When attempting to process an invoice into the accounting system, an error message may appear. Such errors can arise for various reasons. This article outlines the most common error messages and their solutions.

Disclaimer: When encountering Error messages in Dutch. Check out our article in Dutch. They have the same layout, so you'll be able to find the instructions using the English article.

Occasionally, an invoice might not generate an error message but instead get stuck in processing. In such cases, you can go to the settings of the accounting integration and select 'Synchronize' or navigate to Options > Reauthorize. Generally, the invoices will be processed after this step.

How can you identify such an error message? Once you have 'processed' the invoices into the accounting system, they will move to 'Provided'. Ideally, these invoices should then proceed to 'successfully processed', but they might instead move to 'processing failed'.

When this happens, the affected invoices will be displayed with an error message.

These error messages are generated by Exact Online. The error message indicates the reason why the invoice was not accepted in Exact Online.

Common error messages include:

Understanding and Resolving this Error

This error message indicates that the VAT code does not correspond to the destination country where the invoice is intended. You can verify this by opening the invoice and checking if the VAT percentage matches the country's requirements.

For example, if you have an invoice for Belgium, the VAT code should be 'ICP' because Belgium is an EU country. For a standard invoice in the Netherlands, you would use the standard VAT rate.

How to Resolve This Issue

To resolve this, credit the invoice and then adjust the VAT code on the new invoice. Here's how:

If the above steps are correct and the issue persists, it may indicate incorrect settings in the accounting integration. You can check this by navigating to Settings > Invoices > Accounting Integration > Settings and ensuring that the VAT codes are correctly linked with those in Exact.

This process ensures accurate handling of VAT according to the regulations of the country for which the invoice is intended.

What does this error message mean and what causes it?

This error message indicates that the email address registered on the debtor is not correctly filled in.

How can you resolve this?

You can resolve this by going to CRM, opening the debtor, navigating to invoicing, and verifying that the email addresses entered there are correct. Ensure they are fully entered without any typos or spaces in the field.

Once you've made these adjustments, you can try processing the invoice again. To do this, select the invoice under 'processing failed' and click 'process' via the 'actions' button.

What does this error message mean and what causes it?

This error message indicates that the invoice number you are trying to assign in Exact is already present in the accounting records.

How can you resolve this?

If you encounter this error message, there are two options to consider:

Tip: Choose a new number that you are certain will not be used again. This process ensures that the invoice numbering is adjusted correctly to prevent conflicts in your accounting records.

What does this error message mean and what causes it?

This error message indicates that there has been a change to the debtor (customer) in the accounting system, resulting in the debtor being disconnected in the accounting integration.

How can you resolve this?

You can resolve this by following these steps:

1. Go to Simplicate Settings > Invoices > Accounting Integrations > Exact.

2. Scroll down or use the search function (CTRL/CMD + F) to locate the specific relation.

Most likely, the relation will now be highlighted in red, as shown in the image below:

3. Click on 'disconnect' and then you can re-link the new relation or set it to 'create new debtor'.

4. Then press 'save'! This button is located at the top between 'options' and 'synchronize'.

What does this error message mean and what causes it?

This error message may occur when invoices remain under the 'provided' status in the invoices module under the 'accounting' tab.

When navigating to Settings > Invoices > Accounting Integrations > Settings, a message like the above is displayed in Dutch or English.

The reason for this error message is that the Simplicate user who installed the integration with Exact has been blocked in Simplicate.

How can you resolve this?

To resolve this issue, you need to contact Simplicate's Support Team. They will submit a request to transfer the integration to your name or a colleague's name. During this conversation, specify the user (name and login) under whom this integration should be placed.

Tip 1: Choose a person who will remain with your organization for a long time (such as the owner) to prevent this error message in the future.

Tip 2: Choose a user with full permissions in Simplicate.

This process ensures that the integration remains functional and prevents disruptions caused by user account changes in Simplicate.

What does this error message mean and what causes it?

If you're experiencing this error message, it's because the permissions granted to Simplicate from Exact are insufficient.

How can you resolve this?

You can check in Exact whether Simplicate has access to the relevant administration (with division code: XXX).

Here's how you can do it in Exact: [username > my exact online > security center > permissions for my apps > click on the app > manage access to: administration > check if administration is in the right column, if not, move it to the right column > save].

After doing this, you need to go to the accounting integration in Simplicate, click on options > reauthorize to apply the changes.

What does this error message mean and what causes it?

If you encounter this error message when opening the accounting integration via Settings > Invoices > Accounting Integration, it may be related to the URL where the integration is installed.

How can you resolve this?

If the integration is installed on https://domain.simplicate.com and you're accessing the page via https://domain.simplicate.nl, or https://domain.simplicate.app you may see the error message as described above. Ensure that you access the settings using the correct URL ending (.com or .nl or .app) to view and adjust the settings accordingly.

Otherwise, try reinstalling the integration.

What does this error message mean and what causes it?

When this error message appears, it typically relates to permissions issues, and the steps outlined below can usually be followed to address it. It's important to conduct a permissions check to identify any options where access might be restricted.

How can you resolve this?

