Exact to post invoices.

Possible solution: Check the permissions of the Spend Cloud user managing the token: Retrieve access token for Exact Online. Make sure to verify this for all administrations in Exact! Then retrieve a new access token by deleting the old one: Manage access tokens for integration with the financial package in Spend Cloud

Error message: 01241345 - GLTransaction: Onderwerp [GLTransactions] Property 'VATCode' of business component 'GLTransactionVATLine' is mandatory.

Possible cause: A ledger has been encoded in the invoice where Exact expects a VAT booking. In the Spend Cloud either no VAT was encoded, or the selected VAT code does not exist in Exact or is not linked to the selected ledger.

Possible solution: Select the correct VAT code in Spend Cloud or update the ledger in Exact so that it either accepts the chosen VAT code, or change the settings to make VAT no longer mandatory for this ledger.

Error message: 01241345 - GLTransaction: Topic [GLTransactions] Accrued and/or deferred costs cannot be booked. Deferred cost settings are missing.

Possible cause: In Exact not all settings for deferred costs are correct, or the chosen ledger in the invoice is meant for deferred costs.

Possible solution: Check the settings for deferred costs in Exact Online and verify if they are set-up correctly.

Error Message: Exception

Possible Cause: Various causes are possible: The PDF of the invoice is too large; the invoice encoding contains an unknown/invalid character; an incorrect VAT code is used, for example, a code for VAT payable while it is configured in Exact for VAT reclaimable.

Possible Solution: PDF file of the invoice is too large: read more here; check the encoding of the invoice, especially the fields for description/explanation in the line or your/our payment reference. These can often be recognized by a square, possibly with a question mark inside; check whether the VAT code(s) used is correctly configured in Exact.