Exact Online Error messages
Upon the export of a booking to the connected accounting software, the API of the connected accounting software generally validates the booking on completeness and correctness.
To the extent the booking is not accepted upon this validation, the invoice will be shown as “error” in Lyanthe’s MFO portal. The “error” always includes an error description. Below an overview in relation to how to check if any export errors occurred and the most frequent export errors and how to solve them.
Checking on export errors
In Lyanthe’s bookportal MFO you can check if all bookings have been successfully exported. To the extent an export error has occurred you can find these through:
- MFO Outstanding work page shows a count of errors per administration in the column “verify”. Clicking trough navigates to the details of the errors including the specific error message;
- MFO Digitalpostbox shows a red notification “Export” to the extent a booking is not accepted by Exact Online, by hoovering on the booking, the error message will pop-up.
Tip: Once you have processed all purchase and sales invoices, always check if all have been successfully exported and not have returned with an export error.
Overview Error Messages Exact Online
Below you will find an overview of the most frequent export error messages and how to validate / solve them.
DUPLICATE INVOICES IN EXACT
This error message relates to either:
Invoice exists in Exact Online
The invoice booked appears to be already existing in Exact Online. This validation is based on the Exact Online algorithm for checking double invoices. Please check, if the invoice is double and you can reject the invoice in Lyanthe MFO. If you would like to book the invoice, please change the invoice number of the booking proposal and rebook the invoice (one of the validations by Exact Online is based on Supplier + Invoice Number).
Entry number already exists in Exact Online (Exact online Belgium)
The entry number that is proposed in Lyanthe MFO (“Proposal entry number”) based on the invoice number for sales invoices, or sequence number for purchase invoices already exists as an entry number in Exact Online. Please review the proposed entry number (“Proposal entry number”) in Lyanthe MFO on the booking proposal, adjust accordingly and rebook the invoice.
PERIODS
TOPIC [GLTRANSACTIONS] PERIOD IS CLOSED / PERIOD UNAVAILABLE:
The period in which you try to book the invoice is closed or not available in Exact Online. Please check your periods in Exact and re-open if applicable and rebook in Lyanthe MFO or change the period in Lyanthe MFO.
Tip: In Lyanthe MFO Administration / Settings / Financial / Synchronize there is an option “Use Next Open Period” to automatically book the invoice in the next open period if this error occurs.
FX RATES NO EXCHANGE RATE AVAILABLE
Upon booking of a foreign currency invoices, Exact notes that no exchange rate for the currency is available in Exact Online. Please check the exchange rates available in Exact Online and rebook the invoice.
Tip: Lyanthe MFO has an option to use FX rates of one reference administration in Exact Online. This setting will apply for all administrations in Lyanthe MFO. Please contact Lyanthe support to setup this feature.
RELATION (CUSTOMER / SUPPLIER)
TOPIC [GLTRANSACTIONS] SUPPLIER: INACTIVE
Please check the relation details in Exact Online, it appears that the customer or supplier has been set to status “inactive”. If this status is incorrectly please set to active in Exact Online and rebook the invoice or change the relation in Lyanthe MFO and rebook the invoice.
MESSAGE: ACCOUNT THIRD PARTY ID COULD NOT BE FOUND IN EXACT. PLEASE RESYNC THE ADMINISTRATION
Please check the relation details in Exact Online, it appears that the customer or supplier has recently been removed or merged. Please synchronize the administration in Lyanthe MFO and regenerate the booking proposal or change the relation and rebook the invoice.
FAILED ON UPDATING ACCOUNT OR CREATION OF ACCOUNT. INVALID VAT NUMBER CHECK DIGIT. THE NUMBER MUST BE ENTERED IN THE FOLLOWING FORMAT.
Please check the details of the relation (customer / supplier) in Lyanthe MFO / Supplier Edit and validate the VAT Number. Please adjust accordingly and rebook the invoice.
NONE DEDUCTIBLE VAT %
TOPIC [GLTRANSACTIONS] NON-DEDUCTIBLE VAT PERCENTAGE IS NOT VARIABLE FOR LEDGER ACCOUNT:
Please check if the non-deductible VAT % in the booking equals the non-deductible VAT % set on the general ledger in Exact Online. Please resync the administration and/or adjust the booking in Lyanthe MFO accordingly.