If you encounter this error message under 'processing failed', follow these steps:

*For questions regarding setting permissions in Exact Online or how to do this, please contact Exact Online Support.

What does this error message mean and what causes it?

When this error message appears, it indicates that the integration was set up by a user who does not have access to (all) company profiles. This could be due to the user being part of a user group that lacks access to the CRM module, or specific user-level restrictions limiting access to certain company profiles.

How can you resolve this?

The simplest way to resolve this is by submitting a customer request to transfer the accounting integration to a user with full permissions. This ensures that the user has unrestricted access, eliminating any barriers to using the accounting integration.

To initiate this process, you can send a chat message or email to [email protected]. Specify the user account where the accounting integration should be transferred.

Tip 1: Choose a user who will remain with your organization for a long time (such as the owner) to prevent this error in the future.

Tip 2: Select a user with full permissions in Simplicate to ensure seamless operation of the integration.

What does this error message mean and what causes it?

When you see this error message under 'processing failed', it can have two causes:

How can you resolve this?

Solution for cause 1:

You can resolve this by reauthorizing the accounting integration. Go to the settings in Simplicate > Invoices > Accounting Integration > Exact > Settings > Options > Reauthorize. Then, return to the invoicing module and resubmit the invoices listed under 'processing failed'.

Solution for cause 2:

You need to adjust the settings related to the Period - Date table in Exact.

Find the Period - Date table settings in Exact by navigating to Administration Name > Settings > Financial tab > Data section. The Period - Date table setting determines whether there is control over the period end date, i.e., whether bookings can be made in a specific period.

Within Exact, there are 3 options:

From Simplicate's perspective, we recommend choosing the 'Optional' option. It's a standard choice and increases the likelihood of successfully processing invoices into the accounting system.

After making this adjustment in Exact, it's important to reprocess the invoice in Simplicate by selecting the invoice under 'processing failed' and clicking 'process' under the 'actions' button.

What does this error message mean and what causes it?

If you see this error message under 'processing failed', it is likely due to the journal selected in your accounting integration.

How can you resolve this?

Navigate to Settings > Invoices > Accounting Integration > Exact Settings, and then check under the respective company profile what is filled in under 'Sales Journal'.

To successfully process an invoice into the accounting system, it's important that the 'Sales Journal' is selected. If, for example, the 'Purchase Journal' is selected, an error will occur. This pertains specifically to sales invoices being processed into the accounting system, which is independent from purchases.

What does this error message mean and what causes it?

When this error message appears, it is caused by the user permissions in Simplicate who established the integration with Exact Online. The user in Simplicate does not have sufficient permissions to view (certain) CRM relation.

How can you resolve this?

To resolve the error, adjust the permissions of the user who set up the accounting integration in Simplicate. It's important to note that the error is not caused by permissions in Exact, but rather by permissions in Simplicate. In this case, it may involve different permissions in Simplicate:

If you are unsure which user in Simplicate set up the accounting integration, you can verify this by conducting a permissions check in the accounting integration settings. Navigate to Settings > Accounting Integrations > Exact Online > Settings > Options > Permissions Check.

This error message indicates that the VAT code is not configured correctly. Most likely, the VAT code in Exact Online is set to type 'Purchase' instead of 'Sales'.

How can you check and resolve this?

This process should resolve the issue related to the VAT code mismatch and allow the invoices to be successfully processed into your accounting system.

What does this error message mean and what causes it?

The period in which the invoice is being booked is closed or not yet present in Exact Online.

How can you resolve this?

Check if this period already exists and is open in Exact.

What does this error message mean and what causes it?

When navigating in Simplicate to Settings > Invoices > Accounting Links > Exact Settings, if you scroll down to the customer links section, you may notice that the customer to whom the invoice is addressed no longer exists.

How can you resolve this?

Firstly, you need to check in Exact whether the customer is still active, not blocked, or if their end date has not expired.

If that's not the case, you can unlink the customer in Simplicate by clicking 'Unlink', then re-link them to the corresponding customer in Exact, and finally click 'Save'.

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What does this error message mean and what causes it?

This error message indicates that the VAT number of the CRM relation is incorrectly filled out. Exact expects a VAT number in a specific format, which must be accurately entered. This issue may occur if a Belgian VAT number is entered for a Dutch relation.

How can you resolve this?

Verify the correctness of the VAT number. If you have entered an address in CRM with the country set as the Netherlands, ensure the VAT number is formatted as specified in the error message. Otherwise, correctly specify the country of the CRM relation's establishment in Simplicate.

What does this error message mean and what causes it?

This error message can occur when an IBAN entered for a contact is already linked to another contact in Exact Online. Exact treats bank account numbers as unique data, which can result in errors when the same IBAN is used for multiple contacts.

How can you resolve this?

Check whether an IBAN is entered for the relevant contact in Simplicate.

You can do this by going to CRM and opening the relevant contact. Check the invoicing or payment details to see if an IBAN is entered that belongs to this contact. Remove the IBAN or enter a unique IBAN.

Additionally, you can also check the linked IBAN in Exact Online. Make sure it is a unique value within your administration.