NetSuite Export Errors, Tips and Tricks
Lightyear Error Messages ... found on the Activity thread of the bill in question
Failed to export invoice [The total cannot be negative.]
Reason for Error - NetSuite requires documents with a value of < 0 to be a credit note, not a negative bill/invoice.
Solution - If you are getting this error message, return the bill/invoice to the Review tab, then change the document type to one of the credit note types (as shown below), click Save, then sign off on the document once again. The document should now export to NetSuite without issue
Failed to export invoice [Invalid entity reference key xxx.]
Reason for Error - The entity (supplier/vendor) you are trying to send a bill to in NetSuite is either Inactive in NetSuite, or is perhaps not shared in NetSuite with the subsidiary that you connected this Lightyear account through to.
Solution - in NetSuite, and make the entity (supplier/vendor) active or available for the subsidiary, then try to re-export from Lightyear.
Failed to export invoice [Invalid customform reference key 50.]
Reason for Error - Lightyear writes bills to the standard default forms in NetSuite (for bills, form 50). This error is telling Lightyear that the form in Inactive.
Solution - in NetSuite, make Form 50 active again.
To find this, go to NetSuite > Customization > Forms > Transaction Forms and find Standard Vendor Bill. Set this to Active.
Failed to export invoice [Invalid account reference key XXX for subsidiary X.]
Reason for Error - The GL code is not shared in NetSuite with the subsidiary that you connected this Lightyear account through to.
Solution - in NetSuite, make the GL code XXX available to the subsidiary, then try to re-export from Lightyear.
Failed to export invoice [Reference No. XXX is a duplicate for this vendor. Click OK to save duplicate or click Cancel and change Reference No. This record already exists
Reason for Error - The document is already in NetSuite for this Vendor.
Solution - Either Archive the document in Lightyear, or change the Bill Number.
Failed to export invoice [Invalid login attempt.]
Reason for Error - This is a generic error message from Netsuite which usually means there was an issue with your parameters. e.g. an extra character or extra space to one of your tokens or not generating new timestamps
Solution - in NetSuite,
- Go to Setup > Users/Roles > User Management > View Login Audit Trail.
- Check the Use Advanced Search box.
- Click the Results subtab.
- Add the following fields: Detail, Token-based Access Token Name, and Token-based Application Name. Click Submit.
- The Detail column displays error messages for any token-based authentication logins with a status of Failure.
A disconnect and fresh reconnect often does the trick.
Failed to export invoice [Permission Violation: The restrictions on your role deny you access to this record.]
Reason for Error - The user who is logged in and connected the Lightyear file doesn't have the right permissions assigned to the role.
Solution - in NetSuite, assign the right permissions when creating your role as per the article here.
Only seeing Vendor codes and not Supplier Names? There's a fix for that.
Reason for Error - There is a setting in Netsuite that you can check for that brings back the Vendor Code + Supplier name. e.g. V12345 Company name rather than just V12345.
Solution - Within Netsuite, head to Set Up > Company > Auto-Generated Numbers. In the row for Vendors, please make sure the checkbox is NOT ticked as below:
Import your Supplier cards from Netsuite again and they should present as V12345 Company Name making it easier for you to identify moving forwards so you can link your accounting supplier to your supplier profile.
Matching exported bills from Lightyear to NetSuite POs
Find out more about our custom SuiteBundle that facilitates automated matching between bills and POs in NetSuite and automatically closes matched POs via this knowledge base article.
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