If the non-deductible VAT % used in the booking should not equal the non-deductible VAT % set as default on the general ledger please set “Change Non-ded. VAT” to true in Exact Online (Maintenance|G/L Account).
TOPIC [GLTRANSACTIONS] TOTAL NON-DEDUCTIBLE VAT AMOUNT DIFFERS FROM CALCULATED ENTRY AMOUNTS.
Upon the validation calculation by Exact Online in relation to the total non-deductible VAT amount a difference has been found. The validation calculation is based on the formula: [Total non-deductible VAT] = [Amount exclusive * VAT % (rounded at 2)] * [Non-deductible VAT %] at line level. Generally Lyanthe considers this formula when generating the initial booking proposal or editing an invoice. To the extent this export error occurs:
- Please check a exclusive VAT code has been applied on the book line? If not please use the equivalent exclusive VAT code. And / Or
- Please set the “Manuel” switch on the book line to false, recalculate the line amounts by tab in the amount field and the difference of 0.0X cent difference should be adjusted in the “Ded. VAT Amount” field
BOOKING UNBLANCED
TOPIC [GLTRANSACTIONS] THE BOOKING IS NOT BALANCED.
Upon validation through Exact Online, the booking appears to be unbalanced (Exact Online performs a validation calculation). for certain invoices for example EUR 0.00 invoices and nondeductible VAT bookings based on GL settings in Exact, etc.).
Difference > EUR 0.01 and invoice amount 0.00
To the extent the total book / invoice amount equals EUR 0.00, Exact Online may not accept the booking (we are investigating this case). To this extent, please check if the invoice can be booked with a total invoice amount of EUR 0.01.
Difference = EUR 0.01
In some cases a difference of EUR 0.01 is calculated (we are investigating this case). Please check the administration settings in Exact Online (Company / Settings / Financial) and check if a general ledger has been set for “calculation differences” if not please adjust accordingly and re-book the invoice.
Difference > EUR 0.01
In some cases a difference of > EUR 0.01 is calculated. In most cases this relates to a payment condition with discount (example 2% discount between 8 days) being used on the invoice and as such the total VAT should be in line with the discount calculation.
Please check if the Payment condition is correct, if so please review the booking to ensure the total VAT calcucaltion is in line with the discount percentage. To the extent the discount is reflected in a VAT 0% line please merge this line with the applicable VAT % line and rebook the invoice. Below an example of such invoice:
DEFERRED COSTS / REVENUE
TOPIC [GLTRANSACTIONS] DEFERRED COSTS CANNOT BE BOOKED. DEFERRED COST SETTINGS ARE MISSING.
Please check the administration settings in Exact Online (Company / Settings / Financial) and check if a general ledger has been set for “Deferred revenue” or “Deferred costs”, if not please adjust accordingly and re-book the invoice.
TOPIC [GLTRANSACTIONS] DEFERRED COSTS CANNOT BE BOOKED. THE FOLLOWING FINANCIAL PERIODS ARE CLOSED: 2022 – 4
The period in which you try to book the deferred costs or deferred revenue is closed or not available in Exact Online. Please check your periods in Exact and re-open if applicable and rebook in Lyanthe MFO or do not set Period from / Period to in Lyanthe MFO on the book line.
INTRASTAT
TOPIC [GLTRANSACTIONS] MANDATORY: TRANSACTION A MANDATORY: TRANSACTION B MANDATORY: DELIVERY METHOD MANDATORY: TRANSPORT METHOD MANDATORY: STATISTICAL CODE MANDATORY:
The VAT code used in the booking is configured as a intrastat VAT code. Currently Lyanthe MFO does not support intrastat bookings.
EXACT ONLINE CONNECTION
UNKNOWN ERROR, PLEASE CONTACT SUPPORT LYANTHE
The Exact API does temporarily not connect to the servers, try to re-book the invoice in Lyanthe MFO. If this error keeps occurring please contact Lyanthe Support.
THE REMOTE SERVER RETURNED AN ERROR / SERVER UNAVAILABLE AND / GATEWAY TIMEOUT.
The Exact API does temporarily not connect to the servers, try to re-book the invoice in Lyanthe MFO. If this error keeps occurring please contact Lyanthe Support.
ENTRY NUMBER NOT SET. PLEASE REBOOK:
No entry number could be generated due to a temporarily connection matter. Please rebook the invoice in Lyanthe MFO. If this error keeps occurring please contact Lyanthe Support.