Help! An error when exporting invoices to Exact Financials

Help! An error when exporting invoices to Exact Financials

Are you using a webservice and are you unable to export an invoice to the Exact Financials 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 Financials webservice


Error Message: [invoice number] - Not Found

Possible Cause: The PDF file associated with the invoice is too large to import into Exact. You can check this by downloading the PDF file of the invoice. If the file size is larger than 1000 kb / 1 MB, it's likely too large.
Possible Solution: Read the following article on how to resolve this issue: https://support.spend.cloud/portal/en/kb/articles/what-to-do-when-an-invoice-is-too-large-for-export

  1. Error Message: [invoice number] - looks like we got no XML document
Possible Cause: The invoice is already in Exact. It's possible that the invoice was successfully exported to Exact before, and this might have happened due to a connection error in a previous export.
Possible Solution: Verify if the invoice is already fully present in Exact. If it is, you can use the option 'Mark invoice as exported.' If the invoice is not in Exact, contact the ProActive support department.

  1. Error Message: Error in SOAP request execution: Java heap space (10926)
Possible Cause: The server where Exact is installed has run out of memory, preventing this action from being executed.
Possible Solution: Memory needs to be expanded. Contact your organization's system administrators for assistance.

  1. Error Message: Date: invalid value 31/07/2019 (Period date-table: 2019/8)
Possible Cause: This is a warning from Exact regarding transaction dates that deviate from the accounting period.
Possible Solution: You can disable this warning in the administration settings within Exact.

  1. Error Message: Factuurnummer (Creditor) YOURREF: has been used before with creditor XXX
Possible Cause: In Exact Financials, a payment reference cannot be used twice for the same creditor.
Possible Solution: You need to adjust the payment reference of the invoice in the Spend Cloud. A more long-term solution would be to request unique references from the supplier with their invoices.

  1. Error Message: A.YY.XXXXX - Financial booking: Purchase journal ADMIN/YEAR/PERIOD/JOURNAL/ID: No rules defined
Possible Cause: This is due to how Exact Financials expects the period. Most likely, the period is placed in the line instead of in the header, and Exact expects it the other way around.
Possible Solution: Contact the ProActive support department. It may be necessary to move the period to the header of the invoice in consultation.

  1. Error Message: Financial booking: Purchase journal '161850007': Invalid value: this must be: '60180910'.
Possible Cause: In Exact, the purchase journal has the setting 'block document number' enabled.
Possible Solution: Disable the 'block document number' setting in the purchase journal.

  1. Error Message: An error was detected while executing the Web Service request. (10893)
Possible Causes: One possible cause of this error is that some web service processes are getting stuck in the Exact environment.
Another possible cause is that the web service is not working at all because the web service configuration in Exact is still disabled.
Possible Solutions: To address the first cause, set the 'Keepalive-time' on 'infinite' for Tomcat on the Exact server. It can be caused by the heap size of the Java process not getting enough memory allocation. This can be adjusted in 'Tomcat.' For the second cause, enable the web service configuration in Exact.

  1. Error Message: 09.24.123456 - Costcenter '7890': Not connected(General Ledger: '4400')
Possible cause: The costcenter that is coded in the invoice line is not active or not connected to the chosen general ledger.
Possible solution: Check in Exact whether the costcenter is active and if it's connected to the chosen general ledger.

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