Business validation errors: reasons why a request gets rejected

Business validation errors: reasons why a request gets rejected

Overview
Xero Error Codes
QuickBooks Online Error Codes
Overview
This article is for:
  1. Xero users
  2. QuickBooks Online users
Xero Error Codes
Occasionally, requests get rejected by Xero after the final approval in ApprovalMax.
Below we explain some of the most common error codes and what to do about it:
ErrorExplanationTroubleshoot steps
Account code or ID must be specified.

No Account code (ID) was specified in the request.

The Requester/Reviewer/Approver with editing permissions needs to add a valid Account code for each line and resubmit the Bill for approval. 

Account code ‘0000’ is not a valid code for this document.

The “Show In Expense Claims” checkbox for the Category has not been selected in your Chart of Accounts in Xero.

In your Xero account, go to Accounting > Advanced > Chart of Accounts. Open the relevant Account code and activate the "Show in expense claims" checkbox.
Next, sync the Xero-related data to ApprovalMax. The Requester can then resubmit the request.

Account code ‘0000’ has been archived or deleted. Each line item must reference a valid account.

The Account code you selected has been archived in Xero.

Either the Requester or an Accountant who has access to Xero needs to restore that Account code in Xero, and resubmit the request for approval.

Item code '000-0000' is not valid.

An Item has been deleted in Xero and is no longer available for sales and purchases.

The Requester needs to edit the request with a new Line Item and resubmit it for approval.

Item <00:000> has an incorrect inventory asset account specified.

To track your Inventory Items, you should complete the Inventory Asset Account column with the Account code for a relevant Inventory Account. If the Account code provided is not an Inventory one, there will be an error when importing your file into Xero.

Verify the Inventory Asset Account code to ensure that your Inventory Items are tracked correctly.
Enter a relevant Inventory Account code (account type of Inventory) in the Inventory Asset Account column of your Chart of Accounts.

This document has lines associated with a Project. Please either supply LineItemIDs so that this association can be maintained, or else remove the connection to the Project.

ApprovalMax returns this error for a Bill containing links to Xero Projects that was edited in ApprovalMax.

Make sure that Bills containing a link to a Xero Project do not get edited in ApprovalMax. Create a new Bill from scratch with the necessary amendments, sync it to ApprovalMax, and force-approve if necessary.

Alternatively, you can submit it for approval without editing it again.

The TaxType code 'xxx' cannot be used with account code 'xxx'.

Certain Tax rates can only be used with certain Account types. This varies depending on the rate and country. Sending a Line Item with a Tax rate that can't be used with the Line's Account code will generate this error.

Make sure that the Tax rate selected in the Tax drop-down field for the Item (or Line Item) is compatible with the selected Category.

This article has more details on how to ensure that the Account type and Tax type are a valid pair.
The Tax amount cannot be greater than the line amount.

This error usually occurs during rounding when you attempt to publish a transaction from Dext Prepare. In case of multi-line items, transactions can be submitted with a rounding line adjustment, if the LineAmount is 0 and the TaxAmount is -0.01

Carefully review and edit all lines in the request. It might be necessary to split some into separate lines to eliminate any rounding adjustments that could be causing a problem.

Unknown tracking details. A Tracking Category did not match a known active Tracking Category.

Changes have been made to the Tracking Categories in Xero. Most probably, the request's origin is ApprovalMax.

1. Manually sync the Xero-related data
2. The Requester needs to remove and re-add the Tracking Categories, then resubmit the Purchase Order
3. An Administrator can force-approve the request

The Contact with the specified contact details has been archived. This Contact must be un-archived before creating new Invoices, Credit Notes or Purchase Orders.

The Supplier used in this request has been archived or merged in Xero.

You need to restore the archived or merged Contact in Xero and resubmit the request for approval.
Alternatively, amend the request in ApprovalMax by adding the details of an active Contact.

The document date cannot be earlier than the lock date, currently set as <date>.

A lock date prevents changes being applied to transactions that took place during a past period. Once a lock date has been set, you cannot add or edit transactions in Xero dated earlier than that lock date. For more details, please refer to Xero lock date.Either alter the request's date or change the lock date in Xero.
For more details, please refer to this article in our Knowledge Base.
Invoice not of valid status for modification.

You're trying to edit an Invoice that is currently in a state where Xero doesn't allow modifications. 

Verify the Invoice's current status in Xero. If it's Approved or Paid, you won't be able to make any modifications in ApprovalMax. 

You have reached the limit of Invoices you can approve.

There is a submission limit on your Xero account and you have reached the maximum number of transactions that can be lodged in Xero. This limit is often related to the subscription plan you have with Xero, which may restrict the number of Bills that can be processed.

Check which Xero plan is currently being used and consider contacting the Xero support to request an extension of the Bill limit.

For additional assistance, you can visit the Xero Support page.

Credits must equal debits. Accrual debits must equal accrual credits.

