Netsuite Troubleshooting

Synchronizing and exporting data between Expensify and NetSuite helps streamline your financial workflows. However, you might encounter errors due to discrepancies in settings, missing data, or configuration issues in either NetSuite or Expensify.

This troubleshooting guide helps you identify and resolve common sync and export issues, ensuring seamless integration and efficient expense reporting.

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

This error occurs when NetSuite requires classifications (like Department, Location, or Class) at the header level in your transaction form.

Vendor Bills:

For vendor bills, Expensify pulls information from the vendor record, not the employee record, so employee defaults don’t apply.

Fix for Vendor Bills:

  1. Go to Customization > Forms > Transaction Forms.
  2. Click Edit on the relevant vendor bill form.
  3. Go to Screen Fields > Main.
  4. Uncheck Show and Mandatory for the listed fields.
  5. Sync the workspace in Expensify (Settings > Workspaces > Workspace Name > Connections > Sync).
  6. Retry the export.

Journal Entries and Expense Reports:

If this error occurs when exporting a Journal Entry or Expense Report, it likely means the report submitter lacks default Department, Class, or Location settings.

Fix for Journal Entries and Expense Reports:

  1. Go to Lists > Employees in NetSuite.
  2. Edit the employee’s record.
  3. Set default Department, Class, and Location.
  4. Save and sync the connection in Expensify.

ExpensiError NS0012: Currency Does Not Exist in NetSuite

This error occurs when a foreign currency is not recognized in your NetSuite subsidiary.

Scenario One:

If Expensify sends a currency that isn’t listed in NetSuite, you’ll see this error.

Fix:

  1. Ensure the currency in Expensify matches your NetSuite subsidiary.
  2. Re-sync your connection in Expensify and retry.

Scenario Two:

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

Fix:

  1. In NetSuite, go to Setup > Enable Features.
  2. Check Multiple Currencies.
  3. Add the required currency in the global search.

ExpensiError NS0021: Invalid Tax Code Reference Key

This error typically indicates an issue with NetSuite’s Tax Group settings.

Fix:

Ensure that Tax Codes are correctly mapped to the appropriate Tax Group. For Australian Taxes:

  • GST 10% should map to NCT-AU, not TS-AU.
  • No GST 0% should map to NCF-AU, not TFS-AU.

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

This happens if the employee’s subsidiary in NetSuite doesn’t match what’s listed in Expensify.

Fix:

  1. Check the employee’s subsidiary in NetSuite and ensure it matches Expensify’s workspace settings.
  2. Ensure that the employee’s email in NetSuite matches the one in Expensify.
  3. Sync the NetSuite connection in Expensify.

ExpensiError NS0024: Invalid Customer or Project Tag

This error happens if an employee isn’t listed as a resource on the customer/project in NetSuite.

Fix:

  1. Go to Lists > Relationships > Customer/Projects in NetSuite.
  2. Edit the relevant Customer/Project and add the employee as a resource.
  3. Sync with Expensify and retry the export.

ExpensiError NS0034: This Record Already Exists

This error occurs if the report has already been exported to NetSuite.

Fix:

  1. In NetSuite, search for the Report ID.
  2. Delete the existing report and re-export it from Expensify.

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

This error occurs when billable expenses are not tagged with a valid Customer or Billable Project.

Fix:

  1. In Expensify, ensure billable expenses have a valid Customer or Project tag.
  2. Re-export the report.

ExpensiError NS0059: No Credit Card Account Selected for Corporate Card Expenses

This error arises when no corporate card account is selected for the report.

Fix:

  1. In NetSuite, go to Subsidiaries and set the Default Account for Corporate Card Expenses.
  2. Sync with Expensify and retry the export.

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

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

Fix:

  1. In NetSuite, ensure the Exchange Rate field is shown for the relevant form.
  2. Sync the Expensify connection and retry.

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

This error happens when the transaction date is outside the allowed period.

Fix:

  1. In NetSuite, go to Accounting Preferences and ensure the field Allow Transaction Date Outside of the Posting Period is set to Warn.
  2. In Expensify, enable Export to Next Open Period and sync.

ExpensiError NS0055: Vendor Doesn’t Have Access to the Currency

This error occurs when a vendor does not have access to a currency on the report.

Fix:

  1. In NetSuite, add the necessary currencies to the vendor’s Financial tab.
  2. Sync the Expensify connection and retry.

ExpensiError NS0068: You Do Not Have Permission to Set a Value for Element - “Created From”

This error occurs if NetSuite restricts access to the “Created From” field.

Fix:

  1. In NetSuite, ensure the Created From field is visible for the relevant forms.
  2. Sync with Expensify and retry.

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

This error occurs when NetSuite restricts access to the Receipt URL field.

Fix:

  1. In NetSuite, ensure the Receipt URL field is visible for the relevant forms.
  2. Sync with Expensify and retry.

ExpensiError NS0042: Error Creating Vendor - This Entity Already Exists

This error happens when Expensify cannot find an existing vendor in NetSuite.

Fix:

  1. Ensure the email and subsidiary of the vendor match the details in Expensify.
  2. Sync the Expensify connection and retry.

ExpensiError NS0109: Failed to Login to NetSuite, Please Verify Your Credentials

This error indicates an issue with the NetSuite credentials.

Fix:

  1. Review the Connect to NetSuite guide to ensure correct credentials.
  2. If needed, create a new token for the connection.

ExpensiError NS0123: Login Error: Please Make Sure That the Expensify Integration is Enabled

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

Fix:

  1. In NetSuite, go to Setup > Integrations > Manage Integrations.
  2. Ensure the Expensify Integration is enabled.

ExpensiError NS0045: Expenses Not Categorized with a NetSuite Account

This error happens when an expense category is missing or incorrectly configured.

Fix:

  1. In NetSuite, ensure the expense category is active and correctly named.
  2. Sync with Expensify and retry.

FAQ

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

This can occur due to missing Location, Class, or Department settings or incorrect Expensify Workspace Configuration.

Fix:

  1. Update the Bill Payment Form in NetSuite.
  2. Verify Expensify’s workspace connection settings for proper configuration.

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