This error relates to Xero's internal checks.

Please contact the Xero Support for more details.

Discounts may not be applied to ACCPAY invoices.

In addition to this error, you might be shown the message 'This document has lines associated with a Project. Please either supply LineItemIDs to maintain this association, or remove the connection to the Project.'

Both these errors are related to a bug with Purchase Order discounts on the Xero side. The root cause is: when a Purchase Order with a discount in a Line Item is copied to a Bill in Xero, the discount is displayed in the subtotal of the Bill. This prevents the Bill from being approved via the API.

Xero has now fixed the bug and this information is just in case it should occur again in the future.		The Bill Requester needs to create a new Bill from scratch (not copied from a Xero Purchase Order or copied from another Purchase Order), without any discount.



QuickBooks Online Error Codes
Occasionally, requests get rejected by QuickBooks Online after the final approval in ApprovalMax.
Below we explain some of the most common error codes and what to do about it:
ErrorExplanationTroubleshoot steps

Permission denied.
To access this error, sign in again or contact an Administrator.









The user who initially connected ApprovalMax to QuickBooks Online is no longer active in either ApprovalMax or QuickBooks Online, or their user role has been changed.







1. Verify the permission access of the user who connected ApprovalMax to QuickBooks Online. Ensure that this user has the necessary permissions and access rights for both platforms to establish a successful connection.

2. If the user account does not have the appropriate permissions, or if the issue persists, disconnect the existing connection between ApprovalMax and QuickBooks Online. Then start the reconnection process.

3. Reconnect using a primary Administrator user account in both ApprovalMax and QuickBooks Online to establish a new connection.

Select an account for this transaction.









 

There are two possible causes. One, maybe no Category (Account) was selected for the request’s Line Items, or the Category was changed.
Two, the error might be due to a temporary issue on the QuickBooks Online platform.





 

1. Double-check if you made any edits in QuickBooks Online to the Category. If you did, you’ll need to replace the Category in the request and resubmit it.


2. Review and confirm that the appropriate Expense Account is specified for the Product/Service in QuickBooks Online. Maybe it was not specified, or has been updated during the approval process.

If you continue to experience difficulties, please contact our Support team.

 

You can’t use an Accounts Payable account on the detail portion of a Bill.

The Category (Account) selected for this request (Bill) might not be eligible or compatible with it.

Review the selected Category and make sure that an appropriate Category (Account) for this QuickBooks Online request (Bill) is added.

One or more charge lines do not have a Tax code associated with it. Please assign a Tax code for those lines.










This issue is most likely to occur with transactions originating from Dext, which adds an extra line for rounding purposes.
The complexity stems from certain Tax rates, specifically in Canada, which can include multiple tax components. However, Dext can only support two tax components.

To mitigate this, ApprovalMax sends Tax rates to Dext with only one tax component – the effective Tax rate. By simplifying the Tax rates like this, ApprovalMax ensures compatibility with the limitations in Dext.



1. Instead of using the extracted amount, select the appropriate Tax rate manually from the available options to ensure that the accurate Tax rate is applied to the transaction.


2. If the extracted amount is accurate but there are multiple tax components involved, enable the Extract Secondary Tax option in the Account Details section. This allows for the extraction of the secondary tax component and ensures the correct calculation of the total tax amount.


 


We are sorry, QuickBooks Online encountered an error while calculating tax. Try reselecting the Tax rate or re-entering the Product/Service item and save the form again.






The Tax rate might have been changed or deleted in QuickBooks Online during the approval process.









Select the Tax rate again or re-enter the Product/Service item, then resubmit the request.
If you continue to experience difficulties, please contact the QuickBooks Online Support team.





 

An unexpected failure occurred. Code: 6000











Occasionally, rates and taxes of the same name get mixed up in QuickBooks Online. Verify that your tax is correctly mapped to a tax entity, and not a rate entity.






 

1. Go to the menu in QuickBooks Online.
2. Open the section Configure QuickBooks Online.
3. Click on Taxes to access the tax settings.
4. Verify that the tax is correctly mapped to the appropriate tax entity.
5. If necessary, adjust the mapping to link the tax with the proper tax entity.








A business validation error has occurred while processing your request.



There are various solutions depending on the specific details of this error message.


Review the request and check for any obvious errors such as discrepancies in the Total Amount or missing Tax rates.
If you can’t identify a reason or resolve this issue, please contact the QuickBooks Online Support team.

You can only use one foreign currency per transaction.



There is a mismatch of currencies between the Vendor, the Organisation and the Payment Account/Category Line Item – a different currency was assigned to each entity.



Review the currencies used for the transaction and align them across the Vendor and the Categories involved.




QueryProcessingError: null








A runtime error during the processing of a query on our server has occurred. An issue with the server itself is likely to prevent a successful execution of the query.





Try resubmitting the request.
If this does not resolve the issue, we recommend contacting the Support teams of both ApprovalMax and QuickBooks Online.